Department of Environmental Conservation ACCOUNT MANAGEMENT MODULE 2

Department of Environmental Conservation 2 Welcome! To help you understand how to get from one screen to the next, here are a few pointers! To navigate the presentation: 1.To advance – use any of these keys; Page Down, Right Arrow or Enter 2.To go BACK – use any of these keys: Page Up, Left Arrow Key

Department of Environmental Conservation 3 Before we get started with the module, here are a few helpful hints! 1.Take your time! Read each slide carefully. 2.Take notes! You will need to contact DEC after viewing all modules to receive a quiz. The phone number is: Slides are designed to show you the steps to complete an action. 4.Some screen captures may not look EXACTLY like you will see on your system. It all depends on the computer system setup that you are using. 5.REMEMBER to refer to the License Issuance Handbook for further information on Business Rules.

Department of Environmental Conservation 4 1.Slides are designed to show you the steps to complete an action and use screen captures from the application. 2.Red squares points out things that you should SELECT or FILL OUT. 3.Red circles point out the button to COMPLETE the action and move to the next step. 4.Yellow shaded boxes with red print are there to EXPLAIN items on the screen or business rules. Explains the screen and points out business rules.

MODULE 2 OBJECTIVES Upon completion of this module, the Agent will: Locate Agent Help Link Read and Delete Agent Announcements Activate a new Clerk Deactivate an existing Clerk Locate Reports Link Logout of Application Department of Environmental Conservation 5

BUSINESS Agent of Record information is entered by DEC Revenue Accounting and cannot be edited by License Issuing Agents Only the Agent of Record activates/deactivates Clerks A clerk’s account is NEVER deleted Once a clerk account has been created, the clerk is prompted to change their password Encourage ALL staff to check announcements daily Department of Environmental Conservation 6

AGENT HELP LINK Department of Environmental Conservation 7 Click The Agent Help Link is located on the Login screen. The Help Link will open up a separate screen that contains useful documents that the Agent can select and download. Information is added/updated frequently so check this page often. The Agent Help Link is accessible with or without login. Be sure to access the correct URL –

ACCOUNT MANAGEMENT Department of Environmental Conservation 8 After you login, the Agent is able to view several items; Announcements, Logged in As, Reports, Account Management, Locate Customer and Logout. The Account Management Screen displays the Agent information. (This information is set by Revenue Management and cannot be edited.) We realize that this is not your , but it is acting as a placeholder only. Nothing will be sent to this .

Department of Environmental Conservation 9 ANNOUNCEMENTS

Department of Environmental Conservation 10 Announcements are the communication between DEC and the Agents/Clerks. The Announcement Link is found AFTER logging in to the system on the Account Management page. Check announcements/messages DAILY ! Agents and Clerks each manage their own announcements. They can keep/delete their own announcements. Click

ANNOUNCEMENTS Department of Environmental Conservation 11 Click to delete read announcements Click to see entire announcement (see next screen) All announcements are available to be read. Some announcements may be TIME SENSITIVE. Be sure to check your announcements throughout the day. Select Select the Announcement link

ANNOUNCEMENTS Department of Environmental Conservation 12 Click to close and return to Announcement screen

Department of Environmental Conservation 13 ADDING/ACTIVATING/ DEACTIVATING A CLERK

ADDING/ACTIVATING A CLERK Department of Environmental Conservation 14 Adding/Activating a new clerk begins on the Account Management Screen. Only the Agent of Record can create the Clerk account.

ADDING/ACTIVATING A NEW CLERK Department of Environmental Conservation 15 The Agent of Record is responsible for Adding/Activating/Deactivating Clerks. Once a Clerk has been added, they are NEVER deleted from the system, but can be “deactivated”. This address is purposely put in as a fictitious and will never be used. Can sort clerks by user name, or status Click

CLERK REGISTRATION SCREEN ACTIVATING A CLERK Department of Environmental Conservation 16 Assign User Name Enter Address Create fictitious i.e., clerk Select a Security Question & Provide Answer Create Password (8-21 characters)

CLERK REGISTRATION SCREEN ACTIVATING A CLERK Department of Environmental Conservation 17 Add Clerk Information: List only clerk’s first and last name - No Phone Number The Contact Address List has been disabled so no information may be added. Do NOT add Clerk’s address. Click

SUCCESSFUL CLERK ACTIVATION Department of Environmental Conservation 18 Click to return to the account Management Screen The Clerk is now active in the system and may login. The Clerk will be required to change their password when they login the first time.

DEACTIVATING A CLERK Department of Environmental Conservation 19 Click Deactivate An ACTIVE clerk will have a STATUS of Active. If a clerk leaves the employ of the Agent, the Clerk’s account must be DEACTIVATED. To inactivate a Clerk’s account simply Click “Deactivate”. The deactivated Clerk’s status will now read “Inactive”. A Clerk’s account cannot be deleted.

ACTIVATING A DEACTIVATED CLERK Department of Environmental Conservation 20 A deactivated clerk can be activated by simply locating the clerk’s account and clicking the Action - Activate. Click Activate Inactive Clerk

Department of Environmental Conservation 21 REPORTS

ACCESSING REPORTS Department of Environmental Conservation 22 Click This is where all reports are found. Simply Click and pick the report you need. Reports are covered in greater detail in Module 12.

LOG OUT OF SYSTEM Department of Environmental Conservation 23 Click It is important to NEVER leave the application open under an AGENT LOGIN. Clerks should login and make sales under their own account and logout when they complete their sales.

Department of Environmental Conservation 24 Please continue to Module 3 – Express Buy New Customer