ARLAP is an Internet-based database administration system your licensing staff can use to dramatically improve efficiency and accuracy of regulatory compliance and license renewal processing. Barlap combined more than thirty years of traditional licensing expertise with the latest in Internet technology to provide a full-service, turnkey solution. The subscription service allows clients unlimited access to license management functions from an Internet browser.

Through centralized storage of up-to-date license information, automatic monitoring of critical license dates and direct integration of user data to state forms, BARLAP provides unmatched regulatory compliance support for license renewal activities. Licenses are organized and easily assessable by store location, corporate entity or license type. Critical dates are recognized by the system automatically providing convenient task lists and e-mail notifications. Barlap.com provides flexible reporting features and streamlines the need to enter redundant data on forms for each license location.

BARLAP is an affordable subscription service, allowing clients unlimited access to license management functions. Being a hosted ASP solution, the system requires minimal capital investment for license department staff, allows flexible access from any Internet browser and is professionally hosted, supported and managed.

This User Guide is designed to provide users with a starting point and reference guide to help get up to speed using Barlap quickly. The guide is separated into sections that describe each major area of the system. Screen navigation is reviewed and frequent questions are posed and answered in each area.

icon key

s Key Questions

p Important section

ê Review with Caution

š E-mail related

¦ Scheduler-related

Reports-related

User Guide Road signs Reviewing this manual, sections may be introduced with a reference icon next to the section title. These road signs are designed to highlight key functionality within Barlap. So take note and read the road signs!

Please contact Barlap directly for additional assistance. We welcome any feedback on improving our service and support materials. Enjoy!

1.2 Barlap’s Building Blocks

Barlap utilizes an on-line licensing database system to streamline data entry, automatically merging your data to the appropriate state forms to complete renewals with accuracy and consistency. Licenses are organized and easily accessible by location, corporate entity or license type. The system also provides convenient task lists, reporting and alerts of critical dates. Barlap protects your sensitive information through a reliable and secure encryption and login structure. The diagram below provides a high level view of the system.

Each Barlap user is provided with a unique Login ID and Password. This secures access to your information, and provides an important edit-tracking feature to the system. Each change to your Barlap data will be logged with the user ID and time that data was last modified. To make changes or to add new Barlap users, contact Barlap Technical Support from the www.barlap.net site.

1.2.1 The Barlap “Lingo”

It is easier to understand a new piece of software if you understand the “lingo;” the terms that define how the application works. Let’s start out with a quick overview of the key vocabulary words that will help you understand how Barlap is put together:

p Entity – A set of related data (information) that is stored as a record in the database. An Entity is created for each set of corporate data, each set of location data, licenses, and information about each person entered into Barlap. How the entities (blocks) are put together defines the structure of your Barlap database.

p Association – A link created between two entities named to define the relationship between them. Think of an association as an extension cord that links two records together. The type of association defines how the two entities are related. A President of a company will have an association called “President” between the person and the corporation. A Secretary of a company will have an association called “Secretary” between the person and the corporation.

Example:

Atlantic Star Locations, Inc. is a corporation that owns 6 locations. The corporate information for Atlantic Locations, Inc. (name, address, tax IDs, etc.) would all be stored in a Corporate entity. Tom Smith is the president of Atlantic Locations, Inc. His personal information would be stored in Barlap in an Individual entity. Atlantic Locations has 6 locations. Each location would have a unique Location entity. That’s how entities work; each entity would store the data about the company, the person, or each location.

Now for Associations, the links (“extension cords”) that combine the entities together. In this example, Barlap would create a President association between the Atlantic Locations, Inc. corporate entity and Tom Smith’s individual entity. That tells everyone that Tom Smith is the President of Atlantic Locations, Inc. If Tom had a different role with another corporate entity inside of Barlap, he would have a second association to the other company. Same personal data, but different associations based on his role.

For each location, Barlap would create a corporate owner of location association between the Atlantic Locations, Inc. corporate entity and each Location entity. That tells the system that the location is owned by Atlantic Locations, Inc. Atlantic Locations can own any number of locations under any name; the association links the corporation with each location.

p Nav Bar – The data tree on left edge of the screen displays all the related information about an entity displayed on-screen. Similar to how folders are displayed in MS/Windows or Outlook, you can navigate to different levels of entity information by selecting the level using the mouse from the Nav Bar.

p Command Bar – Commands listed horizontally in upper-left corner of each screen. Consistent with all MS/Windows Command Bars, Barlap commands are called using selections off this drop-down menu bar. NEW, SAVE, DELETE and ASSOCIATE are commonly displayed.

p Home Screen – Main dashboard for the data tree on left edge of screens displays all the related information about an entity displayed on-screen. Similar to how folders are displayed in Microsoft Windows or Outlook.

p Task – A license checklist created for each license to track progress of a licenses’ renewal. There are three tasks created for each license; 1) ACTIVE – “I’m working on it”, 2) FILED – “I sent it to the license Authority, and they are working on it”, 3) ISSUED – “Process is complete, the license is renewed for the next cycle.” If you manage tasks in Barlap, the system will automatically create new renewal dates and appointments each year for you. A great way to track the status of each license in the system.

p Appointment – Event on the schedule created inside the system. Appointments for locations are placed on the corporate schedule to provide a consolidated view of the activities at each corporation’s store locations.

p Correspondence – Documents stored in Barlap. These documents can be created and stored in Barlap, or they can be attachment documents that are uploaded into Barlap for storage.

p Alert – E-mail task settings linked to a license. E-mail Alerts are linked to a license and will trigger an E-mail to a defined user list when a license expiration date moves within 120, 90, 60, 45, 30, and 15-days of expiring.

p License Reset –Command that resets tasks and alerts for a new renewal period. A reset option is available on each license type – and efficient way to clear license renewal task data for the next renewal period.

p Archive – History record containing key task and license information from a previous renewal period. An Archive stores dates and other information from a license and tasks in a condensed format. Similar to a “receipt” of past renewal period’s data.

1.2.2 Data Structure

Barlap is based on a series of building blocks. Each building block (called an ENTITY) can be associated to another building block, creating the structure of your Barlap data. The key building blocks or Entities are:

C Corporate Entity: Data that stores information about the Corporation. Address, IDs and other corporate-specific items are stored in the corporate entity and linked to other parts of the system.

H Location Entity: Data stored about a specific location or store “location.” Locations are associated (linked) to the Corporate Entity Specific logistical information (size, occupancy, address, store contact information, licenses) is stored in a location entity for each location. These locations can be quickly accessed from the Barlap home screen or from the corporate entity screen.

C Individual Entity: Data stored for a specific person. An Individual entity can be linked to a Corporate or Location entity depending on the function they perform. Corporate owners and staff are linked to a corporate entity. Store Managers, Servers/Bartenders are linked to a Location entity. Corporate contacts (Licensing Consultant, Tax Accountant, Broker) can also be entered into Barlap and associated (linked) to the entity they work with most.

å License Entity: Data that stores information about a location’s License or Permit. License-specific information required to manage the license number, expiration data and other data required to complete a renewal is stored in a license entity. License entities are linked directly to the Location entity where the license was granted.

1.2.3 Data Storage

Barlap data is stored on central web servers accessed through the www.barlap.net site. Data is backed up each night for security, and is only accessible to users identified for access to your account and to Barlap Administrators. Data is stored in a Microsoft Sequel Server 7.0 database and accessed through web-based XML technology.

Several clients request downloads of backup data on a scheduled basis. Barlap can provide this service to clients interested in having in-house back up data. Information is exported from the database and provided to clients in Excel format. Data is in a raw, tabular format and can be manipulated or uploaded into other database applications that support Excel data imports. Contact Barlap for more details.

2.0 System Login / Security

Getting Started

2.1 Accessing Barlap

Connect to the Internet and open your Internet Explorer browser window. From the main search line, type www.barlap.net to access Barlap’s main login screen.

p Select “Login SSL.” the database system will launch and present you with your login security window. Enter your Barlap ID and Password in the corresponding areas. Select Login-SSL to manage system data using a secure, encrypted connection.

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Barlap will restrict access to Name and Password IDs that are configured to view your corporate information. If additional Name and Password IDs are required for your company, contact Barlap to get additional access setup.

www.barlap.net, select “Log-in SSL” to enter the Barlap site.

If you enter the system from your computer, but have 15 minutes of inactivity within the system, Barlap will automatically log you off the system for security purposes. You can re-enter Barlap using the same process at any time.

2.2 System Security

Barlap uses Security Groups to ensure the security and integrity of your corporate information. Barlap Administrators will set up each user’s Login Name and Password. Each name and password is unique and assigned to an individual using the system.

p Audit Trail: After a user is logged into Barlap, the system will track changes the user makes to the database. At the bottom of each entity screen, a log is maintained that displays the user name and date when the entity was created and last time the record was edited.

Barlap uses the Internet to pass information between the central data servers and a user’s web browser. To maintain security and the confidentiality during data transmission, Barlap utilizes SSL (Secure Socket Layer) encryption and authentication coding. The industry-standard method for protecting web communications, the SSL security protocol provides data encryption, server authentication and message integrity.

SSL comes in two strengths, 40-bit and 128-bit, which refer to the length of the "session key" generated by every encrypted transaction. The longer the key, the more difficult it is to break the encryption code.

i SSL 128-bit Security: Barlap utilizes 128-Bit SSL technology to secure data transmission across the Internet.

As secure as accessing a bank account on-line, Barlap protects data access and transmission of sensitive data. To learn more about SSL technologies, check out this site: http://developer.netscape.com/tech/security/ssl/howitworks.html

2.3 My Staff Record

A user can access the setup for his Barlap account in his Staff Record by selecting the OPEN ME option from the Main menu.

Line Callout 2 (Border and Accent Bar): Change User Name and Password here.

On a user Staff Record, user Name and Password can be accessed and changed. An individual’s Calendar is also accessed from this Location. System Reports are also launched from this menu. Reports are covered in detail in Chapter 7.

Line Callout 2 (Border and Accent Bar): System Reports are generated from the Staff Record.

3.0 Home Screen
Getting to Barlap Data

3.1 Accessing Information

The Barlap Home Screen is the main “dashboard” to corporate data. From this screen, a user can access all entity types through a defined query, by name or number. There is a wide variety of ways to get to entity records.

After an initial login, Barlap will direct users to the Home Screen. The screen is separated into three key areas, each with unique functionality.

¦ Corporate Schedule: Appointment and license expiration dates roll-up to the main schedule displayed on the Home Screen. The schedule displays a running calendar of appointments. Use the forward and back arrows to move up and down each month. Each appointment is hot linked to the Entity location associated with the appointment.

Appointment Codes – The Home Schedule displays a number of appointment types entered into the Barlap database. Basic information includes the appointment day of the week, date, License #, Shortname, and Appointment type code.

The Appointment type code displays the type of appointment listed in the schedule. Each code letter denotes a different type of appointment associated with that particular license. Codes include:

Code Letter	Appointment Type	Description
<Blank>	Normal permit expiration	Most dates do not have any code designation because they are license expirations.
A	Corporate annual report	An annual report appointment has been added to a corporate location entity. System notes that the annual report is due.
C	Location Contract	A Location Contract appointment has been added to a location entity. System notes that the contract is due to expire.
E	License extension	A License Extension was added to a permit – extending the expiration date. Both the original expiration and the extension appear on the Home schedule.
I	Inspection date	An Inspection appointment has been added to a location entity.
H	Hearing date	A Hearing date appointment has been added to a Location for a specific date.

¦ Record Search by Name/Number: Records can be accessed by entering the First or Last Name of a person, the Name of a Business/Location or by entering either the System ID or License/License # of interest. Barlap will search the database and return records that match the search criteria. If only a single record matches the search request, Barlap will automatically open the record that matched the search criteria.

Multiple records will be displayed at the bottom of the Home Screen. Selecting a record from the list will open the record.

Wildcards are a flexible way to sort data very quickly.

A wildcard symbol ( * ) can be used to match the search criteria. If only a single record matches the request, Barlap will automatically open the record that matched the search criteria.

Examples:

To Search for all companies that begin with “T” – add T* to business name and select Execute. To search for individual records named Dave or David, you could enter D* or Da* or Dav* in the First name field and execute. Barlap will return any individual records that meet these criteria.

To search Corporate Entities, if a user is not sure of the exact spelling of the company, enter as much as you can and follow it with a wildcard*. Barlap will return a subset of records that meet the criteria. From there, you can select the exact company name from the refined list.

Conditional Query: Barlap can search the database for corporations, locations or licenses that match certain criteria. There is a wide variety of query options available. Query data can be viewed on-screen, or exported to Excel XP.

The HOME Screen is a flexible, effective tool to get to data fast!

Select a query using the drop-down list from the Home Screen. A screen will appear asking for specific parameters for the query. Provide the specific information requested, or use % as wildcards. Barlap will return records that match the query request.

4.0 Entity Overview
Storing Data in Barlap

4.1 Corporate Entity

The Corporate Entity is one of the four building blocks that make up the Barlap system. This Entity, as the name suggests, is designed to store the corporate ownership and headquarters information for a food and beverage organization. From the Corporate Entity, people, locations and licenses associated to it create the top-level business structure of the organization. Very few fields are required to create a Corporate Entity, but there is a wealth of options for data storage to manage the licensing process.

The reason that corporate information is centralized on this Entity is to have a single place to manage corporate data, and to allow its use in many areas of the system as needed. For a location chain with 100 locations, rather than having the corporate name as the License Holder on 100 individual licenses, Barlap stores the name only once in the Corporate Entity and links that entity to the 100 sites. Should the corporate address change, updating the Corporate Entity records the address change for all 100 licenses.

Major data elements stored in the Corporate Entity Record include:

§ Corporate name

§ Corporate/Partnership structure, dates and state authority

§ Shares issued and authorized

§ Federal and state tax information

§ Corporate physical address

§ Corporate mailing address

§ Resident agent contact information

§ Corporate appointments/schedule.

p Corporate Schedule: This schedule provides a consolidated list of all license activity for any location linked to this Corporate Entity. It provides a master “To-Do” and Reminder list for the Corporation!!

Corporate Entity: Page Layout

Line Callout 2 (Border and Accent Bar): Quick Links: From this section, Location Short Names are listed. Select a location link to quickly open a Location entity.

Corporate Structure:

Corporate Name:

Address Information:

Command Summary:

To Enter Data: Locate cursor in the appropriate field and enter new data as desired.

To Copy/Paste: Highlight selected text with a mouse, Select:

<Ctrl-C> = Copy

<Ctrl-V> = Paste

<Ctrl-D> = Delete.

To Save Data: Select SAVE from Command Bar in upper left.

To Exit without Saving: Close current Window and select NO when asked to save data.

4.2 Location Entity

The Location Entity is the second of four building blocks that make up the Barlap system. This entity, as the name suggests, is designed to store the location and license information specific to a store or location owned by the organization. From the Location Entity, location information, licenses, and location staff (managers, bartender/server staff) is associated to it, creating the mid-level business structure of the organization. Very few fields are required to create a Location Entity, but there is a wealth of options for data storage to manage the licensing process.

Location information is generally specific to the physical address of the store or location. Each location is stored in Barlap independently and is linked to the main corporate entity through an association. Licenses and Permits, because they are location specific and assigned, are associated directly with a Location Entity. Chapter 5.0 reviews Licenses and Permits in more detail.

Major data elements stored in the Location Entity Record include:

§ Location/DBA name

§ Location short name

§ Franchise and corporate reference ID #s

§ Location type and site demographics (Size, staff, seating/parking capacity)

§ Real Estate Ownership (Own/Lease)

§ State tax information

§ Location physical address

§ Location mailing address

§ E-mail alerts

§ Licenses/Permits – business and/or liquor

§ Cost center

§ Location contracts and leases

§ License/ documents

§ Location appointments/schedule

p E-mail alerts: By setting up an E-mail alert list for a location, Barlap will proactively notify the E-mail addresses listed that a license renewal requires attention. This is a powerful, proactive monitoring tool for the renewal staff.

p Days Remaining: Barlap calculates the number of days before license expiration for each license entered with an expiration date. This countdown is displayed on each license, and can be queried from the Home Screen to monitor the status of licenses at each corporate location.

Location Entity: Page Layout

Line Callout 2 (Border and Accent Bar): Location Data: The Main Entity area changes based on selections from the Nav Bar. Base Location data is listed here. Name and Address information will be displayed in this area when selected from the Nav. Bar.

Location Demographic and Ownership Data:

Location/DBA and Short Name:

Address Information:

E-mail Alert List:

Business License:

Liquor License Renewal (See Chapter 5.0 for more details):

Command Summary:

To Enter Data: Locate cursor in the appropriate field and enter new data as desired.

To Copy/Paste: Highlight selected text with a mouse, Select:

<Ctrl-C>= Copy
<Ctrl-V>= Paste
<Ctrl-D> = Delete.

To Save Data: Select SAVE from Command Bar in upper left.

To Exit without Saving: Close current Window and select NO when asked to save data.

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4.3 Individual Entity

The Individual Entity is the third of four building blocks that make up the Barlap system. This Entity, as the name suggests, is designed to store the personal/contact information of people involved with the organization. From the Individual Entity, personal information, server license, and address information are associated to Corporate and Location Entities, creating the mid-level staffing structure of the organization. Very few fields are required to create an Individual Entity, but there is a wealth of options for data storage to manage the licensing process.

Each individual is stored in Barlap independently and is linked to the main corporate entity through an association. The type of association used to link an individual to a corporate or location entity identifies the relationship between the individual and the corporation or location.

Major data elements stored in the Individual Entity record include:

§ Individual name

§ Corporate role/title

§ Individual physical address

§ Individual mailing address

§ E-mail and contact phone #s

§ Server license information

§ Individual appointments/schedule.

p Manager associations: Often critical to the renewal process applications, Location managers must be identified. Barlap uses the Location Manager association as the identifier for these roles, and will populate renewals that require manager details with Individual Entity data from these associations.

Individual Entity: Page Layout

Line Callout 2 (Border and Accent Bar): Nav Bar: Use arrows to expand and contract the Individual Structure components.

Individual Personal and Server License Data:

Individual Name and Title Data:

Physical and Mailing Data:

Command Summary:

To Enter Data: Locate cursor in the appropriate field and enter new data as desired.

To Copy/Paste: Highlight selected text with a mouse, Select:

<Ctrl-C> = Copy

<Ctrl-V> = Paste

<Ctrl-D> = Delete.

To Save Data: Select SAVE from Command Bar in upper left.

To Exit without Saving: Close current Window and select NO when asked to save data.

4.4 License Entity

The License Entity is the core storage location for each license stored in Barlap and the last major system building block. This entity is always linked directly to a Location Entity and will be listed in the Nav Bar for each location. You can link as many licenses to a location as required. Each License Entity can be created specifically for the State/County/City for which it applies. There are also several “generic” licenses available that can be used to manage license numbers and dates within the system. License number and an expiration date are required to create a License Entity, but there are other options for data storage included to manage the licensing process.

Although each license type is fairly unique depending on the data storage requirements of the license type, major data elements stored in the License Entity Record include:

§ License # and Type

§ Expiration Date / Days Remaining until expiration

§ License-specific questions required for forms

§ Licensee / Resident Agent

§ Processor contact information

§ Fee Basis

§ Acquisition / Renewal costs

§ Sales statistics

§ Compliance status (Jurisdiction, license status)

License Entity: Page Layout

Line Callout 2 (Border and Accent Bar): License Data: The Main Entity area changes based on selections from the Nav Bar. License dates, questions, compliance and statistics are listed on this area when selected from the Nav Bar.

Example – State Renewal:

Example – Health/Food Service Permit:

Example – Federal Tax Stamp - Liquor:

4.5 Corporate Annual Reports

The Corporate Annual Report record is similar to a license record, but is used to store information related to corporate filing requirements. When an Annual Report record is created, a corresponding appointment is created and displayed on the Barlap Home schedule. The report record must be linked to a location, so users must create a Location entity for headquarter or corporate filing location.

This entity is always linked directly to a Location Entity – which can be created to represent the Corporate Headquarters location. It will be listed in the Nav Bar for each location. You can link as many annual report records to a location as required.

Major data elements stored in the License Entity Record include:

§ Filing #

§ Expiration Date / Days Remaining until expiration

§ Issuing Authority address

§ Filing fees

§ Registered Agent and comments

4.6 Location Contracts

Location Contract records are similar to a license record, but are used to store information related to agreements and other contracts associated with a location. When a Location Contract record is created, a corresponding appointment is created and displayed on the Barlap Home schedule. Types of Location Contracts include:

Amusement games/Vending	Floor crew	Landscaping
Beverage	Floral	Linen
Beverage – CO²	General maintenance	Snow removal
Cleaning	Grease trap	Uniforms
Dishwashing	Ice	Waste removal

Major data elements stored in the License Entity Record include:

§ Contract authority and reference information

§ Expiration Date / Days Remaining until expiration

§ Contract type

§ Notification date

§ Term options and notes

You can link as many licenses to a location as required. Several Home Screen queries are available to return information based on contract type, expiration and notification dates, and contracts by location. Contract type and an expiration date are required to create a Location contract.

5.0 Licenses

Managing Licenses at a Location

5.0 License - Overview

Storage of license information is the primary information area inside of Barlap. Before getting into specifics about the license information storage and document creation capabilities of the system, let’s review the overall structure (framework) of how a license is stored in the system.

Liquor License Structure:

Attached to the main License Data (shown in Gray above) are several data levels of alert, storage and document management functionality that help keep license information organized. Each level is optional, and is only created when a users selects a NEW level from the Command Bar on the main License Screen. Once a level is selected, Barlap will create the corresponding data level to the license. Data levels are displayed on the Nav Bar on the left side of the screen.

Line Callout 2 (Border and Accent Bar): Selecting NEW from Command Bar will create additional License Data. Select DELETE to remove.

5.1 Adding a New License

Barlap allows a variety of license types to be added to any Location Entity. The license type, in some cases, will also map data to the appropriate form applicable to the license application or renewal. Contact Barlap for a complete list of license types available with integrated documents. To add a license to a location entity,

1. Open the Location Entity receiving the new license. Select NEW from the Command Bar.

2. Select LICENSE from the Command Bar.

3. Select the License Type you wish to add from the drop down list. Barlap will create a new License and add it to the current Location Entity.

Line Callout 2: 2 Line Callout 2: 3 Line Callout 2: 1

4. Fill out the License information and select SAVE from the Command Bar.

The system will create the new license, and attach Tasks and Appointments automatically based on the license data you enter. The Days Remaining field and schedules will be updated to reflect the new license information.

5.2 Working with Tasks

When a new License is created for a location, the system creates a series of 3 Tasks for each license renewal. These tasks are designed to help you keep track of the status of the overall renewal process. Tasks are displayed on the main Location Entity screen as a way to track progress on renewal activities for a location. The bottom section of the Location Entity displays a list of each license associated with the location, and provides a snapshot of the status or each renewal task.

Tasks are located as part of each License record in Barlap. From the Nav Bar, each task can be selected. As each license moves through the renewal process, the tasks will change based on where in the process each license is at any given time.

Located on each task, are data reminder fields that ban be used to track the detailed status of renewal activities. These fields are not required, but can provide a consistent way to manage renewal activities.

ACTIVE Task:

The ACTIVE task is designed to track when a renewal is received from the licensing agency to begin the renewal process. When this task is marked completed, the renewal has gone “in process” and forms are being prepared and a check requested for filing.

FILED Task:

The FILED task is designed to track when a renewal has been sent to the licensing agency, waiting for their approval. When this task is marked completed, the renewal has been “submitted” to the licensing agency with proper payment.

ISSUED Task:

The ISSUED task is designed to track when a renewal has been approved by the licensing agency, received by corporate headquarters, and a new permit certificate has been sent to the store location. When this task is marked completed, the renewal has been sent to the store location for posting.

E-MAIL ALERT Task:

The E-mail Alert task defines the date ranges where Barlap will automatically send E-mails to recipients notifying them that a particular license is inside a defined date range. Settings are located on the task corresponding to 15, 30, 45, 60, 90, and 120-day alerts. Checkmarks designate the date ranges when E-mails Alerts will be sent. Users can set as many or as few of these as needed on each specific license.

The E-mail Alert List – License field can be used to list E-mail addresses where these alerts should be sent. Adding an E-mail address at the TASK level will send E-mails for that specific license only. Adding an E-mail address at the Location Address level will send E-mail Alerts for ALL licenses for that Location. Adding an E-mail address at the Corporate Address level will send E-mail Alerts for ALL licenses at ALL locations associated with that corporate entity.

E-mail Address added at: (i.e. licensingperson@barlapclient.com)

TASK = Sends E-mail out based on task settings for that license ONLY.

LOCATION = Sends E-mails out based on task settings for ALL licenses at that location ONLY.

CORPORATE = Sends E-mails out based on task settings for ALL licenses at ALL locations associated with that Corporate entity.

Task Status and Comments added on the E-mail Alert task will appear on the E-mails sent out by Barlap.

5.3 Creating Correspondence / Forms

Barlap allows a variety of license types to be added to any location entity. The license type, in some cases, will also map to data to the appropriate form applicable to the license application or renewal. Contact Barlap for a complete list of license types available with integrated documents. To add a license to a Location Entity,

1. Open the Location Entity receiving the new license. Select NEW from the Command Bar.

2. Select CORRESPONDENCE from the Command Bar.

3. Select the Correspondence Type you wish to create from the drop down list. Barlap will create a new correspondence form, populate fields and open it as a Microsoft/Word document.

Line Callout 2: 1 Line Callout 2: 2 Line Callout 2: 3

4. The new form will be attached to the License entity as a Correspondence Record for later viewing. Modifications should be made to the License Entity and not the form directly. Changes to the form will NOT be transferred back into the License Entity record.

You can create as many forms as required for a license. Each time a new form is added, Barlap will create the form based on current data in the License Entity record. To delete a form, select the form from the Nav Bar, and select DELETE from the Command Bar. Deleting a form will NOT delete the renewal record.

Correspondence Record Links:

Line Callout 2 (Border and Accent Bar): Forms are selected from the Nav Bar and are linked to a license.

Correspondence - Samples:

Line Callout 2 (Border and Accent Bar): Forms will be created and open as a new document in MS/Word.
NOTE: There is a delay between selecting a form and it launching inside of MS/Word.

5.4 License Archive / Reset

Barlap contains a reset command option that allows a user to save information from the previous renewal period. A history record, called an ARCHIVE, stores information gathered from the license tasks and the license record in a separate, condensed record linked to the license entity. A license archive record can be created anytime – summarizing critical license dates.

The RESET function clears the license tasks, deletes any E-mail alerts on the license, and inputs new expiration dates entered as a part of the Archive/Reset command.

Text Box: p ARCHIVE – Creates backup of old TASK data on a history record.

p RESET – Clears tasks and alerts on the license, updates beginning and license expiration date.

Archive and Reset options are selected from the same Archive command menu. To create an archive and reset the existing license to a new renewal period,

1. Open the License Entity that is going to be reset. Select NEW from the Command Bar.

2. Select ARCHIVE from the Command Bar.

3. Select the License Reset Command for the license type from the drop down list. Barlap will open a command box and display the archive/reset options.

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4. Check the appropriate boxes to request an Archive, Reset, or both. Enter the new license renewal dates (the start and end dates for the new license renewal period), if applicable.

Line Callout 2: 4 Line Callout 2: 5

5. Click OK when the selections have been made.

6. Barlap will create the archive and reset the license data as requested.

New ARCHIVE History Record:

Line Callout 2 (Border and Accent Bar): Data stored on the previous license and task records recorded in the Archive. Archives provide a condensed summary of license renewal information for past renewal periods.

License structure – BEFORE Reset:

License structure – AFTER Reset:

Note:

§ Tasks = reset (except for Vendor name and ID fields),

§ Alerts = deleted

§ Expiration Date = updated

§ Archive = created.

§ E-mail Alert task settings, correspondence, and license data other than renewal dates is unchanged.

Summary of Changes using ARCHIVE and RESET options:

ARCHIVE: Creates a history record of previous task and expiration data linked to the license.
No limit to the number of Archives that can be attached to a license record.

Each Archive stores:

§ License #

§ License beginning and expiration dates

§ Active, filed, and issued task completion dates

§ Vendor name and ID

§ Check number and amount

§ Task comments

RESET: Clears existing data in task and license to reset license for the next renewal period.
A license can be reset at any time, independently of creating an archive. The command:

§ Deletes any E-mail alerts on the license

§ Clears all task data

§ Updates the beginning and expiration dates on the license

§ Creates a new expiration appointment date on the Home Schedule.

5.5 Batch License Reset Command

Barlap contains a Batch License Reset command (or batch reset) option that allows a user to archive and reset a series of licenses with concurrent expiration date. There are two conditions that must be met for a license to be included in the batch command:

1. The LICENSE TYPE must match the requested license type selected for the batch command.

2. The LICENSE EXPIRATION DATE must match the requested license expiration data entered for the batch command.

When the command is used, Barlap will assemble a list of all licenses in the system that meet the batch criteria (license type + expiration date match), and archive and/or reset the license list to the new dates entered as part of the command. A Batch License Reset Command can be processed anytime for all license types.

IMPORTANT NOTE: The Batch License Command runs in the background back on the Barlap server. You will not see the licenses being updated or see any type of “processing” signals on your screen after you confirm to run the batch command.

Batch License Update Command:

The BATCH LICENSE UPDATE COMMAND is selected from the user Staff record (OPEN ME from the Home Screen). To run the batch update command to reset a series of licenses with a concurrent type and expiration date,

1. Got o your system Staff Record by selecting OPEN ME from the menu on the home screen. Select OPEN ME from the Command Bar.

Line Callout 2: 1

2. Barlap will open your system STAFF RECORD.

Line Callout 2: 2

3. Select New > Batch License Reset command from menu bar, a new command window will open.

Line Callout 2: 3

4. The batch command includes three main sections. First, select the BATCH LICENSE TYPE and the BATCH EXPIRATION DATE criteria. Barlap will query the license database to identify the target licenses that will be reset.

Line Callout 2: 6 Line Callout 2: 5 Line Callout 2: 4 Line Callout 2 (Border and Accent Bar): The Batch command will update all licenses in the system that matches the 1) License Type and 2) Expiration Date.

5. Click ARCHIVE or RESET options to select if Barlap should create an archive and/or reset the tasks for each target licenses. Also, enter the new BEGINNING and EXPIRATION DATE to set each target license to.

6. The command will ask for confirmation to run the command (just to double-check before it goes off and updates the database). Select OK to execute the command.

7. The batch command will execute back on the Barlap server. Wait 3-5 minutes to check that licenses have been updated.

Summary of Changes using the BATCH LICENSE UPDATE Command:

BATCH LICENSE UPDATE: Using a target license type and expiration date, Barlap will
query he license database for licenses that match the batch criteria. For each license,
Barlap will archive and/or reset each license to a new beginning and end date entered
in the batch command.

§ Licenses must match both LICENSE TYPE and EXPIRATION DATE to be reset.

§ Each license will be ARCHIVED and/or RESET based as selection in the command.

§ Each license can be reset to a new BEGINNING and EXPIRATION date.

§ The command will ask for a confirmation of the target data before it runs the batch command.

§ The command runs in the background on the Barlap server. Users will not see the license
update in process – results will appear in the system in approx. 3-5 minutes.

6.0 Schedule / Alerts

Getting to Your Barlap Data

6.1 Scheduler

Barlap provides several ways to view appointments stored in the system. At various levels of the organizational structure, different levels of detail are provided to help you manage activities. Each appointment is hot-linked to the entity (location, corporation, license, or individual) associated with the appointment.

Appointment and license expiration dates all roll-up to the main schedule displayed on the Home Screen. The schedule displays a 3-month running calendar of appointments. Use the forward and back arrows to move up and down each month. Each appointment is hot linked to the entity location associated with the appointment

Schedule on Home Screen:

A similar format to the Home Screen, the lower section of the Individual entity displays the schedule detail for any appointments where the individual is associated.

Appointment and license expiration dates all roll-up to the main schedule displayed on the Individual Entity screen. The schedule displays a 3-month running calendar of appointments.

Schedule on Individual Entity Screen:

6.1.1 Creating an Appointment

Barlap allows a variety of appointment types to be added to an entity. Appointments can be added for Hearing Dates, Expiration Notices, Meetings, or Inspections. To add a license to a Location Entity,