INTRODUCTION TO VERSION 5.4.0.1

October 2007

TABLE OF CONTENTS

Registration and Title System Version 5.4.0.1

October 2007

  1. SPECIALTY PLATES INTEGRATION INTO THE REGISTRATION AND TITLE

SYSTEM (RTS) ------4

  1. VIRTUAL INVENTORY FOR SPECIALTY PLATES------4
  1. SCREEN CHANGES
  1. New Option on Employee Access Rights Screen ------5
  2. New Screen - Security Access Rights Special Plates (SEC018) ------5
  3. New Option - Special Plates Event on Main Menu ------6
  4. New Option - Inquiry Key Selection Screen (KEY001) ------7
  5. New Screen - Special Plate Application Screen (SPL001) ------7
  6. New Screen - Special Plate Information Screen (SPL002) ------9
  7. New Option on Registration Screen (REG003) ------12
  8. New Screen - Special Plate Inquiry Screen (KEY002) ------12
  9. New Options on Enter Registration Expiration Month and Year

Screen (REG029) ------13

  1. New Screen - Special Plate Application Report Screen (SPL003) ------14
  2. New Screen – Plate Selection Screen (REG011)------14
  3. New Message – Plate Manufacture Request------15
  4. New Options – Registration Renewal Screen (REG007)------15
  5. New Option – Refund Screen (ACC006)------16
  1. RECEIPT CHANGES
  2. New Receipt – Special Plate Application Receipt------17
  3. New Receipt – Special Plate Renewal Receipt------18
  4. New Fields on Registration Renewal Receipt------19
  5. New Receipt – Special Plate Revise Receipt------20
  6. New Receipt – Request Renewal Notice for Special Plate Receipt ------20
  7. New Receipt – Registration Refund at CountyReceipt ------21
  1. REPORT CHANGES
  1. Special Plate Application Online Report RTS.POS.6801------22
  2. Inventory Summary Report RTS.POS.5221------22
  3. Transaction Reconciliation Report RTS.POS.5231------23
  4. Fees Report RTS.POS.5241------25
  5. New Report – Daily Special Plates Manufacture Report RTS.SPC.3564-26
  1. ERROR MESSAGES
  1. Numbered Error Messages------27
  2. Unnumbered Error Messages------28
  1. INTERNET RENEWAL ------32
  1. HELPFUL HINTS ------32
  1. VERSION 5.4.0.1 ACTIVITY CHANGES ------36
  1. DISTRIBUTION OF ACCOUNT ITEM CODES ------37

INTRODUCTIONTOSPECIALTY PLATES VERSION 5.4.0.1

I.SpecialtyPlates Integration intothe Registrationand Title System (RTS)

Specialty Plates integration into RTS improves customer service by eliminating multi-step order/renewal processes. It also increases speed of specialty plate order and renewal processing,and standardizes procedures including RTS inventory management.

Most specialty plates will be handled by the county tax offices. The county will receive the standard $1.90 receipt commissionwhen:

  • Assigning new specialty plates to a vehicle
  • Processing specialty plate renewals

In addition, the county will receive a $.50 specialty plate commission on most specialty plates, e.g., Disabled Veteran Plt, Pearl Harbor Plt, etc. This occurs only when registration and title fees are paid. It is not paid in conjunction with the collection of the Specialty Plate Fee.

Acustomermay apply for a plate in person at acounty tax office, via mail to the county tax office or via the Internet (available after statewide implementation). Upon completion of the application,a plate may be applied for and held by the county until the customer is ready to assign to a vehicle, or the plate may be assigned to a vehicle immediately. All fees are figured and transactions completed in RTS.

II.Virtual Inventory for Specialty Plates

Virtual Inventoryis a mechanism allowingVehicle Titles and Registration Division (VTR) to maintain a list of PlateNumbers available for manufacture. When a request arrives to manufacture a plate, the next number from the list is assigned, and the plate is manufactured and mailed to the county for pickup by the customer. After a mailing vendor has been selected, plates already linked to a vehicle record will be mailed directly to the customer by the vendor.

All Virtual Inventory Items are defined in Item Codes

  • Virtual Inventory is applicable only to those plate types that can be ordered online and/or at the county, such as Animal Friendly, Disabled Veteran, Purple Heart,
    Big Bend, etc. It isnot applicable to “stockonly” plate types such as Antique,
    Soil Conservation, Disaster Relief, Parade, etc.
  • Special Registration Branch is responsible for maintaining Virtual Inventory.
  • There are 12 Virtual Inventory “buckets” that must be monitored and maintained.
  • Actual Item Codes have the matching Virtual Item Codes defined for them.
  • There is an additional indicator for the International Symbol of Access (ISA).
  • Example of a Virtual Item Code follows:
  • 6V-SP (BB01BB – ZZ99ZZ)
  • “V” for Virtual
  • “6” for six characters

Note in the following display that Item Codes using the same plate patternwill use the same Virtual Item Code and will have overlapping patterns, as shown on the following display:

  • Current List of Virtual Inventory:

Item Code (“Bucket”) / Pattern
A = Alpha
N = Number / Applicable Range(s) / Exclusions
6V-DV1 / AAANDV / BBB1DV – ZZZ9DV / FCK, KKK, LSD, NGR, SHT
6V-DV3 / DVNAAA / DV1BBB – DV9ZZZ / FCK, KKK, LSD, NGR, SHT
4V-DV3 / NDVA / 1DVB – 9DVZ
6V-PH1 / AAANPH / BBB1PH – ZZZ9PH / FCK, KKK, LSD, NGR, SHT
6V-PH2 / PHNAAA / PH1BBB – PH9ZZZ / FCK, KKK, LSD, NGR, SHT
3V-SP1 / AAN / AA1 – ZZ9 / DV, TT, TX, VD
3V-SP2 / NAA / 1AA – 9ZZ / DV, TT, TX, VD
4V-SP1 / ANNN / A001 – Z999
4V-SP2 / NNNA / 001A – 999Z
5V-SP1 / AANNA / BB01B – ZZ99Z / DV, TT, TX, VD
5V-SP2 / ANNAA / B01BB – Z99ZZ / DV, TT, TX, VD
6V-SP / AANNAA / BB01BB – ZZ99ZZ / DV, TT, TX, VD

III.Screen Changes

The subsequent screens include new screens andnew options on existing screensused in the new Special Plates Event. Please refer to the Specialty License Plate Reference Guideprovided by VTR for additional descriptions.

A.New Option on Employee Access Rights Screen (SEC005)

On the Employee Access Rights screen (SEC005), notice the new button displayingSpecial Plates.

B.NewScreen - Security Access Rights Special Plates (SEC018)

On the newSecurity Access Rights Special Platesscreen (SEC018) a user may be assigned access to all availableor certain individual Special PlatesEvents.

Note: Only Application, Renew Plate Only, Revise, and Reports are available to counties.

Screen AScreen B

C.New Option - Special Plates Event on Main Menu

On the RTS Main Menu screen,the newSpecial Plates Events appear under Customer. When Special Plates is selected, four secondary events appear; they are Application, Renew Plate Only, Revise and Reports.

  • The Application Event is used to apply for and order special plates. The application is processed, the license plate manufactured,and the order automatically sent.
  • The Renew Plate Only Event is used torenew special plates notassigned to a vehicle including Personalized Dealer plates.
  • The Revise Event is used to make various changes to existing special plate records and request special plate renewal notices.
  • The Reports Event contains the Special Plates Application Report which summarizesapplications. This report may be selected by personalized applications or by all specialty plate applications.

D.New Option -Inquiry Key Selection Screen (KEY001)

  1. When aspecialtyplate willnot be assigned to a vehicle at the time of application; check the No Vehicle checkbox a new option on the Inquiry Key Selection screen (KEY001). Notice the Select Appropriate Key selections are disabled.
  2. When aspecialtyplate willbe assigned to a vehicle at the time of application; the Select Appropriate Keyselection Plate No, VIN or Document No is enabled. Enter the current plate number, vehicle identification number,or document number of the vehicle to receive the special plate.

Screen A Screen B

E.New Screen - Special Plate Application Screen (SPL001)

  • When a specialty plate willnot be assigned to a vehicle at the time of application theVehicle Class field on the Special Plate Application screen (SPL001) defaults to PASS and is enabled allowing the user to access the drop box to change to another vehicle class.
  • When aspecialtyplate willbe assigned to a vehicle at the time of applicationthe Vehicle Class field automatically populates from the existing vehicle record and is disabled after a plate number, vehicle identification number or document number is entered.

Screen 1Screen 2

  • When a non-personalized PlateType is selected the Personalized Plate Selection field is disabled.
  • The Plate No field defaults to disabledunless Customer Supplied, Plate to Owner or Reserved is selected to enable the field for inventory entry for patterned plate.
  • When a plate type, such as Collegiate, etc. requires a related organization name, the Organization field will be blank and the correct organization must be selected.
  • The Request Type field must be completed with one of the displayed options.
  • Request Type descriptions are as follows:
  • Customer Supplied – Customer has plates in possession.
  • Issue From Inventory – County has plates in stock.
  • Manufacture – Order and production of new plate.
  • Plate Owner Change – Ownership change.
  • Reserved – The plate must be previously marked “Reserved” at headquarters.
  • The ISA (International Symbol of Access) field is enabled when the selected plate type allows an ISA. When the ISA checkbox is marked, the percent symbol (%) displays in each drop box and is used to denote the location of the ISA.
  • When a personalized plate type is selected the Personalized Plate Selection field is enabled.
  • The selected plate type dictates the number of spaces allowed/enabled.
  • Use the drop box in each space to select symbols, letters or numbers identifying the desired plate number. Symbolselections are a blank, a period, a dash, a star symbolizing the Texas silhouette, and if selected a percent sign symbolizing the ISA.

F.New Screen - Special Plate Information Screen (SPL002)

  • The fields (Plate No through County of Residence) on the left side of the Special Plate Information screen (SPL002) are populated from information derived from the Special Plate Application screen (SPL001) and fields are disabled.

Note: Enabling/Disabling of all fields may change from one event to another.

  • Complete the remaining fields on the right as follows:
  • Owner Id field is an optional field.
  • Owner Name field, name entered here should correspond with the vehicle owner’s name.
  • Owner Address field, enter appropriate customer address.
  • The Revise Event may be used to correct the owner address field.
  • E-Mail field should be completed as an additional means of customer contact.
  • May be changed in all events.
  • Phone No field should be completed as an additional means of customer contact.
  • May be changed in all events.
  • Dealer License No field will onlybeenabled when processing personalizeddealer plates.
  • Additional Set, a default check appears in the checkbox and field is enabled onlywhen a 2ndSet Fee plate type is selected.
  • New Plates Desired– a default check will automatically appear in the check box and field is disabled when new plates are required.
  • Charge Special Plate Fee – the checkbox defaults to checked, if no fee is to be collected remove the check.

Renewal – When processing a renewal; noticebelow the new expiration date is 6/2008. In this example, the specialty plate being renewed is expired, so RTS charged 12 months’ fees from the date of the transaction (July 2007) and resets the expiration month. If the specialty plate being renewed is not expired, RTS charges 12 months’ fees but retains the original expiration month.

Request Renewal Notice – A request for a renewal notice is processed using the Revise Event. Notice the Request Renewal Notice checkbox at the lower right of the Special Plate Information screen (SPL002). The renewal notice that will be printed will reflect only specialty plate fees and not registration fees. For a renewal notice that includes both specialty plate fees and registration fees, use the “Address Change/Print” Renewal Event.

Note: Not available until version 5.5.0.


Title Application –When processing a “No Record Found” Title Application; the owner name field is pre-populated and disabled any time an existing record is found.

Dealer PLP Application – Notice that the Dealer License Number (P-Number) is a required field when applying/renewing a personalized dealer plate.

Revise - Use the ISA checkbox to handle situations where a customer, who already has a personalized plate, needs to add or remove the ISAto/from the license plate. Checking this box will enable the Mfg Plate No field so the ISA (%) can be added or removed. Changing the Status to "Manufacture" will generate a new plate with/without the ISA.

G.New Option on Registration Screen (REG003)

When the Registration screen (REG003) appears; note the new Special Plate Information button.

  • The button is disabled when the vehicle record isnot linked to a special plate.
  • The button is enabled when the current vehicle record is linked to a special plate.

H.New Screen – Special Plate Inquiry Screen (KEY002)

The Special Plate Inquiry screen (KEY002) appears enabledand Same Special Plate checkbox should be checked when assigning to a vehicle after processing a specialty plate application. When renewing a specialty plate the Same Special Plate No is disabled.


.

I.New Options on Enter Registration Expiration Month and Year Screen (REG029)

The system synchronizes the registration and special plate expirations to whichever is the latest. Note in the example below (a Renewal), the special plate expires 07/2008 and the registration (before renewal) expires 09/2007. When the registration is renewed, it will expire 09/2008, since it is later than 07/2008. Therefore, RTS charges two months’ additional specialty plate fees to synchronize the specialty plate expiration with the renewed registration expiration.

  • Previous Expirations- New text was added to the Enter Registration Expiration Month and Year screen (REG029) showing priorregistration and specialty plate expiration dates.
  • Issue from Inventory - The Customer Supplied checkbox was removed from the Enter Registration Expiration Month and Yearscreen (REG029), and replaced by an Issue Inventory checkbox.
  • The checkbox defaults as unchecked.
  • When checked it pulls from county inventory effectively removing from the inventory list.

Note: When Inventory has not been received and the Issue from Inventory checkbox is marked; inventory will appear on Part A of the Batch Inventory Action Report (BIAR).

J.New Screen – Special Plate Application Report Screen (SPL003)

The Special Plate Application Reportmay be retrieved using one of the following information formats:

  • Personalized Applications Only
  • All Specialty Plate Applications

When entering information into theBegin Date and End Date fields;remember that specialty plate application information has a 400-day retention period but may only be selected in 30-day increments.

K.New Screen - Plate Selection Screen (REG011)

In the Replacement Event, use the Plate Selection screen (REG011) to identify the plate type, method of plate issuance and (for personalized plates only) to verify whether an affidavit will be signed by the customer.

Select One:

  • Same Plate Type – Same plate type currently on the vehicle.
  • New Plate Type – Regular license plate from county inventory.

Select One:

  • Manufacture Same Plate No– A manufacture request is submitted for owner’s existing plate number.
  • Manufacture New Plate No – A manufacture request is submitted for a new plate number.
  • Issue From Inventory – Select only if county has the owner’s special plate type in stock.

Signed Affidavit (personalized plates only):

  • Select Yes/Noverifying that a Replacement affidavit was or was not provided, this field controls fee totals.


L.New Message - Plate Manufacture Request

Following application and request for the manufacture of new specialty plates the Plate Manufacture Request screen appears. It informs the user the request has been filed and the date of request.

M.New Options - Registration Subcontractor Renewal Screen (REG007)

When in Subcontractor Renewal Keyboard/Scanner mode, check the Special Plate checkbox to enable the Special Plate Description dropbox and as needed, the Organization Name drop box. Combined total of fees charged for registration, local fees, specialty plate, personalized plate, etc. are entered into the Fee box and appear in the Transaction(s) Entered field.

Note: Not available until version 5.5.0

N.New Option - Refund Screen (ACC006)

Notice the addition of Refund – Special Plt TxDOTin the Refund account item code listing. The text of this account item code Refund – Special PltTxDOTwill change to Refund – Special Plt Fee at a later date, although, the functionality will remain the same.

Note: VTR policy is that once an application is submitted, the specialty plate fees will not be refunded unless an error is made by TxDOT.

IV.RECEIPT CHANGES

A.New Receipt - Special Plate Application Receipt

The receipt prints following completion of a Special PlatesApplication transaction. Note fields for “Organization,”“Special Plate Fee,” and “Personalization Fee.”

SPECIAL PLATE APPLICATION (MANUFACTURE) RECEIPT
COUNTY: HOOD TAC NAME: SANDY TIDWELL
PLATE NO: DAVE DATE: 07/05/2007 EFFECTIVE DATE: 07/05/2007
TIME: 10:21AM EXPIRATION DATE: 6/2008
EMPLOYEE ID: RTSUSER TRANSACTION ID: 11110039316144153
OWNER NAME AND ADDRESS
DAVE BROWN
8300 PECAN ST
GRANBURY, TX 76804
PLATE TYPE: PER COLLEGIATE PLT
ORGANIZATION: UNIVOF TEXAS AT AUSTIN
MFG PLATE NO: %DAVE
INVENTORY ITEM(S) YR FEES ASSESSED
PER COLLEGIATE PLT UNIVOF TEXAS AT AUSTIN $ 30.00
* PLATE MANUFACTURE REQUEST PERSONALIZATION FEE 40.00

TOTAL $ 70.00
METHOD OF PAYMENT AND PAYMENT AMOUNT:
CHECK #345375 $ 70.00
TOTAL AMOUNT PAID $ 70.00

B.New Receipt – Special Plate Renewal Receipt

The receipt prints following completion of a Special Plates Renew Plate Only transaction. Note fields for “Organization,”“Specialty Plate Fee,” and “Personalization Fee”. Also note WARNING message that receipt does not reflect registration renewal.

SPECIAL PLATE RENEWAL RECEIPT
COUNTY: BASTROP TAC NAME: LINDA HARMON
PLATE NO: JPVKAT DATE: 08/24/2007 EFFECTIVE DATE: 08/24/2007
TIME: 08:51 AM EXPIRATION DATE: 7/2008
EMPLOYEE ID: RTSUSER TRANSACTION ID: 01100039316085108
OWNER NAME AND ADDRESS
ABERNATHY CLAUDE B
8300 PECAN ST
BASTROP, TX 78602
PLATE TYPE: PER PURPLE HEART PLT (FEE)
ORGANIZATION: PURPLE HEART RECIPIENT
MFG PLATE NO: JP-VK-AT
FEES ASSESSED
PURPLE HEART PLT $ 15.00
PERSONALIZATION FEE $ 40.00
TOTAL $ 55.00
METHOD OF PAYMENT AND PAYMENT AMOUNT:
CHECK #4876 $ 55.00
TOTAL AMOUNT PAID $ 55.00
WARNING: This renewal receipt does not represent vehicle registration renewal.

C.New Fields on Registration Renewal Receipt