Inspection Record - Linking Invoices and Permits

Inspection Record - Linking Invoices and Permits

Purpose Statement

This feature allows users to establish connections between inspection records and related permits or invoices within the Fire/EMS software platform. Linking these documents creates a comprehensive audit trail, streamlines record management, and ensures all related documentation is easily accessible from a single inspection record. This functionality supports compliance requirements and improves operational efficiency by maintaining organized document relationships.

Background Information

The inspection linking feature is essential for fire departments and EMS agencies that need to maintain detailed records of inspections, associated permits, and billing information. This functionality is commonly used during routine fire safety inspections, permit renewals, and compliance monitoring activities. The system automatically links any invoices or permits created during the inspection process, but users can also manually link existing documents to maintain complete records.

Prerequisites include having existing permits or invoices in the system and appropriate user permissions to access inspection records.

Required Permissions

Users must have the following permissions to link invoices and permits to inspection records:

  • Inspection Management - View and edit inspection records
  • Permit Management - Access and link permit documents
  • Invoice Management - Access and link invoice documents
  • Document Linking - Permission to create and manage document relationships

Video


Step-by-Step Guide

Note: Any Invoices and Permits created while recording an Inspection are automatically linked to the Inspection.



1. Click on Link to link a Permit or Invoice.


Click on Link to link a Permit or Invoice.



2. Link Inspection with dialog window.


Link Inspection with dialog window.



3. Select View in Actions if needed. User will be able to view and/or edit the Permit or Invoice in a new tab.






4. Edit Invoice page for reference.  Selecting View Permit will take the user to the Edit Permit page.


Edit Invoice page for reference.



5. Select Permit or Invoice tab to link appropriate Permit(s) or Invoice(s).


Select Permit or Invoice tab to link appropriate Permit(s) or Invoice(s).



6. Check on one or more Permits and/or Invoices to link to the Inspection.






7. Select Save.


Select Save.



8. Click on Dropdown for Linked Permit and Invoice Options.


Click on Dropdown for Linked Permit and Invoice Options.



9. Click on Linked Permit and Invoices.


Click on Linked Permit and Invoices



10. Click on Edit to edit the Permit or Invoice linked to the Inspection.


Click on Edit to edit the Permit or Invoice linked to the Inspection.



11. Click to unlink the Permit or Invoice linked to the Inspection. Note: If multiple permits and/or Invoices are linked, the user will need to use edit to unlink the ones not desired to be linked to the Inspection.






Best Practices

  • Link all relevant permits and invoices to inspection records immediately after completion to maintain accurate documentation
  • Regularly review linked documents to ensure they remain current and relevant
  • Use the automatic linking feature by creating permits and invoices during the inspection process when possible
  • Maintain consistent naming conventions for permits and invoices to improve search-ability
  • Verify document links before finalizing inspection reports
  • Document any unlinking actions in inspection notes for audit trail purposes

Troubleshooting & FAQs

Q: Why can't I see the Link option? A: Ensure you have the required permissions for Inspection Management and Document Linking. Contact your administrator if permissions are missing.

Q: Can I link multiple permits to one inspection? A: Yes, you can select and link multiple permits and/or invoices to a single inspection record.

Q: What happens if I unlink a document by mistake? A: You can re-link the document by following the linking process again. The original document is not deleted, only the relationship is removed.

Q: Can I edit linked documents directly from the inspection record? A: Yes, use the View or Edit options to access linked documents in new tabs for modifications.

Q: Are there limits to how many documents I can link? A: The system typically allows multiple document links, but check with your administrator for any organizational limits.

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