License Procedure

This procedure applies to persons coming into the shelter to license their current pets. These animal records are not in care records, they are information only animal records.

New Animal Procedure:

1. Search for person licensing their animal.
• If found, skip to step #3.
• If not found, click on the Create a New Entry link or click on the New Record link in the orange menu to the left of the screen.
• Fill in the relevant blanks on the Add New Person page. Mandatory fields: first name, last name, residential address, mailing address if different than residential, telephone number, and gender. Depending on your organisation you may be required to confirm identification and include date of birth.
• Click Update Details.
2. On the Edit Person Details page, click on the Scroll To Bottom link in the upper left-hand section of the screen and click on the License link in the Personal Categories section.
3. Use the License link on this page to find licensing options and click on the License New Animal * option.
• On the Animal Search page enter the Animal ID in the Go To Animal ID field. Click View to load the Animal Details page.
• *If the animal is already in the system on the License Only page click on the License an Existing Animal link. NOTE: The animal must be linked to the person in question to appear in the resulting list.
• If the animal is not currently linked, you can link it via the Identification & Services PC > Transfer Animal Details to New Owner process. This links the animal to the person without changing the existing source or status. 
• Click the License link next to the animal you would like to process for the Animal Details page to load.
4. Complete the following (All Yellow fields are mandatory and may or may not be listed below):

Identification Details

1. Status: click on the down arrow and select Information.
• If the animal has any Identification on it should be filled in at this time (e.g. known microchip number or breeder tattoo. The ID Checked field should always be populated to confirm that there is no ID on the animal if all fields are blank.
• If you offer microchipping with licensing, enter the details into the relevant microchip fields now.
• There is an area for the confirmation of Microchip numbers as to their existence in the animal or not under Identification Confirmation details. This is the light blue area just under the Identification area on the system and is optional.

Animals Details

1. Animal Name: enter the animal’s name.
2. Age: enter the animal’s age by using the applicable weeks, months, years fields. Identify if this is an approximate age, because the page will auto-add an approximate DOB from the weeks, months and years fields entered. If the DOB is known, click on the Calendar Icon to select the date (remember to select year then month then day if the animal was born in a previous year) then click on the Calculate the Age.
3. Class: The selection from this list will determine the Type list. DOMESTIC will default and should be used for cats, dogs, puppies, kittens and birds. 
4. Type: The Type list is driven by what is selected in the Class field. Click on the down arrow to select the type of animal this is. EX: dog, puppy, cat, etc. 
• If cat or kitten is selected the Feral field should become mandatory.
5. Breed/Species: The Breed/Species list is driven by what animal Type is selected. Type in the first three letters of the animal’s primary breed then click Find Breed/Species or press TAB. If the animal is a mixed breed, select the breed the animal primarily looks like. A pop-up menu will display with a list of entries starting from or containing the letters you entered in the order typed or a breed/species will automatically default. If this is the incorrect breed/species, only type in the first letter of the desired breed to start the pop-up menu.
6. Gender: Click the down arrow to select the animal’s gender.
7. Primary Colour: The Colour list is driven by what animal Type is selected. Click on the down arrow to select the animal’s primary colour.
8. Secondary Colour: The Colour list is driven by what animal Type is selected. Click on the down arrow to select the animal’s secondary colour.
9. Distinguishing Features: This field is VERY important! Record any patterns on the animal, missing appendages, any scars, tattoos, pregnant, on heat, any injuries, shaved patches etc. Having no distinguishing features is a feature in itself so indicate this if that is the case. This field makes the animal an individual.

Status Details

1. Jurisdiction: click on the down arrow to select the applicable jurisdiction. 
2. Postal Code or Suburb/City: may also be required depending on local settings
3. Click Update Details

General Details

• This will take you to the License Details page.
• Three options will display: 
  • Shelter Buddy Shelter (i.e. your organisation)
  • External Seller 
  • Future License/Registration
• Select the option most appropriate to this transaction. 
• The License Details page will load fully. This page will display several different sections.

License Details: complete the following:

1. Issuing Authority: click on the down arrow to select the issuing authority of the mandatory licensing if it does not default.
2. License Tag Number: enter the assigned license tag number. NOTE: In order for the license tag number to copy from here to the Animal Details page, the following circumstances must be met:
• The license must be either a new license or the most recent license for the animal. Updating an old license will not transfer this information.
• The tag status cannot be “Cancelled”
• There must be no license exception reason
• The license type must not be “secondary license”
3. License Fee: click on the down arrow to select the applicable licensing fee. 
4. Issue Date: a date will default. Click on the Calendar Icon to change the date if required. The date the license expires will default.
5. License Tag Type: click on the down arrow to select the type of tag that is being issued.
6. If this is also a replacement tag complete the following:
• Replacement Tag: place a check mark in the applicable box.
• Replacement Tag Fee: place a check mark in the applicable box to generate a fee, if required.
• Late Renewal Fee: place a check mark in the applicable box to generate a fee, if required.
7. Animal Location Details: indicate or enter the address where the animal is to be registered to via the license. You can use one of the radial buttons to copy the owner’s residential or mailing address if applicable or enter an all-new address if the animal is housed at a different location to the person licensing it.
8. If a rabies tag is required, complete the following:
• Rabies Tag Number: If a rabies vaccine has been administered, enter the rabies tag number if not already entered.
• If a rabies vaccine has been administered but it has not been added to the system click on the Add Vet Treatment link. This will generate a popup window. The link will only show if a rabies vaccination has not been entered in the system.
• Enter the number 1 and click Show Treatments.
• Treatment Type Given: click on the down arrow and select Rabies.
• Treatment Manufacturer: click on the down arrow to select the rabies vaccine administered.
• Treatment Lot No.: enter the lot number.
• Expiration Date: enter the expiration date on the vaccine packaging.
• Route of Administration: click on the down arrow to select how the vaccine was administered to the animal, SQ is the most common.
• Place the appropriate length of time for the next vaccine to be due in the relevant field to populate the Treatment Due date box.
• Next Treatment Type: click on the down arrow and select Rabies.
• Vet Name: click on the down arrow to select the vet that administered the vaccine.
• Click Add Treatment. The treatment popup window will disappear.
• If a rabies vaccine is not required (but is relevant to your location):
• Rabies Exemption: Place a check mark in the box.
• Reason for Exemption: Click on the down arrow to select the reason.
9. If you offer microchipping with licensing, and the microchip number was entered on the Animal Details page earlier, it will be visible in the Microchip Details section. 
• If you wish the chip to be processed through to Home Again automatically, place a check mark in the box provided for Animal Microchipped.
• If a fee is to be charged, place a check mark in the relevant box. This will cause the fee set up in Administration to appear in the text box adjacent. This fee will be added to the total.
• If no fee is to be charged (free chip registration), place a check mark in the No Fee box instead.
10. Click Add Details.
11. If your location is rabies-free, this step will not be required.

The Add Receipt page will display.

1. Payment Method: Click on the down arrow to select the method of payment. EX: credit card, check, cash, etc.
2. Complete applicable fields based on the payment method.
3. Ensure there is a designated allocation selected.
4. If your site is enabled for digital signatures, have your client sign the signature pad now and ensure the signature saves.
5. Click Update + Print.
6. Print copies of the receipt as required, and have the owner sign your copy if you do not have digital signatures enabled.

Multiple New Animal Procedure:

1. Search for person licensing their animal.
• If found, skip to step #3 below.
• If not found, click on the Create a New Entry link or click on the New Record link in the orange menu to the left of the screen.
• Fill in the relevant blanks on the Add New Person page. Mandatory fields: first name, last name, residential address, mailing address if different than residential, telephone number, and gender. Depending on your organisation you may be required to confirm identification and include date of birth.
2. Click Update Details.
3. On the Edit Person Details page, click on the Scroll To Bottom link in the upper left-hand section of the screen and click on the License link in the Personal Categories section.
4. Use the License link on this page to find licensing options and click on the License New Animal option.
5. Enter the animal details as outlined above.
6. Once the first animal’s details have been entered, click Update to get a page with options for licensing. Select the link Licenses for Multiple Animals to proceed. 
7. You will be offered a page to select the remaining number of animals to be licensed (remember not to include the one you’ve just entered!) and select which information should be copied to the subsequent files. 
8. On the resulting pop-up, select the Animal Details link against each animal to amend any individual details (remembering all subsequent files will be an exact copy of the first with the exception of fields like gender, colour etc.).
• Click the Animal Details link to load the selected animal's information.
• Complete any changes to the animal's profile (e.g. name) and/or click Update Details
• This will load the License Details page.
• As each animal is updated a new license page will load, so different license types can be issued to each animal if required.
9. Update Licenses as outlined above for each animal. As each animal is been updated and licensed, a green tick will appear against their Animal ID number in the pop-up.
10. Each animal must be updated and license details completed before the receipt link will display.
11. Click the Enter 1 Receipt for All Animals link in the multiple-entry pop-up window to move on to the receipt page. 
12. Complete the receipt details as per the Add Receipt instructions above to finish.

Existing Animal Procedure:

1. Search for person licensing their animal. Since the animal is known to exist, they should already have a record. 
2. On the Edit Person Details page, click on the Scroll To Bottom link in the upper left hand section of the screen and click on the License link in the Personal Categories section.
3. Use the License link on this page to find licensing options and click on the License Existing Animal option.
4. A list of animals linked to that person will be presented (the animal must be actively linked for this feature to function.) Select the License link next to the relevant animal to proceed.
5. Complete the process as outlined above to finish.

Multiple Existing Animal Procedure:

1. Search for person licensing their animal. Since the animal is known to exist, they should already have a record. 
2. On the Edit Person Details page, click on the Scroll To Bottom link in the upper left hand section of the screen and click on the License link in the Personal Categories section.
3. Select the link License Selected Animals to license multiple existing animals simultaneously.
4. A list of animals linked to that person will be presented (the animal must be actively linked for this feature to function). Place a checkmark against each animal to be licensed and once all have been indicated, click Register Selected Animals to proceed.
5. On the resulting pop-up, select the Animal Details link against each animal to amend any individual details (remembering all subsequent files will be an exact copy of the first with the exception of fields like gender, colour etc.).
• Click the Animal Details link to load the selected animal's information.
• Complete any changes to the animal's profile (e.g. name) and/or click Update Details
• This will load the License Details page.
• As each animal is updated a new license page will load, so different license types can be issued to each animal if required.
6. Update Licenses as outlined above for each animal. As each animal is been updated and licensed, a green tick will appear against their Animal ID number in the pop-up.
7. Each animal must be updated and license details completed before the receipt link will display.
8. Click the Enter 1 Receipt for All Animals link in the multiple-entry pop-up window to move on to the receipt page.
9. Complete the receipt details as  above to finish.