There is no way to change the actual record type in Accela once created. When the record type is selected, for example Commercial Plumbing versus Residential Plumbing, the record details are all determined by that specific selection when the record is created. To resolve the wrong record type, you will need to follow the instructions below:
- Go into Workflow on the incorrectly initiated record, open the active (orange) task, result it as
'Voided' or
'Withdrawn.'
Note: Voided is only available as a Workflow status result under the Application Intake task. Voided is typically right out of the gate such as the wrong record type, like in this situation, or other agency error, etc.
Withdrawn is from the customer side where the customer has to withdraw their application for some reason such as their construction loan wasn't funded, they changed their minds, they couldn’t build as desired, etc.
- Next, you will need to create the correct record type. Go to the record you just voided/withdrew, click on the Description of Work/Copy Recs (unrelated) tab, select the Menu button and select the Clone option.
- The screen will refresh to initiate an UNRELATED clone (copy) record - select the CORRECT record type (what they should have pulled), select the double-headed arrows to move your selection over to the selection window, Submit.
- The copy options will load - these are the pieces of the original record that you might want to copy to the new record -
select ONLY parcel, owner, address, professionals, and contacts, click Submit.
- A new record will be created with a NEW RECORD NUMBER, it will include the copied pieces from the original voided record - open the new record from the record list. You will need to manually add the fees - fees don't automate when created through a clone/copy - Fee tab, select ADD, and add the fees for the items/services they are purchasing the permit for.
- Once the fees are added on the new record, invoice them so they can be paid.
- You will also need to add/edit the Description of Work and other ASI (application specific information). These are required fields that will need to be filled in in order to be able to issue the permit.
- Now return to original voided record, go to the Fee tab, checkbox all the fees on the record and click the Void button.
- Voiding the original fees to credit will release the monies paid on them. Select a void reason and you should now see an unapplied credit for the full amount of the paid fees.
- Once done with the void of fees, go to the newly created record, go to the Payment tab - select the Fund Transfer button, this will open a search screen.
- In the search screen, enter the original record number, then click Submit.
- This will pull up the original record, click the checkbox and click Select.
- You will then be asked how much you want to transfer, assuming you want to transfer the full amount, enter that amount in the Transfer Amount field, then Submit. Now the voided record is a done deal. Note, if for any reason you do not need the full amount to pay fees on the new record, then only transfer the amount needed and refund the remaining unapplied balance on the original record or transfer it to any other related record with an outstanding balance.
- With the new record opened, go to Payment tab - you will now see the transferred monies showing as an unapplied Fund Transfer payment - checkbox that payment in the Transactions section, select the Apply button.
- Once you initiate applying this credit, you will see a list of all the record fees displayed, enter the amount outstanding for each fee that you wish to pay. If you do not have enough from the transfer to cover all the new fees - make sure to apply a portion of the transferred monies to fully pay the State surcharge first so you do not put your State Surcharge out of balance, then use the remainder to pay as much as you can on the remaining fees, and collect the difference still outstanding from the customer.
