PNCC Dogs Online Customer Transactions Manual Your registration code can be found under the Owner Number section of the Application to Register Dog/s form as shown below: Oasis ID 5535356
1 Table of Contents 1 Table of Contents... 2 2 Site Map... 3 3 Home Page... 4 3.1 Register as a new dog owner user or Login... 4 3.1.1 Existing Users login... 4 3.1.2 New Dog Owner Users have registration code authenticated users... 5 3.1.2.1 Enter Code... 5 3.1.2.2 Create Account... 5 3.1.2.3 Validation Email... 6 3.1.2.4 Check Profile... 7 3.1.3 New Dog Owner Users no Registration Code unauthenticated users... 7 3.1.3.1 Validation Email... 8 3.1.3.2 Create Profile... 9 4 My Account... 10 5 Transactions... 12 5.1 My Profile... 12 5.1.1 Change My Profile... 12 5.2 Submitted Applications... 14 5.3 Draft Applications... 16 5.4 Dog(s)... 17 5.4.1 Update All Dogs Location (address) Within District... 17 5.4.2 Update All Dogs Location (address) Outside of District (including overseas)... 18 5.4.3 Update My Profile... 20 5.4.4 Add New Dog... 20 5.4.5 Show and Pay Outstanding Fees... 24 5.4.6 Individual Dog Transactions... 28 5.4.6.1 Change Dog Details... 29 5.4.6.2 Transfer Ownership... 30 5.4.6.3 Remove Dog Notification of Dog Died or Stolen... 32 5.4.6.4 Request Replacement Dog Tag... 33 Page 2 of 33
2 Site Map Select Login Method Enter code from Dog Registration Form Select Register without Code Existing User Enter email address and password to create account Enter previously registered email address and password Email is sent with link to activate account Create or Update Profile My Account Profile Submitted Transactions Draft Applications Change My Details View transactions submitted Select and continue with transactions Dogs Add New Dog Show and Pay Outstanding Fees Individual Dog Details Update all dogs location Update My Profile Change Details Transfer Ownership Remove Dog Replacement Dog Tag Page 3 of 33
3 Home Page 3.1 Register or Login There are three options on the Home page: Existing Users Login are authenticated users New Users have Registration Code authenticated users New Users no Registration Code non-authenticated users 3.1.1 Existing Users login Once you have registered and logged in, the email address and password used to register is used to log in again. All data is retrieved from Council systems in real time. Page 4 of 33
3.1.2 New Dog Owner Users have registration code authenticated users 3.1.2.1 Enter Code All dog registration applications sent out this year will have a code for each Owner to enter into the online services to register for online payment of registration fees, and access to information and transactions to change the information council holds. This code is made up of the owner s Contact ID and the Dog ID of the first live dog registered to that Contact ID in council s systems. Enter the code into the Registration Code box and then click the Register button. NB: It is important to enter it in the correct format with the hyphens. i.e. DR-12345-12345 Real time validation back to council s systems occurs when the Register button is clicked as follows: Is the Contact ID valid and active? o Yes, continue o No, error message Is the Dog ID valid and linked to the Contact ID o Yes, continue o No, error message 3.1.2.2 Create Account Enter in your email address and password to create an account. This will become the login ID and password for future logins. Page 5 of 33
3.1.2.3 Validation Email An email will be sent to the email address entered to activate the account. Click on the link in the email, and the login page is displayed to enter the email address and password again to activate the account. Page 6 of 33
3.1.2.4 Check Profile All authenticated users on first login will have their Profile details displayed to check and change any of the data if necessary. We can do this because we have identified the owner from the Registration Code entered. An automatic link is made between the owner s Contact and Dog records in council s systems and the online service. Click the Submit button, and the My Account screen is displayed. This is where you access transactions to pay dog registration fees and/or change and update owner and dog details. 3.1.3 New Dog Owner Users no Registration Code unauthenticated users You can still register for online services if you do not have an Application to Register Dog/s notice with a registration code, but there is an extra manual step council staff need to perform to link up the owner and dog details before they will be displayed. You may be an existing customer with owner/dog records in Council s system, or a new customer. Click on the Register button without entering anything into the Registration Code box. Page 7 of 33
Enter an email address and password to create an account. This will become the login ID and password for future logins. 3.1.3.1 Validation Email An email will be sent to the email address entered to activate the account. Click on the link in the email, and the login page is displayed to enter the email address and password again to activate the account. Page 8 of 33
3.1.3.2 Create Profile As no Registration Code was entered, there is no link to council s systems at this point. Accordingly, a blank Profile page will be displayed to enter details into. This must be done in order to carry on. 1. Enter your details into the required fields. 2. When the Submit button is clicked, the My Account page is displayed. As there is no link into council s systems at this point, the only option is to Add a New Dog. Page 9 of 33
4 My Account This is the home page when logged on. The tabs across the top of the screen perform as follows: Back to Home back to the home page of the PNCC website Services displays available services and login information My Account displays customer profile information, submitted and draft applications and dogs registered to you Authenticated users can view their details and details of dogs registered to them. They can also pay for their dog registration and perform transactions to change their owner and/or dog s details. Previously submitted transactions (including payments) can be viewed, and if any transactions were started but not submitted they can be accessed from here to complete and submit. Note: Non-authenticated users will not see these options until council staff process the initial profile transaction. To access information or transactions, click on the relevant tile. The following are the options available under each tile: My Profile Displays basic contact information from Council s computer system for the logged in user Change My Details transaction allows for change of postal address, phone number and email details. Submitted Applications Displays records of all transactions submitted by the owner logged in, including payments made. Draft Applications Any transactions started, but not completed - there are Save for later buttons on most transactions will be displayed here. Choose a transaction and continue to complete and submit it. Dog(s) All dogs registered to the owner logged in will be displayed as their own tile which when clicked will show dog details, and allow transactions to be performed on individual dogs: o Change Details (change of dog PHYSICAL address) o Transfer Ownership (to another person) o Remove Dog (notification of dog died, euthanized or stolen) o Replacement Dog Tag (no fee is charged) Page 10 of 33
Also on this screen under the Owner heading are transactions to allow: Update All Dogs Location if all dogs owned are moving either within the Palmerston North district, or outside of the district (e.g. to Wellington) Update My Profile access to the Profile information and Change My Details transaction without having to go back to My Account to click on the Profile tile Add New Dog complete and submit details of a new as yet unregistered dog. Billing and payment occurs as a separate transaction once the new dog has been manually processed into council s systems. Show and Pay Outstanding Fees View the fees owing for each dog registered to the owner logged in and pay via Datacom s secure credit card payment gateway. There is no part payment for individual dogs, but if there is more than one dog registered to the owner the ability to choose which ones to pay for separately is available I.e. an owner with 2 dogs may choose to pay for one dog one week, and the other the next to spread their payments out. Page 11 of 33
5 Transactions The following are step by step instructions on how to perform the transactions available on the site. 5.1 My Profile 5.1.1 Change My Profile 1. Click on Change My Profile button 2. Overtype data in fields with white boxes next to the field name to record new details or complete those that are blank 3. If change of postal address is required, click the Yes radio button and a postal address field will appear Page 12 of 33
4. Enter new postal address this is a lookup field that will display matching addresses from the NZ Post address finder as they type select an option. 5. Submit the transaction by clicking on the Submit button at the top or bottom right of the page 6. The My Account page is displayed 7. The transaction details can be viewed by clicking on the Submitted Applications tile Page 13 of 33
5.2 Submitted Applications 1. Click on Submitted Applications tile to see a list of previously submitted transactions 2. Click on the Reference number in the left column to view the details of any specific transaction 3. Click on the words Summary, Full Details and/or Files to see more information on the transaction. 4. Click on the PDF symbol on the top right hand side to download and save or print a record of the transaction Page 14 of 33
5. Click on My Account in the banner to go back to the menu or use the arrow buttons in the browser to go back to previous pages. Page 15 of 33
5.3 Draft Applications 1. Click on Draft Applications tile to see a list of transactions partially completed but not submitted 2. Click on the Reference number in the left column to continue with the transaction from the place it was saved Page 16 of 33
5.4 Dog(s) 5.4.1 Update All Dogs Location (address) Within District 1. Click on the wording Update All Dogs Location in the blue tile under the heading Owner 2. Answer the question Are you moving outside the district? No, in this example Different fields and options are displayed depending on the answer 3. Enter new physical address this is a lookup field that will display matching addresses from the physical address database in council s systems as the details are entered 4. Submit the transaction by clicking on the Submit button at the top or bottom right of the page Page 17 of 33
5. A confirmation that the transaction has been submitted to council is displayed. Select Finish. 6. The My Account page is displayed 7. The transaction details can be viewed by clicking on the Submitted Applications tile 5.4.2 Update All Dogs Location (address) Outside of District (including overseas) 1. Click on the wording Update All Dogs Location in the blue tile under the heading Owner Page 18 of 33
2. Answer the question Are you moving outside the district? Yes, in this example Different fields and options are displayed depending on the answer. 3. Enter the date of the move so council knows when you are moving from its jurisdiction 4. Enter new physical address in ONE of the next two fields only: New postal address (NZ): if moving within New Zealand. This is a lookup field that will display matching addresses from the NZ Post address finder as the details are entered select an option New postal address (overseas): This is a lookup field that will display matching addresses from Google address finder as the details are entered select an option. 5. Submit the transaction by clicking on the Submit button at the top or bottom right of the page. 6. A confirmation that the transaction has been submitted to council is displayed. Select Finish. 7. The My Account page is displayed 8. The transaction details can be viewed by clicking on the Submitted Applications tile Page 19 of 33
5.4.3 Update My Profile This is a link to the Change My Details transaction which is also available from the My Profile page. 5.4.4 Add New Dog Click the Add New Dog tile Complete the details on the page as follows: 1. Owners Date of Birth 2. Name of the dog 3. Address where the dog is kept this is a lookup field that will display matching addresses from the physical address database in council s systems as the details are entered select an option. 4. Select the Breed of the dog from the drop down list, and select the secondary breed if it is a mixed breed. 5. Select the Colour of the dog from the drop down list, and select the secondary colour if it is not all one colour. Page 20 of 33
6. Select the gender of the dog by clicking on one of the circles next to the appropriate option 7. Select whether the dog has been microchipped or not by clicking on one of the circles next to the appropriate option 8. If you select Yes, you MUST enter the microchip number into the field that appears. 9. Select whether the dog has been desexed (spayed or neutered) by clicking on one of the circles next to the appropriate option if the dog has been desexed you are required to upload a copy of the desexing verification certificate. 10. Enter the dog s year and month of birth (used to calculate the fees if registered part way through the registration year). 11. Select the Registration Category you think the dog belongs in from the drop down list 12. Some categories may require that additional information is provided to council before the dog is registered in the selected category this is not automatic. 13. Click on the tick box next to the words I confirm the above details are true and correct. 14. Click on the Continue button at the top or bottom right of the page. Page 21 of 33
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15. A summary of the details entered is displayed to check they are correct (as shown below). 16. Choose one of the following options: To change any details, click on the Add Dog step in the progress bar under the words Add new dog details to be taken back to the previous screen To submit the transaction for processing, click the Submit button at the top or bottom right of the page To save the transaction to complete later, click the Save for later button at the top or bottom right of the page To cancel the transaction without saving any details, click the Cancel button at the top or bottom right of the page 17. A confirmation that the transaction has been submitted to council is displayed. Select Finish. 18. The My Account page is displayed. 19. The transaction details can be viewed by clicking on the Submitted Applications tile. Page 23 of 33
5.4.5 Show and Pay Outstanding Fees Dog Registration is an annual fee for the period 1 July 30 June in any given year. Council sends out an Application to Register Dog/s, usually early June of each year to each dog owner stating how much is owed for each dog/s. These fees can be paid via this website using a credit or debit card. Important Notes: There is no part payment for individual dog s fees, but if there is more than one dog registered to the owner the ability to choose which ones to pay for separately is available i.e. an owner with 2 dogs may choose to pay for one dog one week, and the other the next to spread their payments out. To be eligible for the discounted fee, all annual registration renewal fees owing must be paid by 1 August (discount does not apply to new dogs registered after the annual fee applications are sent out). The amount displayed to pay will take into account the date the payment is being made. 1. Click on the Show and Pay Outstanding Fees button Page 24 of 33
2. Details of any payment owing for all dogs currently registered to the owner logged on are displayed. If dog details are not correct, please call council s customer services on 06 356 8199 to discuss 3. Click the declaration checkbox 4. Click on the Select Dogs to Pay button 5. The terms and conditions of using the online services as well as your rights and our commitments should be read and accepted here. Click the tick box to accept the terms and conditions, then click on the Continue button. Page 25 of 33
6. The fees for each dog registered to the owner logged on are displayed (as shown below). Choose one or all of these to pay now, and choose one of the following options: To continue to the secure payment site, click the Continue button at the top or bottom right of the page. To cancel the transaction without saving any details, click the Cancel button at the top or bottom right of the page. Page 26 of 33
7. The Total to Pay is displayed based on which dogs you select for registration payment. Click on Proceed to Credit Card Payment to enter your card details and make the payment. 8. Enter the required details and click the Pay button at the bottom of the page 9. The payment will be processed and a confirmation screen is displayed when it is completed. An email confirmation is also sent. Page 27 of 33
5.4.6 Individual Dog Transactions The following transactions are accessed from the individual dog details, click on a dog tile to view the details, and the transaction options will be displayed at the bottom. Page 28 of 33
5.4.6.1 Change Dog Details The only dog details that can be changed is the address the dog is kept at either within the Palmerston North district or outside of it, including overseas. If you need to update any other dog details please call council s Customer Services team to discuss. Within District 1. Click on the wording Change Details at the bottom of the dog details box 2. Select whether the new address is outside the district or within the district 3. This is the same transaction described in Update All Dogs Location (address) Within District, except there is an additional question Does this apply to all dogs registered? which needs to be answered. If Yes, it will change the Dog Kept At address for all dogs registered to the owner logged in. If No, it will only change the details for the dog the transaction was selected from. Outside of District 1. Click on the wording Change Details at the bottom of the dog details box 2. Select whether the new address is outside the district or within the district 3. This is the same transaction described in Update All Dogs Location (address) Outside of District (including overseas), except there is an additional question Does this apply to all dogs registered? which needs to be answered. If Yes, it will change the Dog Kept At address for all dogs registered to the owner logged in. If No, it will only change the details for the dog the transaction was selected from. Page 29 of 33
5.4.6.2 Transfer Ownership 1. Click on the wording Transfer Ownership at the bottom of the dog details box. Page 30 of 33
2. The Dog Owner ID, Dog Name and Dogs year of birth are displayed (read only). 3. Enter the Given Name, Surname and date of birth, of the person you are transferring ownership of the dog to. 4. Enter the phone/cell phone numbers and physical address of the person you are transferring ownership of the dog to the location the dog will be kept at. This is a lookup field that will display matching addresses from the NZ Post address finder as the details are entered select an option or just type in the address if no match is found. 5. Enter the new owner s postal address if it is different from the physical address. 6. Enter the date on which the transfer will take place so council knows when the dog is no longer in your care. 7. Click on the checkbox next to the words I confirm these details are true and accurate to the best of my knowledge, and then select submit. 8. The review your details screen will show for you to check the details you have entered before submitting. If you need to change any details either click on the tile Transfer dog ownership where you will be able to alter the information or select the back button arrow at the top of the page. 9. Submit the transaction by clicking on the Submit button at the top or bottom right of the page. 10. A confirmation that the transaction has been submitted to council is displayed. Select Finish. 11. The My Account page is displayed. 12. The transaction details can be viewed by clicking on the Submitted Applications tile. Page 31 of 33
5.4.6.3 Remove Dog Notification of Dog Died or Stolen 1. Click on the wording Remove Dog at the bottom of the dog details box. 2. Select the reason for removing dog request. If euthanised you will need to upload your vet certificate If stolen, you will need to upload your police report 3. Select Yes or No if you would like to apply for a refund. 4. Select how you would like to be refunded (if eligible). You may be eligible for a refund of the remaining months of dog registration in the registration year. 5. Click on the tick box next to the words I confirm the details given are true and correct. 6. Submit the transaction by clicking on the Submit button at the top or bottom right of the page. 7. A confirmation that the transaction has been submitted to council is displayed. Select Finish. Page 32 of 33
8. The My Account page is displayed. 9. The transaction details can be viewed by clicking on the Submitted Applications tile. 5.4.6.4 Request Replacement Dog Tag 1. Click on the wording Replacement Dog Tag at the bottom of the dog details box. 2. The necessary details are defaulted from the Profile of the owner logged in. 3. Submit the transaction by clicking on the Submit button at the top or bottom right of the page. 4. A confirmation that the transaction has been submitted to council is displayed. Select Finish. 5. The My Account page is displayed. 6. The transaction details can be viewed by clicking on the Submitted Applications tile. Page 33 of 33