Renew or Reissue Permits

Last Revised: June 12, 2023

The Renew/Reissue screen can be used for the following functions:

  • renew existing permits if the current date is less than 30 days before or after the expiration date. This saves the permit owner money, as a renewal is generally less expensive than the original permit.  A renewal cannot be done more than 30 days before the expiration date. It also cannot be done more than 30 days after the expiration date. Permits are renewed with the state, not with the county, although county fees may still need to be paid for these renewals. The location/owner information must be in the Account Master first.  As the number of renewals increases, the fees decrease.
  • reissue existing permits if the current date is more than 30 days after the permit's expiration date.  If a permit is not renewed within 30 days after its expiration date, a renewal cannot be done. Instead, the original issue process for a permit must begin again, which means that all of the fees and applications must be re-submitted.  The location/owner information must be in the Account Master first. Reissues.
  • issue 'historical' permits for existing permits for prior years. These are given fee amounts of one year instead of two and are flagged as renewals.  Beginning on January 1,2009, liquor permits are issued for two years instead of one. Beer permits began to be issued for two years beginning September 1, 2009.

Permits for new locations are normally entered via a file load from TABC. This file also inserts new permits for existing location and renewals of existing permits (which are eligible to pay county fees). Fees are not loaded; they can be added on the Account Status screen before posting payments.

New permits can be manually entered using the Account Master (Location/Owner) screen. See Account  Master/Permit Entry for instructions on entering new permits. Note that an account number is not required before entering a new permit, although most locations will already have an account number.

Note: If a renewal is attempted at a time that it cannot be completed, a popup message with that information will appear.

Security jobs, tasks, and entitlements using this screen are:

Job Task Entitlement and Description
LP_HEAD_CASHIER CHANGE_FEES_ON_RENEW_REISSUE LP_RENEW_REISSUE_CHNG_FEES, change fees on the Renew/Reissue screen
LP_PERMITS_MANAGE RENEW_OR_REISSUE_A_PERMIT ACTBLW_02, access to the Renew/Reissue screen

For step-by-step instructions on Security jobs, tasks and entitlements, please click here to see the documentation in the Tax Collection System help.

  1. Click the Permit Renew/Reissue icon () or select Update from the Main Menu, then select Permit Renew/Reissue, or select Payment Renew/Reissue in the Go To drop-down list; the Permit Renew/Reissue screen will appear. If you come to this screen from another screen, owner/location information may carry over.
  2. If an account does not carry over, or if you need to renew/reissue a permit for a different location, do the following:
  • Press F7.
  • Enter a complete Account No., all or part of the Location Name, or all or part of the Owner Name.
  • Press F8 or Tab.
  • To see additional accounts that may fit the search criteria, use the blue left/right arrows or the arrow keys on the keyboard.
  1. Click the Renew/Reissue button to see a list of existing permits. This popup window shows the permit number and expiration date of each permit that is eligible to be renewed.  Permits that are active but not ready to be renewed will not be listed.

Warning ! If you do not click this button, you need to select a Type, and enter the Permit numbers and the Issue Date. ACT recommends that the Renew/Reissue button be used to reduce the number of steps needed before the data can be saved.

  1. To renew permits, check the Renew box next to the permit (s) you want to renew or reissue, and click Save. The permit type, issue date, expiration date, and fees for that permit will be automatically populated.  Use the scroll bar to see any additional permits.
  2. If the current date is more than 30 days after the permit's expiration date, a message appears asking if you want to reissue the permit or create a historical permit. Choose one of those options.
  3. If Reissue was selected in step 5, the Reissue radio button on the left side of the screen will be filled in. The Renewal radio button is filled in otherwise.

The Permit numbers should auto-populate with the same number of the permit being renewed or reissued. The Primary Permit also auto-populates if it exists on the original permit.

  1. The Issue Date defaults to be the day after the expiration date for the permit being renewed.
  • For permits being reissued, the issue date will be the current (system) date. You can change this date if needed but the issue and expiration dates cannot match those of an existing permit for this account and permit type, since this would result in duplicate permits.
  • For historical permits being added, change the issue date to the desired prior date.

The Expiration Date auto-populates after leaving the Issue Date field. It will be set to the day before the issue date either one, two, or three years in the future. For historical permits, this will be one year in the future.

  1. Enter the Primary Permit numbers if it is not already filled in. For beer permits, this number starts with 'BG'; for liquor permits it starts with 'MB'.

Note: A Secondary Permit is one that requires another permit be held first. The first permit is known as the Primary Permit. For example, if an owner with a permit to sell mixed drinks wants to sell mixed drinks after midnight, the Primary Permit would be the mixed drinks permit and the Secondary Permit would be the late hours permit. When entering the late hours permit information, the permit number from the mixed drinks permit should be entered in the Primary Permit numbers on the screen.

  1. If necessary, change the permit fee amounts on the right side of the screen. These amounts automatically fill in with the amounts in Fee Maintenance screen for each permit type. Renewal fees will be paid directly to the state instead of through the Permits system.

Note: When changing the county fees, if the amount entered is more than 50% of the state fee amount, an error message will display requiring the amount to be corrected before the data can be saved.

The fees reflected for liquor permits being entered for the first time are those for the third renewal, except for LB, MB, and RM permits. (For LB, MB, and RM permits, some counties will charge no fees for new entries. They also base their fees as if the permits had one year permits instead of considering the current two year permits as a single renewal. This means that , for these permit types only, the county fee for the first renewal of a two year permit will be one quarter of the state fee instead of one half of that fee. For the second and subsequent renewals, the full county fee is charged.) For other permit types, those for the original permit and for the first and second renewal are paid directly to the state.

  1. If you selected multiple permits to renew or reissue, scroll down to check any additional permits before you save the data.
  2. Press F10 or click the Save icon ( ) on the tool bar to save the information. If you use auto-generated receipt numbers, one is populated at this time.  This is a different number from the one assigned to any earlier renewal or the original receipt. It will be printed on receipts.

Technical note: If the preference PERMITS_AUTO_RECEIPT_NOS is set to Y, the status of the receipt number in the database is changed to 'Assigned' when a permit is renewed or reissued. The assign date is always the last date that certain actions were taken on this receipt number, for example, reversals or refunds.