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Member and Leaders Services (MLS) Software Manual

1. ee eeeeeeenee A 8 IMAM COS eneren a Cah A 8 Budget Allowance ccceecceesceesecsteeeteeeeees A 8 Tithing and Donations ceeeceeeeseeeteeeee A 9 Fast Offering Donations ceseeeeseereees A 9 Using the Other Category cceceeeeee A 9 Paying for Online Store Purchases through the ward or branch 5 dis seccscendeceicnewentenensdsvavverss A 9 Recording Tithing and Donations A 10 Making the Bank Deposit eeeeeeeeee A 10 Banking Policies 0 0 0 0 00 eee All Handling Returned Checks cceeeeee A 11 Stopping Payment on a Check 008 A 11 Voiding a Chek cicasicieaussotanina docu A 11 Tithing Settlement 0 00000 ee A 12 Tithing Status Definitions 0 0 0 0 eee A 12 Special Cases ctv nerie una n waned A 12 Ward Division or Boundary Change A 13 Discontinued Wards ceccsecceeeceteeeeeeeee A 13 Stake Procedures iittala teh enon ee Stee A 13 Miscellaneous Financial Policies A 14 Checks inroad ui ao Rodeo vats A 14 Computer Pamutes valacsieitaaegtatiauiee A 14 Discontinued Ward iy cccessesissisestevasssenvesivesss A 15 Missionary Financial Support for Wards on the Equalized Payment Program A 15 Outstanding Checks ccceeeeseeseeeteeees A 17 Property Tax Exemption cc ceeeeeeeeeenee A 17 Records Management c ccsceeseeeeteeees A 18 Reimbursements ax ssasiccyeseqcitedaedecta scsueveaveate
2. 4 Enter the name of the custom calling example Activities Chair Click Yes if this is considered ww part of the organization leadership Click No if it is not considered part of the organization leadership Click Save 5 On the left side of the screen click the name of the organization In the Other Callings section click Add Position 6 To record the custom calling follow steps 3 through 6 under Recording Regular Callings above The custom calling you created should appear as one of the callings in the list of positions Members with Callings Report Once callings have been recorded you can print a report called Members with Callings It is an alphabetical list of members and their callings e To bring the report up on the screen on the MLS menu bar click Organizations Click Reports Tools Click Members with Callings e To change the order of the list of callings click a column heading For example to list the callings by organization click the Organization column heading To list the callings by the date the member was sustained click the Date Sustained column heading e To print the report click the Print button at the bottom of the screen Members without Callings Report Once callings have been recorded you can print a report called Members without Callings It is an alphabetical list of members twelve years of age and up who do not have callings e To bring up the report on the screen on th
3. Blessing a Child from Another Ward When a child being blessed is from another ward you should still e Create the Child Blessing Record e Print the Child Blessing Certificate the bishop of your ward signs the certificate When you record the information in MLS you should use the head of house information for the child s parent and use the child s home ward unit name and number The administrative office will send the new record to the home ward If you cannot follow this procedure create the Child Blessing Record and mail it to the administrative office Convert Records Converts to the Church are persons who are nine years of age or older when they are both baptized and confirmed In addition an eight year old child whose parents are not members or who was baptized at the same time as the parents is also considered a convert The mission office should create records for new members You should receive the new record over the modem or through the Internet within two weeks If you do not receive the record within two weeks contact the mission office If you create the convert membership record in MLS use the information on the Baptism and Confirmation Record Do not record a baptism without both a baptism date and a confirmation date A 5 Moving Membership Records Requesting Membership Records Membership records should be kept in the ward where a member lives Records may be sent to young single adult wards and specific language war
4. HT Reporting VT Organization or VT Reporting menus Organizations gt Home and Visiting Teaching gt Select from HT Organization HT Reporting VT Organization or VT Reporting menus Home Teaching Enter HT Visits Organizations gt HT Reporting gt Enter HT Visits Organizations gt Home and Visiting Teaching gt HT Reporting gt Enter HT Visits Home Teaching Assignments Organizations gt HT Organization gt HT Assignments Organizations gt Home and Visiting Teaching gt HT Organization gt HT Assignments Home Teaching Companionships Home Teaching Districts Organizations gt HT Organization gt HT Companionships Organizations gt HT Organization gt HT Districts B 5 Organizations gt Home and Visiting Teaching gt HT Organization gt HT Companionships Organizations gt Home and Visiting Teaching gt HT Organization gt HT Districts To go to Using the MLS menu bar Using the MLS on screen links Home Teaching Households Being Taught Home Teaching Household Reports Print Organizations gt HT Organization gt Households Being Taught Lists gt Reports gt Household Reports Organizations gt Home and Visiting Teaching gt HT Organization gt Households Being Taught Organizations gt Home and Visiting Teaching gt HT Organization gt Household Report Home Teaching Organization Organizations gt HT Organizatio
5. Print button In order to graduate from institute students must e Complete certain academic requirements e Have a priesthood worthiness clearance Handbook 1 11 2 3 The students who appear on this report have met the academic requirements for graduation The bishop or an assigned counselor determines the worthiness of each candidate prior to graduation If the bishop needs additional time beyond institute graduation to resolve worthiness issues the diploma or certificate is kept by the bishop It could then be awarded by the bishop when appropriate 23 Users and Rights Assigning Rights Each MLS user is assigned rights by the MLS administrator normally the ward clerk Assigning these rights causes certain information to appear in the MLS program when the user logs in For example only those users with administrative or finance rights can enter donations in MLS Other users do not see the option to enter donations Rights can be assigned or removed Rights are assigned when a new user is recorded in MLS For example a new finance clerk would be assigned finance rights as part of the process of recording him as a user Rights can also be changed later by the administrator Adding Users 1 On the panel containing the unit name click System Options The Users section of system options will appear 2 On the screen click Add User Note If you want to change rights for an existing user click the user s name on thi
6. e After the record retention period has passed the subcategory will be deleted auto magically at the end of the year Allocating Budget The budget tool in MLS will allow you to allocate budget and track expenses for each budget category On the MLS menu bar click Finance Click Budget Click View Edit Budget On this screen you can assign allocate budget amounts to budget subcategories you have previously set up You may also change budget amounts Note the following On the Bottom of the Screen The Total Estimated Actual Allowance field shows the total estimated amount of budget for your ward for the year Note In most areas budget is allocated quarterly On this screen you can enter an estimated amount for each quarter thereby getting the estimated amount for the entire year e The Budget Assigned by Unit field shows the total amount of allowance allotted to the Budget subcategories by the unit e The Difference field shows the difference between the budget and the allocation In the Budget Area e The Budget Assigned by Unit column shows the amount of budget allocated to each of the categories and subcategories e The of Budget column shows what percentage of the total budget each amount is e The bolded amount shown at the top of the Budget area is the total amount of budget you have allocated to all the categories and subcategories This should equal the amount shown at the bottom of the screen in the
7. Records gt Nonmember Record Nonmember Remove Nonmember Membership gt Records gt Remove Nonmember Membership Records gt More gt View and Update gt More gt Other Record Changes gt Remove Nonmember O Officers Sustained Forms Print Ordinances Lists gt Forms Certificates gt Print Form Select Officers Sustained Membership gt Ordinances Select from list of ordinances Reports Forms gt More gt Forms Certificates gt Print Form Select Officers Sustained Membership Records gt Record Ordinances Select from page of ordinances Other Callings Organizations gt Other Callings Organizations gt More gt Bishopric Other Callings gt Other Callings Out of Unit Member Record Membership gt Records gt Out of Unit Member Record Membership Records gt More gt Create Records gt Out of Unit Member Records Out of Unit Remove Out of Unit Member Membership gt Records gt Remove Out of Unit Member Membership Records gt More gt View and Update gt More gt Other Record Changes gt Remove Out of Unit Member P Page Setup Password Change Password File gt Page Setup Only when printing is available Edit gt Change Password Unit Name Panel gt Change Password Priesthood Ordination Membership gt Ordinances gt Record Priesthood Ordination Membership Records gt Record Ordinances gt Priest
8. Remove and Add These links open windows where you can change information 5 When you are finished click the File drop down menu and click Send Receive Changes MLS Messages MLS has the capability to send messages from wards to stakes and the administrative office Messages can also be sent from the stake to all wards and from the stake to the administrative office All units can receive messages from the administrative office Ward to ward communication is not yet possible Reading a Received Message 1 Onthe MLS menu bar click Reports Forms Click Messages 2 Inthe Received Messages section click the subject of one of the unread messages Unread messages have an icon that looks like an unopened envelope 3 After you have read the message you may do one of the following e Reply to the message Click Reply After you write your reply click Save The message will be sent the next time you use Send Receive Changes e Forward the message Click Forward Type an explanation of what the message is for if wanted Click To at the top of the screen and choose a new destination for this message Click Save e Delete the message Click Delete and then click Yes Creating and Sending a Message 1 Onthe MLS menu bar click Reports Forms Click Messages At the bottom of the screen click Create Message 2 Inthe Type field click the desired button Finance Membership Stake or for stakes Unit to Unit 3 I
9. Tithing Settlement gt Tithing Statements gt Print Blank Statement Print Blank Visiting Teaching Report Organizations gt Home and Visiting Teaching gt VT Reporting gt Print Blank VT Report Print Certificate Lists gt Forms Certificates gt Print Certificate Reports Forms gt More gt Forms Certificates gt Available certificates include Baptism and Print Certificate Available certificates include Confirmation Child Blessing Deacon Baptism and Confirmation Child Blessing Ordination Teacher Ordination Priest Deacon Ordination Teacher Ordination Priest Ordination Elder Ordination High Priest Ordination Elder Ordination High Priest Ordination Ordination Print Form Lists gt Forms Certificates gt Print Form Select Reports Forms gt More gt Forms Certificates gt from list of forms Print Form Select from list of forms Print Household Tithing Statements Finance gt Tithing Settlement gt Tithing Statements gt Print Household Statements Finances gt More gt Donations gt Tithing Settlement gt Tithing Statements gt Print Household Statements Print Individual Tithing Statements Finance gt Tithing Settlement gt Tithing Statements gt Print Individual Statements Finances gt More gt Donations gt Tithing Settlement gt Tithing Statements gt Print Individual Statements Print Mailing Labels File gt Print Mailing Labels Must have a list of membe
10. list click Add and add the needed information 3 Click Save 4 Atthe bottom of the screen click the Print button 5 Use this worksheet to record invitations to young single adults to attend institute and to counsel with others on the best ways to encourage participation This report should be provided to Institute representatives Institute Attendance Report The Institute Attendance Report is updated periodically by Seminaries and Institutes and downloaded to MLS when you use Send Receive Changes Bishoprics and other ward leaders should review the report periodically to monitor each young single adult s participation in institute 1 In the Other Resources pane click Seminaries and Institutes click Institute Attendance Report 2 Atthe bottom of the screen click the Print button Institute Graduation Report The information on the Institute Graduation Report is provided by Seminaries and Institutes and downloaded to MLS when you use Send Receive Changes The report lists the names of young single adults that have met the academic requirements necessary to receive a certificate or graduation diploma from Institute This list can be used to help indicate to the bishop which young single adults need a worthiness interview before an institute certificate or diploma can be presented 1 Inthe Other Resources pane click Seminaries and Institutes click Institute Graduation Report 2 At the bottom of the screen click on the
11. the data in the column is sorted alphabetically If you click the same column header again the information is sorted in the reverse order You can also change column widths by placing the mouse pointer on the line between column headers clicking and holding and then dragging the line left or right Stake Data Transfer Each time the ward does a Send Receive Changes that contains membership data the membership data is sent to the stake as well After it arrives at the administrative office and is processed it is sent to both the stake and ward MLS This process will be unnoticeable to the ward If the stake needs ward data at other times the ward may send its data by clicking the File drop down menu and selecting Send Membership Data to Stake This however sends only limited membership data Stakes also have the ability to request a membership update from the administrative office However caution should be used because the stake will receive only basic membership data Much of the enhanced data previously sent directly from the ward will be erased Unit to Unit Messaging The stake may send messages to the wards and the wards may send messages to the stake It is also possible to send messages between the ward or stake and Church headquarters Membership Records Confidential Nature of Membership Records Membership records are confidential Only the following people should have access to a member s record e The member in the presence of t
12. Batch Report in the same file with the adding machine tape that was used to keep track of the deposit while the computer was inoperative Discontinued Ward If the ward is discontinued do the following 1 2 3 4 3 Print the Tithing and Other Offerings Statements for each donor and give them to the stake president Print the official tax statements for each donor and give them to the stake president Transmit the Tithing Declaration Report to the administrative office no matter what time of the year the ward is discontinued Destroy the unused check stock Turn in financial records to the stake clerk This includes any backups on removable storage media The stake should keep the records for the time required for financial records by local laws Missionary Financial Support for Wards on the Equalized Payment Program General guidelines Wards with full time single proselyting missionaries on the equalized missionary payment program pay the same amount each month for each missionary no matter where the missionary serves The general procedure is given below 1 4 The ward provides an equal amount each month for each missionary called from the ward To have the necessary funds available bishops accept donations from missionaries their families and friends and from all ward members If necessary the stake president or bishop may ask stake or ward members to help support these missionaries by contributing to the ward mis
13. Record Endowment Enter Donations Finance gt Enter Donations or press Ctrl D Finances gt Enter Donations or press Ctrl D Enter Expenses Finance gt Enter Expenses or press Ctrl E Finances gt Enter Expenses or press Ctrl E Enter Home Teaching Visits Organizations gt HT Reporting gt Enter HT Visits Organizations gt Home and Visiting Teaching gt HT Reporting gt Enter HT Visits Enter Tithing Declarations Finance gt Tithing Settlement gt Tithing Declarations gt Enter Tithing Declarations Finances gt More gt Donations gt Tithing Settlement gt Tithing Declarations gt Enter Tithing Declarations B 4 To go to Using the MLS menu bar Using the MLS on screen links Enter Transfers Enter Visiting Teaching Contacts Exit Finance gt Enter Transfers or press Ctrl F Organizations gt VT Reporting gt Enter VT Contacts File gt Exit or press Ctrl Q Finances gt More gt Transfers gt Enter Transfers or press Ctrl F Organizations gt Home and Visiting Teaching gt VT Reporting gt Enter VT Contacts Click Exit on bottom left of screen Expenses Add or Update Payees Finance gt Add Update Payees Finances gt More gt Expenses gt Add Update Payees Expenses Enter Expenses Finance gt Enter Expenses or press Ctrl E Finances gt Enter Expenses or press Ctrl E Expenses View or Update Expense
14. Some members may have paid tithing to Church headquarters or in a previous ward These donors should declare tithing status in the ward where they live at the time of tithing settlement 2 Part Tithe Payer All donors who have paid tithing but the amount is less than a full tithe 3 Exempt Tithe Payer All donors who have no income and have not contributed to tithing funds but declare they would have paid a full tithe if they had income Full time missionaries are not exempt tithe payers They are full tithe payers A married donor with no income should be reported the same as the spouse unless the member declares otherwise Only the member can make the declaration of Exempt The bishop cannot make this declaration for the member 4 Non Tithe Payer Ward members who have not contributed tithing during the year and are not exempt from paying tithing Special Cases 1 Those in the ward who contributed but did not attend tithing settlement The bishop should complete a Tithing Settlement Statement for each donor who contributed but did not attend tithing settlement The bishop should declare the tithing status and make sure the status is entered in MLS Deliver or mail statements to those you have addresses for Keep the rest for a year in case the donors ask for them 2 Those in the ward who did not contribute The bishop should declare a tithing status for every member of the ward whether they contributed tithing and donations or not including all
15. Time Form Send and Receive Changes File gt Send Receive Changes Unit Name Panel gt Send Receive Changes Send Membership Data to Stake File gt Send Membership Data to Stake Signature Card Print Lists gt Forms Certificates gt Print Form Select Signature Card Reports Forms gt More gt Forms Certificates gt Print Form Select Signature Card Single Adult Members Organizations gt Single Members Organizations gt More gt Adults gt Single Members Sisters Being Taught Visiting Teaching Sisters Report Visiting Teaching Organizations gt VT Organization gt Sisters Being Taught Organizations gt VT Organization gt Sisters Report Organizations gt Home and Visiting Teaching gt VT Organization gt Sisters Being Taught Organizations gt Home and Visiting Teaching gt VT Organization gt Sisters Report To go to Using the MLS menu bar Using the MLS on screen links Special Requests Stake Name Sunday School Membership gt Records gt Special Requests Edit gt System Options gt Unit Organizations gt Sunday School Membership Records gt More gt View and Update gt More gt Other Record Changes gt Special Requests Unit Name Panel gt System Options gt Unit Organizations gt More gt Bishopric Other Callings gt Sunday School System Options Edit gt System Options Unit Name Panel g
16. Tithing Settlement Finance gt Tithing Settlement gt Print Reports gt Tithing Declaration Report Finance gt Tithing Settlement Finances gt More gt Donations gt Tithing Settlement gt Print Reports gt Tithing Declaration Report Finances gt More gt Donations gt Tithing Settlement Tithing Enter Finance gt Enter Transfers or press Ctrl F Finances gt More gt Transfers gt Enter Transfers Transfers or press Ctrl F Tithing View Finance gt View Transfers Finances gt More gt Transfers gt View Transfers Transfers U Unit Statistics Lists gt Reports gt Unit Statistics Reports Forms gt More gt Reports gt Unit Statistics Urgent Tasks Unit Name Panel gt Urgent Tasks V View or Edit Budget Finance gt Budget gt View Edit Budget Finances gt More gt Budget gt View Edit Budget View or Update Finance gt View Update Donations Finances gt View Update Donations Donations View or Update Finance gt View Update Expenses Finances gt More gt Expenses gt View Update Expenses Expenses View Recommends Membership gt Temple Recommends gt View Recommends Membership Records gt More gt Temple Recommends gt View Recommends View Transfers Finance gt View Transfers Finances gt More gt Transfers gt View Transfers Visiting Teaching Assignments Organizations gt VT Organization gt VT Assignm
17. Total Estimated Actual Allowance field e The Difference field at the bottom of the screen shows the difference between the budget and the allocation To allocate budget 1 In the Estimated Actual column enter the amount of budget allowance the stake has allocated to your ward for each quarter of the year some amounts will be estimates 2 Inthe Budget Assigned by Unit column enter the amount of budget allowance assigned to each category and subcategory for the entire year 3 As you enter budget amounts watch the Difference field to make sure you do not exceed the allocation The total amount of budget you assign should never exceed the amount in the Total Estimated Actual Allowance field Printing the Budget Report 1 On the MLS menu bar click Finance Click Budget Click Budget Report 2 Inthe Date Range field click the down arrow and click the time span you want to include in the report 3 Inthe Type field click the down arrow and click Detail Summary or Auxiliary Summary Note The detail report shows the allocation individual income and expenses and remaining budget for each category 4 On the left side of each category and subcategory there is a check box By default these will all be checked indicating that they will all appear on the report For those categories you do not want to appear on the report click the check box to make the check mark disappear 5 Click Print Selected Items at the bott
18. bishopric member can identify which person who gave him the envelope clerk or bishopric member should immediately contact the person and ask what the funds are for If the person who gave the bishopric member the envelope cannot be identified complete a Tithing and Other Offering slip and process the money as a tithing donation in the name of an anonymous donor If the amount of money in the envelope is less than the Quote Receipt the clerk or bishopric member should contact the person immediately to get the correct funds If member cannot be contacted the clerk and a bishopric member should return the money to the person If the amount of money in the envelope is more than the Quote Receipt the clerk and a bishopric member should return the money to the person Do not refund any money for Online Store orders The person requesting the refund should contact the Global Services Center to request the refund The Quote Receipt number and the amount for the order will appear on the unit financial reports Recording Tithing and Donations and online store purchase payments where available After tithing and other donations are received each Sunday a member of the bishopric and the clerk assigned to finances or two members of the bishopric record and account for these donations and Online Store order payments They do the following 1 Open all collected tithing envelopes fast offering envelopes and online store purchase payment envelopes 2 If
19. financial activity in a subcategory within your country s retention period the subcategory cannot be deleted If a subcategory has never been used or the retention period has passed for all activity in the subcategory it can be deleted If a subcategory is no longer needed but there has been financial activity in it and the retention period has not passed it can be deactivated See below 1 To delete a subcategory click the plus sign next to the permanent subcategory to show the subcategory you want to delete 2 Click the name of the subcategory to highlight it Subcategories with a red X are default categories and cannot be deleted Only subcategories with a green bullet beside them can be deleted Click Delete 4 Click Yes Note If you try to delete a subcategory that has been used within the mandatory record retention period of your country you will get a message saying you cannot delete it because it is being currently used Ww Deactivating Subcategories If a subcategory is no longer needed but the retention period has not passed you can deactivate the subcategory 1 Click the name of any subcategory with a green bullet beside it 2 In the gray part of the screen click the Active check box to remove the check mark e This subcategory will no longer appear on donation screens or budget screens e To reactivate the subcategory click the Active check box so that the check mark appears
20. lists click Print at the bottom of the screen Directories To reach the member directories on the MLS menu bar click Reports Forms You may select 17 Telephone and E mail Directory Abbreviated Directory or Directory of Members Each of the three types of member directories serves a different purpose Telephone and E mail Directory The Telephone and E mail Directory lists the head of household and spouse and their telephone number It is the most simple of the three directories Note the following e To display the Telephone and E mail Directory on the MLS menu bar click Reports Forms Click Telephone and E mail Directory e To bring a name to the top of the list enter a name in the Find Household field e To list the directory by telephone number low to high click the Phone column header e To list the directory by e mail address alphabetically click the E mail column header e Stakes only To list the directory by ward click the Ward column header e To resize columns place the mouse pointer between column heads click and hold and then drag left or right e To print the directory click Print at the bottom of the screen Abbreviated Directory The Abbreviated Directory lists the head of household and the spouse the telephone number the address and the e mail address This is the directory most members use to interact with other members of the ward Note the following e To display the Abbr
21. of house from the child s home ward e Record the unit name and number of the child s home ward This will cause the administrative office to send the new member record to the child s home ward not to your ward 10 Nonmember Record A nonmember record can be created for a person who is not a member of the Church but who has family members who are members of the Church The nonmember record is created to record family relationships so that the nonmember can be listed with other family members This should only be done for individuals who live in the ward boundaries Information about a nonmember relative will be retained on the computer with MLS It cannot be transferred to another ward and is not considered a membership record If the Nonmember is a Spouse of a Member The current spouse and marriage information should be recorded on the member s record Once the nonmember spouse information is listed on the member s record do the following 1 Onthe MLS menu bar click Membership Click Individual Record 2 Choose the name of the member who has a nonmember spouse Click OK 3 On the left side of the screen click Current Spouse 4 Inthe Current Spouse section click Add Spouse to Household to automatically create the nonmember record and list the nonmember with the member spouse on the membership directories Note If the Add Spouse to Household link is not available there is either no current spouse
22. ordinance so that the information can later be used to update the member record or to print a certificate 1 On the MLS menu bar click Reports Forms Click Ordinance Record Forms 2 From the list that appears click the record form for the ordinance that will be performed The choices are e Aaronic Priesthood Ordination Record e Baptism and Confirmation Record e Child Blessing Record e Melchizedek Priesthood Ordination Record Click OK 4 On the screen fill in all fields that can be completed before the ordinance is performed The others will be filled in by hand after the ordinance is performed 5 When finished filling in the fields click Print at the bottom right of the screen 6 Ifyou are in a country that requires consent from a parent for some ordinances make sure the parent or parents sign the record form before proceeding 7 The stake or ward representative takes the form to the ordinance and completes the form by hand The representatives are e For eight year old baptisms the ward clerk or an assistant clerk e Fora child blessing the ward clerk or an assistant clerk e For an Aaronic Priesthood ordination the ward clerk or an assistant clerk e Fora Melchizedek Priesthood ordination the stake clerk or any stake assistant clerk this person should also make sure the stake clerk records the ordination in MLS Ww 8 For all but Melchizedek Priesthood ordinations the representative gives the co
23. the changes D Changing Temple Recommend Status It may become necessary to change the status of a temple recommend if it is lost or stolen or if the bishop and stake president determine the status should be changed The stake president must approve changes to the status of temple recommends The status of a recommend cannot be changed on the ward level Stake MLS Procedure for Changing Recommend Status 1 Onthe MLS menu bar click Membership Click Temple Recommends Click View Edit Recommends 2 Find the name of the member whose recommend status has changed Next to the member s name click Edit 3 On the window that shows the member s temple recommend information click Edit 15 4 Inthe Recommend Status field click the down arrow and click the new status of the recommend choices are Canceled and Lost or Stolen Click Save 5 Click Yes to verify that you want to cancel the recommend peann Membership Records On the MLS menu bar click Membership Click Individual Record 2 Click the name of the individual whose record you want to update Click OK 3 On the left side of the screen click the category of information you want to update The choices are e Individual personal information e Household members e Contact information e Address e Parents e Ordinances e Temple and mission e Current spouse e Children 4 Use links on the screen that allow you to change information such as Edit
24. the list that appears You may also choose All 4 Inthe View By field click the down arrow and click Companionship 5 Inthe column for the correct month click the check box next to each family that was visited during the month For visiting teaching click the type of contact made with each sister Record Visits or Contacts for Previous Months 1 Inthe Visits or Contacts column click the percentage A window will appear De 3 In the Visits or Contacts column of the window click the box next to each month the family was visited For visiting teaching click the type of contact that was made for each month Click Save Moving Records Moving Records into the Ward 10 11 12 On the MLS menu bar click Membership Click Request Household Records or Request Individual Record To choose the sex of the head of house or individual click Male or Female Complete the full name birth date and if known the member record number If the head of house or member is female complete the maiden name information Enter the birth date of the head of house or individual and his or her record number if known Complete the prior unit information if known At the bottom of the screen click Next For an individual record complete the information about head of household household records will not require this information Click Next Record the personal telephone number and an e mail
25. the person is 18 At that time if the person chooses not be baptized despite being given every opportunity the bishop with written permission from the stake president may cancel the membership record He should not however cancel membership records of persons not considered accountable because of mental disabilities Receiving Membership Records Every member of the Church has an official Church membership record maintained in a headquarters membership office A copy of each membership record assigned to the ward is maintained in the MLS membership record file Copies may be printed by MLS on plain letter size paper When you receive a membership record electronically from the administrative office 1 Check the accuracy of the records for converts and children 2 Give the bishop the records for converts and for members moving into the ward as well as the records with confidential information such as a disfellowshipment A 4 The bishop should file the records with confidential information in his confidential files He can use the records of converts and members moving in for fellowshipping purposes Printed membership records that are not needed should be destroyed in a manner that makes it impossible to reconstruct them Membership Record Updates e Membership Record Transaction Reports When membership record transactions are created and transmitted to the administrative office a Membership Record Transaction Report will automatical
26. the Transmit screen click Transmit 15 File the Unit Copy of the Deposit Report in your ward or branch files with the Tithing and Other Offerings slips and the Batch Report Place the Bank Copy of the Deposit Report in the envelope with the money for deposit in the bank Expenses Depending on your location your procedure for recording expenses may vary slightly from the following If you have questions contact your administrative office 1 On the MLS menu bar click Finance Click Enter Expenses 2 Inthe Date field enter the date of the expense 3 Inthe Payee field enter the name of the payee or click the magnifying glass icon and choose the payee from the list If the payee is not on the list click Add and complete the payee information 4 Inthe Purpose field enter the purpose of the expense 5 In the Category field enter the category from which the payment was made or click the magnifying glass icon and choose the category from a list Note If you are in an area where the Church is required to pay sales or other taxes on purchases the first category will be the tax category You must complete this field before you go on 6 Inthe Amount field enter the amount of the expense Note If you are in an area where the Church is required to pay sales or other taxes on purchases the amount will be the total amount minus the tax amount 7 Ifthe payment is from more than one category repeat steps 5 and 6 8 I
27. there are errors or discrepancies between the amount of money in the envelope and the amount recorded on the slip contact the donor as soon as possible to resolve it 3 Enter amounts from the slips in MLS 4 Stack the slips in one pile Separate currency coins and checks into three separate piles Making the Bank Deposit 1 After the clerk and a member of the bishopric or two members of the bishopric authorize the donation information MLS prompts them to print the Deposit Report There are two parts to this report the bank copy and the ward copy The two people who counted and verified the donations should initial the ward copy of the Deposit Report where indicated 2 After printing this report two persons prepare the bank deposit This will include the checks the currency the coins and the bank copy of the Deposit Report The amounts of the checks currency and coins should match the amounts listed on the Deposit Report 3 The clerk and a member of the bishopric or two members of the bishopric prepare a deposit slip and keep a copy of the deposit slip for the ward files Note Do not print each check amount on the deposit slip unless required by the bank print only the total of all checks total currency and total coins The amount of each check is included on the bank copy of the Deposit Report A 10 4 The two members preparing the deposit put the deposit slip the funds and the bank copy of the Deposit Report in the ban
28. this task is completed 6 On the MLS menu bar click Membership Click Household Record 7 Choose the newly created nonmember head of household from the list and click OK 8 In the Household Members section click Add Member 9 Choose the name of the nonmember and click OK 10 In the Members to Include section click the boxes of any additional members of the household that should be included Click Next 11 Review the summary and then click Save 12 The new household structure will be shown on the nonmember s household screen Click Close Out of Unit Member Record An Out of Unit Member Record is sometimes confused with and Out of Unit Administrator in MLS The Out of Unit Administrator is a stake clerk or other designated person who has administrator rights in ward MLS This enables him to log on and help out the ward in emergency situations This is not what we are talking about The Out of Unit Member Record is for a person who does not actually live in your ward but who performs some calling or function in your ward Good examples are the bishop of a Young Single 11 Adult ward or a missionary serving as the president of a branch In these cases the record of the member remains in his home ward However you can create an Out of Unit Member Record so he will appear on lists and can be given MLS rights Create and Out of Unit Member Record 1 Get an IOS of the member from the member s home ward 2 In
29. MLS go the Membership Records panel and click More 3 Go to the Create Records panel and click Out of unit member record 4 Using the IOS fill in all the fields on the screen Click Close Click Save Give User Rights to the Out of Unit Member 1 First create an Out of Unit Record see above 2 In MLS go to the panel with the ward name and click System Options 3 On the left side of the screen click Users 4 Click Add User 5 Select Member of Unit Never select Out of Unit Administrator for an Out of Unit Member 6 Click Select and choose the Out of Unit Member from the list 7 Fill in the other information and click the boxes beside the rights you want to give him or her 8 Click Save Home and Visiting Teaching The home teaching and visiting teaching screens are very similar but not identical The instructions below are for home teaching When instructions for visiting teaching are different they will be noted inside parentheses To record home or visiting teaching and print accurate reports you must e Create districts and assign district supervisors e Create companionships and add families or sisters to be taught e Record visits or contacts Creating Home or Visiting Teaching Districts and Assigning District Supervisors 1 Onthe MLS menu bar click Organizations Click HT or VT Organization Click HT or VT Districts 2 On the Show for Organization field click the down arrow and se
30. Member and Leaders Services MLS Software Manual This manual can be best used as a reference while working in the MLS program For additional information see the clerk lesson titled Introduction to Member and Leader Services MLS Software located on LDS org Click Menu Serving in the Church and then select Melchizedek Priesthood Click Leader Resources Scroll down the screen and then click Record Keeping and Auditing Training The lesson is under the heading Stake and Ward Clerks The Member and Leader Services MLS software is used to track information such as membership records ordinances donations and class attendance The main MLS screen is the one that appears after you log in see below All tasks in this document assume you are on this screen when you begin Although these instructions may mention only one way to navigate to a task there are usually multiple ways to navigate to the same place Use the navigation method you are most comfortable with MLS File Edit Finance Membership Organizations Reports Forms Other Resources Help THE CHURCH OF JESUS CHRIST OF LATTER DAY SAINTS Anywhere 1st Finances Membership Records Send Receive Changes Enter Donations Individual Record Urgent Tasks View Update Donations Record Ordinances Messages Enter Expenses Request Records Change Password Move Records Out System Options Other Resources Reports Forms Organizations Church Audits Action and Interview List High Pri
31. More gt Temple Recommends gt View Recommends Reconcile Finance gt Reconcile Finances gt More gt Reports Reconcile gt Reconcile Record Child Blessing Membership gt Ordinances gt Record Child Blessing Membership Records gt Record Ordinances gt Child Blessing gt Record Child Blessing Record Civil Marriage Membership gt Ordinances gt Record Civil Marriage Membership Records gt Record Ordinances gt Marriage gt Record Civil Marriage Record Endowment Membership Records gt Record Ordinances gt Temple gt Record Endowment Record Keeping Training Help gt Record Keeping Training Record Priesthood Ordination Membership gt Ordinances gt Record Priesthood Ordination Membership Records gt Record Ordinances gt Priesthood Ordination gt Record Priesthood Ordination Records Membership gt Records Select from list Record Sealing to Parents Record Sealing to Spouse Membership Records gt Record Ordinances gt Temple gt Record Sealing to Parents Membership Records gt Record Ordinances gt Temple gt Record Sealing to Spouse Record Temple Marriage Membership gt Ordinances gt Record Temple Marriage Membership Records gt Record Ordinances gt Marriage gt Record Temple Marriage Relief Society Organizations gt Relief Society Organizations gt Relief Society Remove Nonmember Membership gt Rec
32. Other category of your checking account is used for pass through funds which are funds generally raised or collected to pay for goods or services not covered by budget funds In areas where members and others can pay for Church Online Store orders through the ward or branch use the Other Category and Online Store Purchases subcategory to process the order Examples of pass through funds may include Church magazines or Young Women camp These funds are deposited and then disbursed by check Most pass through quickly although some may accumulate if they are earmarked for a future activity Funds collected and not used should be returned to the donors If funds in the Other category drop to a negative balance use budget funds to bring the balance back to zero Do not use budget funds for Pay through Ward or Branch Online Store orders Paying for Online Store Purchases through the ward or branch Where Available Where available members and others who do not have a bank card or checking account can order items from the Church Online Store and pay for them through their local ward or branch using cash and coins To pay for Online Store purchases through the ward or branch the person placing the order will 1 Go to store Ids org 2 Select the appropriate country The country selection is near the lower right hand corner of the window next to the language name They might have to scroll down to see it Sign in using their LDS Account A
33. Report e Record tithing declarations and print and transmit the Tithing Declaration Report e Print official year end donation receipts System Log In Each member using MLS must log in to the system using his or her own user ID and password Each user will see a different set of menus depending on his or her system access rights Security 1 System administrator The unit leader assigns an MLS system administrator for his unit The system administrator maintains the list of MLS users and controls the security rights for those users When MLS is installed at the ward level the stake administrator should also be given an out of unit administrator account on the ward level This will allow someone from the stake to assist the ward users as necessary 2 Passwords User passwords should not be shared Each user should change his or her password periodically at least once a quarter Passwords must be at least eight characters long and must contain at least one alphabetic character and one numeric character 3 Those who may use MLS On the stake level the stake presidency stake executive secretary and stake clerk and assistant stake clerks may be given access to MLS On the ward level the bishopric executive secretary ward clerk and assistant clerks and quorum and auxiliary leaders and their secretaries may be given access to MLS 4 User rights An MLS user should receive only those rights needed to perform his or her calling For example thos
34. System gt Institute Graduation Report Other Resources gt Church Educational System gt Institute Other Resources gt Church Educational System gt Graduation gt Institute Graduation Report Other Resources gt Church Educational System gt Student Enrollment gt Institute l1O0S Household s IOS Print Membership gt Print Records gt Household s IOS Membership Records gt More gt Print Records gt Household s IOS 1OS Individual s IOS Print Membership gt Print Records gt Individual s IOS Membership Records gt More gt Print Records gt Individual s IOS L Laurels Organizations gt Young Women gt Laurels Organizations gt More gt Young Women gt Laurels Leader Action Lists Lists gt Other Lists Select from list Reports Forms gt More gt Lists Select from list Log Off File gt Log Off M Click Log Off on bottom left of screen Marriage Record Civil Marriage Membership gt Ordinances gt Record Civil Marriage Membership Records gt Record Ordinances gt Marriage gt Record Civil Marriage Marriage Record Temple Marriage Membership gt Ordinances gt Record Temple Marriage Membership Records gt Record Ordinances gt Marriage gt Record Temple Marriage Marriage Terminate Marriage Membership Records gt Record Ordinances gt Marriage gt Terminate Marriage Members L
35. Taught Organizations gt HT Organization gt Households Being Taught Organizations gt Home and Visiting Teaching gt HT Organization gt Households Being Taught Household s IOS Membership gt Print Records gt Household s IOS Membership Records gt More gt Print Records gt Household s IOS Import Income and Expense Report Individual Membership Records Print File gt Import Finance gt Finance Reports gt Income and Expense Report Membership gt Print Records gt Individual Member Records Finances gt More gt Reports Reconcile gt Income and Expense Report Membership Records gt More gt Print Records gt Individual Member Records Individual Membership Records View Membership gt Individual Record or press Ctrl I Membership Records gt More gt View and Update gt Individual Record or press Ctrl l Individual s IOS Print Membership gt Print Records gt Individual s IOS Membership Records gt More gt Print Records gt Individual s IOS Institute Attendance Report Other Resources gt Church Educational System gt Institute Attendance Report Other Resources gt Church Educational System gt Attendance gt Institute Attendance Report B 6 To go to Using the MLS menu bar Using the MLS on screen links Institute Graduation Report Institute Students Other Resources gt Church Educational
36. Tithing and Other Offerings slip Contact the member immediately for clarification If the person cannot be contacted immediately a member of the bishopric and the clerk should return the money to the person as soon as possible A 18 Appendix B Member and Leader Services MLS Menu Structure How to Find What You Want to Do in MLS The Member and Leader Services MLS software uses two different menu structures to help you navigate e The MLS main menu bar e The MLS on screen links The main menu bar The main menu bar is located at the top of the screen in MLS These menus are drop down menus meaning that when you click on one of the menu names the selections in that menu drop down under the menu name You can then move your mouse arrow and select the one you want The example below is for the Telephone Directory MLS File Edit Finance Membership Organizations Lists OtherResources Help Messages THE CHURCH OF JESUS CHRIST OF LATTER DAY SAINTS Directory of Members V Other Lists Gary Test we Repons e Membership Records Send Receive Change Faea Individual Record Urgent Tasks View Update Donations Record Ordinances Messages Enter Expenses Request Records Change Password Move Records Out System Options The MLS on screen links The MLS on screen links take you from one menu to another or from a menu to a screen The links are blue underlined text Some panels that contain links may also contain
37. When the report is correct file the printed report in the stake president s confidential file Keep the report for as many years as are required by local laws for financial records Miscellaneous Financial Policies Checks Two authorized signers Two authorized signers sign each check One must be a member of the bishopric for ward clerks or stake presidency for stake clerks Filed by month File the stub portion of the check in numerical order by month and keep it for the number of years prescribed by the area office This will normally be no less than three years Blank checks Never sign a blank check Tax amounts on the check In some countries or states or provinces of a country the Church must pay local taxes You must enter the amount of the tax on your expenses screen in MLS under the Category and Amount fields Improper disbursements Stakes and wards should not print the following kinds of checks l 2 0S Checks from fast offering funds that are signed by the person receiving the assistance The bishop should not authorize fast offering assistance to himself without consulting the stake president Checks used to pay off a member s consumer debt Checks to missionaries who are on the equalized payment program The only checks that may be written from the ward missionary fund are to help support older couples or Church service missionaries called from the ward when their personal funds are insufficient to cover th
38. address for the individual if known Household records will not require this Record the household telephone number and e mail address where all members of the household could be contacted Click Next Complete the information listed under Residential Address Complete the Mailing Address information only if the mailing address is different from the residential address Click Next Review the summary of the move in information At the bottom of the screen click Close Click Save On the File drop down menu click Send Receive Changes Moving Records out of the Ward 1 On the MLS menu bar click Membership Select Move Household Records Out or Move Individual Record Out 13 10 Click the name of the individual or head of household you want to move Click OK Enter the information for the ward and stake where the individual or family is moving to if known If your bishop would like contact with the new bishop click Yes Click Next If you are moving a household a screen will appear showing each record in the household This screen will not appear if you are moving an individual record Click Next to move to the next screen For the question Will this individual be the new head of household click Yes or No If you are moving the record of an individual who will not be the head of household complete the information about head of household household records will not require this information Click N
39. ads click and hold and then drag left or right e To print the Directory of Members click Print at the bottom of the screen Priesthood and Auxiliary Class Rolls and Lists Adding Classes To show the links to the various quorums groups and auxiliaries on the MLS menu bar click Organizations Click the name of the organization you want For all priesthood organizations except high priests you can add a quorum This is equivalent to adding a class You must have the approval of the proper ward or stake leader to add a quorum After you click the name of the priesthood organization elders priests and so forth you will see an Add Quorum button at the bottom of the screen 18 For most auxiliaries it is possible to add a class For auxiliaries such as Young Women and the Relief Society after you click the name of the auxiliary you will see an Add Class or Add Group button at the bottom of the screen For Sunday School and Primary there is no button However after you click either Sunday School or Primary there will be a section on the screen called Classes In this section you will find an Add Class link Class Rolls and Lists On the MLS menu bar click Organizations Select the name of the organization you want to print a roll or list for For all priesthood quorums and groups and all auxiliaries except Sunday School and Primary after you click the organization you want there will be a section called M
40. and Lists 0 18 Adding Classes sernir i tinni i 18 Class Rolls and EisfSr oriee sarena e 18 Callings by Organization Report eseeeereeerereereereree 18 Quarterly Report vsreteescneenteensormunecttnn ceareieiee wees S 19 New Member Report seies cssees sc pessevenrepeesveevecceasstins cceneeesices 19 Donor Statements s oenar e EE EA 19 Individual Ordinance Summaries IOS eeceeseceerees 20 C stom REPOMtS Ay Ais atea Ene r E i 20 Create Custom Reports cccesccescecereeesteeeeeeteeeeneceereees 21 Use Custom Cite ti ais cost senespsateareseryeenctasteet woe seems 21 Complete Talents and Interests Fields eee 22 Complete the Custom Member Fields for Each Active Member icsse erisir siirre eetis nie 22 Membership Record Validation Report eee 22 Seminary and Institute Seminary Enrollment Progress eee eeesseesecsteeteeneees 22 Released Time Preregistration ccceccecsseeeceeereeeseceeeeees 22 Seminary Attendance Report ecceeeceseceseceeeeesteeeeeeenes 23 Seminary Graduation Report 0 cece cee csentecseeeeneens 23 Institute Enrollment Progress ccecceccecsseeeneeeeeeeneceeeeees 23 Institute Attendance Report 0 cee eececeesseeeneeeereeeeeeeeeee 24 Institute Graduation Report eeceeecsseeeneeeeeeeeeeeeeeees 24 Users and Rights ASSIgMing Rights 00 0 ceeceseeceeeeseceseceeseceeeecsseeceeeeneesseees 24 Adding USEIS is ciscinccsctucsciesescescesss teoteccecevsiesttccvive
41. and Lists Organizations gt Reports gt Print Rolls and Lists Organizations gt More gt Reports gt Print Rolls and Lists Sealing Record Sealing to Parents Membership Records gt Record Ordinances gt Temple gt Record Sealing to Parents Sealing Record Sealing to Spouse Membership Records gt Record Ordinances gt Temple gt Record Sealing to Spouse Seminary Attendance Report Other Resources gt Church Educational System gt Seminary Attendance Report Other Resources gt Church Educational System gt Attendance gt Seminary Attendance Report Seminary Daily and Home Study Seminary Graduation Report Other Resources gt Church Educational System gt Seminary Daily and Home Study Other Resources gt Church Educational System gt Seminary Graduation Report Other Resources gt Church Educational System gt Student Enrollment gt Seminary Daily and Home Study Other Resources gt Church Educational System gt Graduation gt Seminary Graduation Report Seminary Released Time Other Resources gt Church Educational System gt Seminary Released Time Other Resources gt Church Educational System gt Student Enrollment gt Seminary Released Time Seminary Released Time Form Other Resources gt Church Educational System gt Seminary Released Time Form Other Resources gt Church Educational System gt Student Enrollment gt Seminary Released
42. ceeeeaeecneeeeas 13 Moving Records into the Ward eceescecereeeseceeneeetrees 13 Moving Records out of the Ward cescceecceesceeeeeteees 13 Other Membership Tasks 0 ccccceecceeeceeeeeesteceeeeenees 13 Canceling a ReCOrd cceeeceeeccesceceeeecsteeeeeeceeeeeeceeaeenseees 13 Priesthood Ordination cece ceeeseeseceteeeeceeceeeeeeeeees 14 Recording a Death cceeceesccesceceeeecsteeeeeceeeeeneceeaeeetees 14 Special Requests ccesceececsseeeseeceeeeceeceeeeeeteeesaeceereesaes 14 Temple Recommends 0 ee ceecceeeecesteceeeeceteeeneeceeeeess 14 Activating Temple Recommends ceceeeceeeeeeeneeeeees 14 Changing Temple Recommend Status 0 eee 15 Updating Membership Records ccceseeseeeereeees 15 MLS Messages Reading a Received Message ccsscceccecsseeeneeereeeseceeeeees 15 Creating and Sending a Message e ceeseeceeeseeeseceeeeee 16 Forms Officers Sustained asin eanan eet 16 Ordinance Record Forms esccesseceneeceteeeneeeeeeeeaeeeeeeees 16 Reports and Directories Action and Interview List 00 0 eeseecceeseeeeneceeeecsteeeneeeneees 17 De CtOTies ssi sacs soedeeesoubessaadesetescesnpssaerdosepsbedsberesndesepsnsesens 17 Telephone and E mail Directory 17 Abbreviated Directory ceeeeseecceeseeeeseceeeecseeeeeeeneees 17 Directory of Member cceecescecereeesteeeeeeeeeeeeaeceeeeees 18 Priesthood and Auxiliary Class Rolls
43. children He should make sure the status of each member is entered in MLS 3 Members who died Print statements but do not record a tithing status unless the member died after tithing settlement If the member s name appears on the Tithing Declaration Report enter Deceased in the Notes column on the Tithing Declaration Report Deliver or mail the statement to the donor s spouse or family 4 Members from your ward serving full time missions Mark the tithing status as Full tithe on the Tithing Settlement Statement Print On mission in the Notes column on the Tithing Declaration Report Give the statement to the missionary s parents or mail the statement to the missionary 5 Donors who contribute in kind or directly to Church headquarters There will be no amounts on the Tithing Settlement Statement for these donors Print Donated in kind or Donated to headquarters in the A 12 Notes column on the Tithing Declaration Report The bishop should also record the member s tithing status declaration 6 Donors who are not members of the ward Do not complete the tithing status Deliver or mail statements to those you have addresses for Keep the rest for one year in case donors ask for them 7 Young single adults If young single adults have their membership records in young single adult wards encourage them to attend tithing settlement in the young single adult wards Tithing status must be declared by the bishop o
44. ck Next The MLS Rights screen lists each MLS user name and the rights granted to that member for MLS Review the list If there are any users who are no longer using MLS or whose rights need to change click the check box beside that user s name Click Yes to indicate you have finished Click Next The Key Leaders screen displays the names of members of the bishopric and other key leaders in the ward If there is anyone who is no longer serving in the indicated calling click the box beside his or her name When you have completed this task click Yes to indicate you have finished Click Next On the Policies screen answer each statement by clicking either Yes or No Then click Yes to indicate that you are finished Click Next Click Print at the bottom of the screen to print a list of audit exceptions that need to be corrected The bishop should complete the second and third columns of the audit report showing who will correct each exception and by when The bishop and the clerk sign and date the report The stake clerk or his representative takes a copy of the report to the stake The ward keeps the other copy 11 Click Submit at the bottom of the screen to send the Membership Record Audit Report to the administrative office Callings Callings in organizations can be recorded in two ways 1 you can record callings in any organization by using the Callings by Organization screen except custom callings and 2 you can reco
45. cords Click Individual s IOS Note If you want to print an entire family s summaries click Household s IOS 2 To select summaries to print click the box next to the member s name To select all summaries to print click Select All 3 Click Print Selected IOS Reports at the bottom of the screen Custom Reports Custom reports can generate lists of members using a wide range of criteria Examples of possible custom reports are e Members who served in the same mission e Members with a particular talent such as playing the piano e Members who do cabinet work A leader might use multiple criteria such as all high priests with a particular mission language Priesthood leaders may use these custom reports to select members to serve in a particular calling The Custom Reports screen allows you to use many criteria that are already in the MLS records such as confirmation date marriage date and endowment status 20 Create Custom Reports 1 Onthe MLS menu bar click Reports Forms Click Reports Tools Click Custom Reports 2 Click Add Report 3 Inthe Name field enter the name you want to call this report such as Returned Missionary In the Description field add a short description if needed 4 Click Add Criteria 5 In the window that appears click on a criterion for your report For this example we would click Member Status Click OK 6 Use the Compare Operation and Value fields to define your
46. criteria For this example we would select is and Returned Missionary 7 Ifnecessary add a value by clicking More Repeat step 6 as needed 8 Add as many criteria as needed to identify the members who will be on the custom report For example if you are looking for Melchizedek Priesthood holders who can conduct music you would need two criteria lines 9 When finished adding criteria click Next 10 In the Columns section click the check box next to each item you want in a column on your report Use the Move Up and Move Down buttons to arrange the order of items in a column 11 In the Set Column Widths section click Select To adjust column sizes place the mouse arrow between column headings click and hold and drag the edge of the column right or left When finished click Close 12 Click Close Click Save Use Custom Criteria You can also create your own custom criteria to use in these reports To create custom reports with your own custom criteria you must do two things 1 Complete the Custom Talents and Interests fields in the system options 2 Complete the Custom Member Fields for each active member of your ward Complete the Talents and Interests Fields 1 On the panel with your unit name click System Options On the left side of the screen click Members 2 The Talents and Interests panel will appear on the screen containing talents and interests that come listed with MLS This panel cannot be e
47. cs sites ninasid 5 Donations cesos nniaia niedi reiii isere nsei 6 EXp nses eicit ai ETE iS E EEES EEE EES 6 Printing Checks osc pneis nirani eeii e E 6 Printing the Expense Report sssssesseeseeseeseessrssressrssrssees 6 Tithing Settlement ee cccceeeesteceeeeceneeenaeceeeeenees 7 Membership FC ene 7 Calling oscene niner naei ses a EESE E EENE EES 7 Recording Regular Callings cc ceeceeeseeeseceeeeesteceeeeesees 7 Recording Custom Callings cccceccessceeseceeeeesteceeeeenees 7 Members with Callings Report ccceeceesceseeesteceneeeeees 8 Members without Callings Report cee eeeceeeesteceeeeenees 8 Certificates isesi nere iniisa eserdi n reee si eeii DEN 9 Confidential Reports and Forms cccceeeeeeeeeeees 9 CreatesRecords iiccccsccicveoas diss eesruniosennecto meen aren 9 Child Blessing or New Child of Record eee 9 Nonmember Record ieee sreng ireanii 10 Out of Unit Member Record eee cess ceeeeeeeeeeees 11 Home and Visiting Teaching cecceeceeeeeeseeceeeeees 11 Creating Home or Visiting Teaching Districts and Assigning District Supervisors 12 Creating Home or Visiting Teaching Companionships and Assigning Families or Sisters to Teach cecese i 5 dsccastevceeectieeseseme eeseevevse 12 Recording Home Teaching Visits or Visiting Teaching Contacts ccececsceesceesecesseceeeecsteeeeeceeeeens 12 Moving Records ccccceccceccecssceeceeeeeeneceeee
48. ctasaenaeina ies 24 Passwords oarn oe serae he civerssiseriose E EEE test 25 Appendices A MLS Membership and Financial Policies 0 0 A 1 B MLS Menu Structure cee eeecesceceeeesseeeeeeeeneeeeeeeenees B 1 Finance Budget Adding or Updating Budget Categories There are three things to remember when adding or updating categories 1 Only the Budget and Other categories have subcategories that can be added to 2 Youcan create a subcategory only under a permanent subcategory not under a category itself For example the Budget category has several permanent subcategories that cannot be deleted such as Activities Elders High Priests Relief Society and so on You would choose one of these to create a subcategory under 3 The Ward Missionary fund has subcategories but they are set up by the Missionary Department of the Church and correspond to all missionaries called from your ward who are part of the equalized payment system They cannot be added to or deleted The Add Update Categories screen shows all categories set up to receive funds in MLS and those subcategories attached to the categories Note the following e Categories in red cannot be changed and cannot have subcategories added to them e Categories in black may have subcategories added to them e Subcategories with a green bullet next to them are custom subcategories that your unit added to the list These may be deleted if they are not l
49. d or press Ctrl l B 7 To go to Using the MLS menu bar Using the MLS on screen links Membership Records Print Records Membership Record Transaction Report Membership gt Print Records Select from list File gt Membership Record Transaction Report Membership Records gt More gt Print Records Select from list Membership Validation Report Membership gt Membership Validation Report Membership Records gt More gt View and Update gt Membership Validation Report Messages Lists gt Messages Unit Name Panel gt Messages Mia Maids Organizations gt Young Women gt Mia Maids Organizations gt More gt Young Women gt Mia Maids Move Household Records Out Membership gt Move Household Records Out or press Ctrl M Membership Records gt Move Records Out gt Move Household Record gt OK or press Ctrl M Move Individual Record Out Membership gt Move Individual Record Out Membership Records gt Move Records Out gt Move Individual Record gt OK N New Child of Record Membership gt Records gt New Child of Record Membership Records gt More gt Create Records gt New Child of Record New Member Report Lists gt Reports gt New Member Report Reports Forms gt More gt Reports gt New Member Report Nonmember Record Membership gt Records gt Nonmember Record Membership Records gt More gt Create
50. d to maintain a reasonable reserve for this purpose Ward missionary funds should not be used to send additional money to missionaries who are covered by the equalized funding procedure or to fund any other ward or stake missionary activities As with all contributions to the Church donations for missionary service belong to the Lord and may not be refunded to contributors Monthly amount The monthly amount represents the average cost of supporting missionaries worldwide as approved by the First Presidency and is subject to change depending on general economic conditions If the monthly amount changes stake presidents and bishops will be informed by a letter from Church headquarters Charges to the ward checking account For those wards that have their monthly amounts automatically taken out of their accounts by the administrative office each missionary s subcategory in the Ward Missionary account will be charged the equalized monthly payment amount This charge will begin in the month the missionary enters the MTC The bishop will receive information about the monthly amount when he receives notification of the missionary s call Each missionary s Ward Missionary subcategory will be charged the first Thursday of every month Bishops should make sure there are enough funds in the account by that time Donations Donations should be in the ward account by the end of the month previous to the month the missionary enters the MTC For exampl
51. date gt More gt View and Update gt Custom Member Fields Custom Reports Membership gt Custom Reports Reports Forms gt More gt Reports gt Custom Reports Deacons Death of a Member D Organizations gt Young Men gt Deacons Membership gt Records gt Death of a Member Organizations gt More gt Young Men gt Deacons Membership Records gt More gt View and Update gt More gt Other Record Changes gt Death of a Member Directory of Members Lists gt Directory of Members Reports Forms gt More gt Directories gt Directory of Members Donations Enter Donations Finance gt Enter Donations or press Ctrl D Finances gt Enter Donations or press Ctrl D Donations View or Update Donations Finance gt View Update Donations Finances gt View Update Donations Donors Add or Update Donors Finance gt Add Update Donors Finances gt More gt Donations gt Add Update Donors Donor Statements Finance gt Finance Reports gt Donor Statements Finances gt More gt Reports Reconcile gt Donor Statements E Elders Organizations gt Elders Organizations gt Elders Endowment without Membership gt Temple Recommends gt Membership Records gt More gt Temple Recommend Endowed without Recommend Recommends gt Endowed without Recommend Endowment Record Endowment Membership Records gt Record Ordinances gt Temple gt
52. dd categories for family data and individual data While in the family data category click the File Import menu option to bring up a file selection box Change the Files of Type field to Comma Separated csv txt Go to the folder containing the file called PalmFamily csv that you created from the MLS export Select this file and click Import to load the data into the Palm Desktop file When the files are loaded into the Palm Desktop application hot sync with the handheld unit and the data will be transferred Names are listed in the address list of the handheld in the category you selected Tap the name to see the detail information In some areas MLS data exports may be restricted because of data privacy laws Duplicate Membership Records If you have more than one membership record for the same member but each record has a different member record number keep the most correct record and delete all others Use the Cancel Record feature of MLS Full Time Missions Outside the United States and Canada record full time missions on the membership record as soon as possible after the member is set apart Record only one full time mission This will usually be the member s first mission but members may choose which full time mission or Church service calling they would like recorded In the United States and Canada do not record missions The Missionary Department will add the mission to the missionary s record after he or s
53. dd the desired materials to their cart Click Checkout Under Select Payment Type choose Pay through Ward or Branch Print the Quote Receipt Put their cash and the printed Quote Receipt in an envelope seal the envelope and give it to a member of your bishopric or branch presidency The envelope should not be a Tithing and Other Offerings envelope OO VON Ovi 0 Bishopric members and clerks account for and process online store purchase funds by entering the Quote Receipt number and amount in MLS using the Other Category Online Store Purchases subcategory To prevent confusion process all Online Store orders together and all tithing and other offerings together Tithing and other offerings and Online Store purchases can be included in the same batch A 9 If an envelope not a Tithing and Other Offerings envelope has the person s name on it and money inside but without a Quote Receipt the clerk or bishopric member should attempt to contact the person immediately to find out what the funds are for If the funds are for an Online Store order the person should provide the Quote Receipt If the person cannot be contacted immediately the ward clerk accompanied by a member of the bishopric should return the money to the person No money should be left with a ward clerk a member of the bishopric or in a Church building If an envelope has funds in it and there is neither a Tithing and Other Offerings slip nor a Quote Receipt in it and the
54. dited Click Custom Talents and Interests Click one of the available Not Defined fields In the Add Talent window enter the name of a talent or interest not already listed in MLS for example Tax Preparation Click Save Repeat step 3 for other talents and interests When finished entering custom talents and interests click Close Complete the Custom Member Fields for Each Active Member 1 Onthe MLS menu bar click Membership Click Custom Member Fields 2 On the window that appears click the name of the member for whom you want to add talents and interests Click OK 3 In the upper right corner of the screen click Add 4 On the Add Talent or Interest window click a talent or interest you want to appear on this member s record Click OK 5 When finished click Close 6 Repeat this procedure for every talent you want to list for every member Membership Record Validation Report This report lists errors and warnings found in the membership records assigned to your unit Make corrections to these errors and warnings as soon as possible If a record has an error not a warning no other changes may be made to that record until the error is fixed 1 2 4 On the MLS menu bar click Membership Click Membership Validation Report Click the name of the person who has the error or the warning On the member record correct the information that has the error or warning Note If there is
55. ds if the stake is in the area covered by these wards some specialized wards cover a large geographical area that includes several stakes Exceptions require the consent of the bishops and stake presidents involved and approval from the First Presidency Moving Membership Records from the Ward Move a membership record out of the ward when the member no longer lives in the boundaries of your ward and will be gone longer than three months If local leaders are unsure where a membership record should be such as for a member in a hospital for an extended stay or for a member without a permanent address they should keep the record in the ward that can best meet the needs of the member Full Time Missionaries The membership record of a full time missionary should be kept in the missionary s home ward This is generally the ward where the parents live Youth Away from Home When a youth leaves home to go to work or school you should move the membership record to his or her new ward Members with Leadership Assignments When members are called to leadership assignments in other wards and are not required to move keep the membership records in the home ward If a member has a leadership assignment that requires moving to a new home for more than three months and there are children involved move the records of the family to the new ward Members in the Military When a member joins the military keep the membership record in the ward until he o
56. e Other category to pay for expenses for authorized activities and fees 3 funds for authorized family history centers or 4 returned unspent budget funds Member donations should be made at the ward level During the week the stake presidency receives money from various sources All income should be recorded on a Tithing and Other Offerings slip Some income will already have a slip with it For income that has no slip the clerk should fill out a slip and give the copy for the member to the person or organization giving the income Tithing and Offering Amounts Are Confidential Stake and ward financial information is confidential Only the stake or ward clerk assistant clerks and the stake president or bishop and his counselors should know the amount of tithing and offerings paid by a donor or other organization Under no circumstances should this information be given to unauthorized persons Tithing and Other Offerings Slips Problems 1 No Tithing and Other Offerings slip in the envelope Prepare a Tithing and Other Offerings slip for the amount of money in the envelope and print the word Unknown in the name block on the slip Enter the entire amount in Tithing on the slip and in MLS 2 The Tithing and Other Offerings slip has amounts but no name Print the word Unknown in the name block of the slip and deposit the amounts to the correct categories 3 The amount in the envelope is more than the amount on the
57. e MLS menu bar click Organizations Click Reports Tools Click Members without Callings e To change the order of the list of members who have no calling click a column heading For example to list the members by age click the Age column heading To list the members by their date of birth click the Birth Date column heading e To print the report click the Print button at the bottom of the screen Certificates All certificates are found in the same place in MLS The following example is for the Child Blessing Certificate but the general instructions apply for all certificates 1 Onthe MLS menu bar click Reports Forms Click Certificates 2 On the list that appears click the certificate you want to print in this example the Child Blessing Certificate Click OK 3 Click the magnifying glass icon and select the name of the child from the list or type all information in the available fields For Relationship click Son or Daughter 4 To enter the person performing the ordinance click the magnifying glass icon and select the name from the list If the person performing the ordinance is from outside the ward obtain his full legal name and priesthood office and enter them in the fields under Person Performing the Ordinance 5 Ifit is not already filled in enter the unit number and official Church name for both the ward or branch and stake or district where the child lives 6 Click Print to print the certif
58. e if the missionary enters the MTC in March donations should be in the ward account by the end of February Change in the missionary s home ward When a missionary s home ward changes such as when his or her parents move wards should use the following guidelines 1 The bishop of the missionary s previous ward should notify the bishop of the new ward that his ward is now the missionary s home ward The bishop of the former ward cannot transfer financial responsibility for the missionary s support to the new ward unless the bishop of the new ward agrees and willingly accepts the responsibility for the support Then either bishop may notify the administrative office of the change 2 When the primary support is being supplied by the parents of the missionary they should contribute support funds to the new ward If the new ward does not agree to accept responsibility responsibility continues with the old ward Extensions If a missionary receives an extension of 15 days or more past the 24 month time period for elders or the 18 month time period for sisters an additional payment will be charged to the ward account for each month thereafter Other missionary finance guidelines 1 Contributions to the ward missionary fund that have not been used when a missionary is released should be kept in the ward missionary fund and used as needed Never refund missionary contributions to a donor A 16 2 The bishop with the stake pre
59. e cost of their missions The stake president may also direct the ward to write a check from the ward missionary fund to the stake or to another ward in the stake Checks from specially collected funds that are not authorized such as Other funds collected to help a needy family help for the needy is a fast offering expense and should not be collected separately Checks to return donations to the donor Stake and ward leaders are not authorized to return donations to donors Computer Failure If the computer or other electronic equipment used to run MLS fails and cannot be restored within four weeks and no temporary computer is available do the following 1 2 If replacement equipment or repairs are necessary contact the stake technology specialist He will work with the administrative office to get the computer operational as quickly as possible Until the computer is operational again account for tithing and other offerings using an adding machine tape Do the following a With a member of the bishopric or stake presidency open each donation envelope and make sure that on the Tithing and Other Offerings slip the category amounts added together equal the total amount and that the actual money is the same amount as the total reported on the slip b Put all the money in one stack and all the Tithing and Other Offerings slips in another stack c Use the adding machine to balance the amounts on the slips You should have the fol
60. e who use MLS to enter donations such as a unit leader his counselors and the finance clerk should have Finance rights As members receive new callings or are released from callings their access rights to MLS should be changed to reflect their current callings The rights that may be assigned to MLS users include a Administrative All MLS functions are available including the right to add or delete new users b Edit Membership At the ward level gives the rights to view and change membership data At the stake level gives the right only to view membership data c Finance Gives the rights to view and change financial data and the right to view membership data d Organization Gives the rights to view and update organizational data such as callings within an auxiliary or quorum e View Membership Gives the right to view basic membership data but not the right to update it f Edit Recommends At the stake level gives the right to enter or edit temple recommend information g View Recommends At the stake or ward level gives the right to view temple recommend information General MLS Information Urgent Tasks If you have overdue or unfinished tasks a notification box pops up when you sign in to MLS This box allows you to navigate to the area of MLS where the urgent task may be performed Sorting Reports Most reports can be sequenced in various ways by clicking on column headers The first time you click a column header
61. egory name in blue text these can be Ward Missionary Budget and Other In the Details box click the magnifying glass icon and choose the correct subcategory from the list Enter the amount being donated to this subcategory Click OK 5 Enter amounts of checks currency and coins on the right side of the screen Click Save Donation 6 When finished with all donations click Next 7 On the Review screen make sure all amounts are correct To correct error click Previous to return to the donation screen When all errors are corrected click Next 8 Carefully count the total amount of currency cash and coins On the left side of the Balance screen enter the totals in the appropriate fields 9 On the right side of the screen carefully compare the amount of each check with the amount on the screen Click the check box for every check amount that is correct Click Next 10 On the Authorize screen two persons with finance rights enter their user names and passwords One of these should be a member of the bishopric Note Some wards and branches will mail a tithing remittance check as part of their financial procedures and will enter a tithing remittance check number at this point Others will have a deposit date or a deposit serial number and will enter that at this point 11 Click Authorize Click OK and then click Next 12 On the Deposit Report screen click Print 13 On the Batch Report screen click Print 14 On
62. elief Society leaders in using MLS to support home and visiting teaching 9 Maintain as requested Church calling information 10 Generate the Quarterly Report OO NY ee Getting Help If you have questions about MLS that are not answered by this manual you may contact the stake technology specialist or the stake clerk The stake clerk may contact Church headquarters You may also send questions about MLS over the modem or Internet using the MLS messages feature MLS Support will respond to these messages within two working days To create and send messages 1 Onthe main MLS screen click Messages 2 Click Create Message at the bottom of the screen 3 After creating the message click Send Messages at the bottom of the screen Members of Record For statistical and reporting purposes the following persons are members of record and should have a membership record 1 Those who have been baptized and confirmed 2 Those under age nine who have been blessed but not baptized 3 Those who are not accountable see Not Accountable in this document 4 Unblessed children under age eight when e Two member parents request you create a record e One member parent requests you create a record and the nonmember parent gives permission A person who is nine years of age or older who has a membership record but has not been baptized and confirmed is not considered a member of record However the bishop keeps the membership record until
63. embers for each class on the screen In this section there is a Print link Click the Print link and a window will appear that allows you to choose the kind of roll or list you will print The choices are e Attendance Roll e Birthday List e Standard Class List e Abbreviated Class List Phone Number List For Sunday School and Primary you must first click Class Members on the left side of the screen Then you can find the Members section and click the Print link In the window where you print rolls and lists 1 In the List Type to Print field click the down arrow Click the kind of roll or list you want to print 2 In the Options section of the window select the options you want for this roll or list 3 At the bottom of the window click Print Callings by Organization Report 1 Onthe MLS menu bar click Organizations Click Reports Tools Click Callings by Organization 2 In the Show field click the down arrow Click the organization you want to print a report for To print a report for all organizations click All Note Even if you click All the report will show only those organizations that have callings recorded 3 Atthe bottom of the screen click Print Quarterly Report Complete the Quarterly Report during the first month of a new quarter using information from the last month of the previous quarter For example in January gather and enter information about December from quorum a
64. ents Organizations gt Home and Visiting Teaching gt VT Organization gt VT Assignments Visiting Teaching Companionships Organizations gt VT Organization gt VT Companionships Organizations gt Home and Visiting Teaching gt VT Organization gt VT Companionships Visiting Teaching Districts Organizations gt VT Organization gt VT Districts Organizations gt Home and Visiting Teaching gt VT Organization gt VT Districts Visiting Teaching Enter VT Contacts Organizations gt VT Reporting gt Enter VT Contacts Organizations gt Home and Visiting Teaching gt VT Reporting gt Enter VT Contacts Visiting Teaching Organization Organizations gt VT Organization Select from list Organizations gt Home and Visiting Teaching gt VT Organization Select from list Visiting Teaching Print Blank VT Report Organizations gt Home and Visiting Teaching gt VT Reporting gt Print Blank VT Report Visiting Teaching Reporting Organizations gt VT Reporting Select from lis Organizations gt Home and Visiting Teaching gt VT Reporting Select from list Visiting Teaching Sisters Being Taught Organizations gt VT Organizations gt Sisters Being Taught Organizations gt Home and Visiting Teaching gt VT Organization gt Sisters Being Taught Visiting Teaching Sisters Report Organizations gt VT Organizations gt Sisters Report Organi
65. er they are attending school or not Letter from the First Presidency dated April 21 2011 This worksheet is used by stake and ward leaders to counsel together to help young single adults enroll in institute and to report on those efforts Stake and ward leaders work closely with local Institute personnel in an effort to invite each individual to enroll The following general schedule should be followed as we invite enrollment in institute 1 Three months before the beginning of the post secondary school year this worksheet should be printed 2 Ward leaders discuss those individuals on the list and make assignments for inviting each young single adult to enroll in institute 3 One month before the beginning of the post secondary school year a Enter the individual s location or school information into MLS b Provide a copy of this worksheet to the stake leadership c Provide a copy of this worksheet to the institute representative Identification of the institute location or school attending enables leaders and institute personnel to encourage participation in institute where the young single adult is living 1 In the Other Resources pane click Seminaries and Institutes click Institute Enrollment Progress 2 Enter the institute location or school attending for each young single adult if known Click the magnifying glass icon choose the location or school from the list and click OK If the institution is not on the
66. ests Log Off Confidential Reports and For Telephone Directory Elders Seminaries and Institutes Abbreviated Directory Relief Society Exit Forms Home and Visiting Teaching More gt Navigating in MLS e Text strings in blue are links to other pages or features e Some screens have navigation buttons Click the left button or F3 to go to the previous record Click the right button or F4 to go to the next record e Click the magnifying glass icon or to display a chooser window with a list for you to choose from 1 Intellectual Reserve Inc All rights reserved English approval 6 11 06765 Contents This manual contains instructions for the most commonly used tasks in MLS For tasks not included in the manual see the MLS Menu Structure Appendix B For additional help you can also call your stake clerk or another knowledgeable clerk within the stake Finance B dzet one A TR A O E ae oats 3 Adding or Updating Budget Categories oe 3 Adding Subcategories cccccceececsseeesteceneecseeeeneeeeeeenes 3 Changing Subcategory Names ceceesceseesteceneeenees 3 Deleting Subcategories ce eesceecceeseceeeeceteeeseceeeeeees 3 Deactivating Subcategories ceceesceececeseesteceneeetees 4 Allocating Budget ecccecesscceeseceeeecneceeeecnreeeneeeeneenes 4 Printing the Budget Report ce ceseeeseeeseceeeeesteceeeeeees 4 Paying for Online Store Purchases through the Ward or Braneh o ccccicciccic
67. eviated Directory on the MLS menu bar click Reports Forms Click Abbreviated Directory e Stakes only In the Unit field click the down arrow and choose which ward or branch you want on the directory you may also choose All e To bring a name to the top of the list enter a name in the Find Household field e To change the order of information in a column click the column header e To resize the columns place the mouse pointer between column heads click and hold and then drag left or right e To print the Abbreviated Directory click Print at the bottom of the screen Directory of Members The Directory of Members lists households It shows the name of each member of the household the address and the telephone number This directory is sorted by head of household The Directory of Members may be particularly helpful to priesthood and auxiliary leaders Note the following e To display the Directory of Members on the MLS menu bar click Reports Forms Click Directory of Members e Stakes only In the Ward field click the down arrow and choose which ward you want on the directory you may also choose All e To bring a household name to the top of the list enter a name in the Find Household field e To change the items shown on the directory click Customize Click or unclick the items you want to include on or remove from the directory Click OK e To resize columns place the mouse pointer between column he
68. ext Record the personal telephone number and an e mail address for the individual if known Household records will not require this Record the household telephone number and e mail address where all members of the household could be contacted Click Next If the new residential address is known click Yes Complete the information listed under New Residential Address Click Next If the new address is unknown click No Type any contact information that might be helpful in the Contact Information box Click Next Review the summary of the move out information At the bottom of the screen click Close Click Save Other Membership Tasks Canceling a Record You can cancel a record if 1 it is a duplicate record or 2 it is a record of an unbaptized child who has reached the age of 18 and you have permission from the stake president l 2 3 On the MLS menu bar click Membership Click Records Click Cancel Record Click At least 18 years old and not baptized or Duplicate Record If it is a duplicate record enter the correct record number to keep or click Select and choose the record number to keep from the list Click Close Click Save Priesthood Ordination Aaronic Priesthood ordinations are authorized by the bishop Melchizedek Priesthood ordinations are authorized by the stake president The ward clerk records Aaronic ordinations using MLS Either the stake clerk or the ward clerk can record
69. f the ward where their membership records are 8 Donors with two residences Those who spend part of the year at one residence and part of the year at another should attend tithing settlement in the ward where their membership record is located during tithing settlement 9 Statements for organizations Print statements but do not complete the tithing status Deliver or mail statements to those you have addresses for Keep the rest for one year in case organizations ask for them Ward Division or Boundary Change If there has been a ward division or boundary change that affects tithing settlement do the following At the time of the ward division or boundary change the clerk of the former ward should 1 Print Tithing Settlement Statements for members whose membership records were transferred out of the ward 2 Give the Tithing Settlement Statements to the bishop or clerk of the new ward The clerk of the new ward should 1 Deliver or mail statements received from the former ward to donors Do not record on these statements tithing and offerings submitted in the new ward 2 Print statements on the new ward s computer for tithing and offerings received since the donor has been attending the new ward The bishop of the new ward conducts tithing settlement for donors assigned to the new ward Discontinued Wards At the time a ward is discontinued the stake should receive for each member the Tithing and Other Offerings Statement and offic
70. firmation Record Form Print from List Baptism and Confirmation Record Print Form Select from list Baptism and Confirmation Record Baptism Child with Record Baptism Membership Records gt Record Ordinances gt Baptism gt Child with Record Baptism Baptism Child without Record Baptism Membership Records gt Record Ordinances gt Baptism gt Child without Record Baptism Baptism Record Consent Version Other Resources gt Confidential Forms gt Baptism Record Consent Version Other Resources gt Confidential Forms gt Baptism Record Consent Version Baptism Record for Readmission Other Resources gt Confidential Forms gt Baptism Record for Readmission Other Resources gt Confidential Forms gt Baptism Record for Readmission Beehives Organizations gt Young Women gt Beehives Organizations gt More gt Young Women gt Beehives Birthday List Lists gt Other Lists gt Birthday List Reports Forms gt More gt Lists gt Birthday List Bishopric Organizations gt Bishopric Organizations gt More gt Bishopric Other Callings gt Bishopric Bishopric Action and Interview List Lists gt Other Lists gt Action and Interview List Reports Forms gt Action and Interview List Blessing Record Child Blessing Membership gt Ordinances gt Record Child Blessing Membership Records gt Record Ordinances gt Child Blessing gt Record Child Ble
71. fthe subcategory was from fast offerings in the Fast Offering Recipient field enter the name of the member receiving aid 9 Click Save 10 When finished recording expenses click Next Printing Checks If your unit prints checks you will have received check stock from the administrative office Check stock consists of individual sheets of paper with preprinted information and the Church logo on them Each page of check stock is individually numbered Checks should be used in sequence Be sure to load the check stock in the printer before printing checks Remove it when you are done Note If you do not print checks from MLS skip this section and go to Printing the Expense Report below 1 Click the check box next to each expense you want to print a check for 2 Click Print Authorize 3 In the Next Check Number field make sure the check number is the same as the number printed on the next sheet of check stock If it is not change it to the correct number Click OK 4 For each check e Review the check information If it is correct click Print e Click OK e Ifthe check prints correctly click Yes 5 When finished printing checks you should be on the Report screen If not click Next Printing the Expense Report You should print and file the Expense Report each time you enter expenses To print the report click Print at the bottom of the screen After printing the report click Close Tithing Settleme
72. fyou selected Stake or Unit to Unit click Address Book and choose where you want to send this message by clicking the box by the unit leader s name If the unit leader s name is not listed click Add in the upper right corner and input the name 4 Inthe From field enter your name if it is not already there Nn 6 In the Message area type the message Click Save The message will be sent the next time you use Send Receive Changes Forms Officers Sustained The Officers Sustained form is completed before a stake or ward conference and then read from the pulpit during the conference so that members may sustain their stake or ward officers 1 Onthe MLS menu bar click Reports Forms Click Officers Sustained Forms Click Print Form 2 From the list that appears click the Officers Sustained form that fits your unit The choices are e Officers Sustained Branch in Mission e Officers Sustained Branch in Stake In the Subject field enter a brief subject heading 16 e Officers Sustained District e Officers Sustained Stake e Officers Sustained Ward Click OK 4 On the screen that appears fill in the fields if they are blank or incorrect However if there is no one called for a particular position leave the field blank 5 When finishing filling in the fields click Print at the bottom left of the screen W Ordinance Record Forms Ordinance record forms are used to record information about an
73. garding the upcoming school year year in seminary and school attending As this information is gathered and entered into MLS ward leaders are able to receive regular updates to each seminary student s enrollment attendance and completion status 1 In the Other Resources pane click Seminaries and Institutes click Released Time Preregistration 2 Select the Beginning Age Ending Age and School Year Current Year or Next Year 3 Click the check box next to the name of each youth for whom a form is needed or click Select All at the bottom of the screen to print a form for all youth 4 Atthe bottom of the screen click the Print button 5 Ask a parent or guardian to complete and sign the form 6 Use the information on the collected forms school name and grade to complete or update the fields in the Seminary Enrollment Progress screen 7 Give the forms to the seminary representative or to another representative designated by the stake Seminary Attendance Report The Seminary Attendance Report provides regular updates regarding the seminary student s enrollment attendance and completion status The report is updated each time you use Send Receive Changes Bishoprics and youth leaders should review the report periodically The report lists youth that have had their Seminary Year designated in the Seminary Enrollment Process screen 1 Inthe Other Resources pane click Seminaries and Institutes click Semina
74. he bishop or clerk assigned to membership records e Bishopric members e Ward clerk e Assistant ward clerks e Parents of the member in the presence of the bishop or clerk assigned to member records if a The parents have legal custody b The child is under 18 c The child is living in the same household Only the bishopric and clerks have access to all membership information in MLS By using a password priesthood and auxiliary leaders can access MLS information pertinent to their organizations but they will not have access to the complete membership database A 3 Wards may print an Individual Ordinance Summary IOS for each member This IOS contains much of the same information as the membership record The member may keep the IOS Duties of the Clerk Assigned to Member Records The clerk assigned to member records works under the bishop s direction The clerk s duties are to Create new membership records for children under age eight Keep official membership records up to date Request membership records when members move into the ward Transfer membership records when members move from the ward Prepare certificates of blessing baptism and confirmation and Aaronic Priesthood ordinations Print general ward membership directories action lists and statistical reports as requested Print organization lists and rolls or help auxiliary and priesthood leaders print their own lists and rolls Provide help as requested to priesthood and R
75. he has been in the mission field for two months Head of Household The head of a household should be the member to whom all the other household members are tied in the records In MLS the head of household is usually the husband or father whether he is a member of the Church or not In certain cases the head of household may also be another member parent a single member or a member child whose parents are not members Marriages Both temple and civil marriages should be recorded on membership records Temple marriages are recorded by the temple and the records are updated through the administrative office When recording a civil marriage enter the spouse s membership record number if possible When a spouse s record number is present on a membership record the spouse s name or maiden name will automatically be retrieved from the spouse s record at the administrative office Marriage dates and places are kept in both spouses membership records Name Changes When a member has legally changed his or her name make the change on the membership record as soon as possible Follow this same procedure to correct spelling or typographical errors The bishop should make sure all legal requirements have been completed Not Accountable If a member with mental or physical limitations is not able to knowingly repent the member is considered not accountable and is not baptized Only the bishop can make this determination Not accountable stat
76. he stake and the administrative office click Send Receive Changes on the panel that contains your unit s name 19 New Member Report The New Member Report shows whether each convert of the last 24 months has e Been assigned home teachers e Received the priesthood for males 12 years or older e Been assigned a responsibility or calling This report can be used in priesthood executive committee or ward correlation council meetings to discuss the progress of new members of the Church living in the ward boundaries 1 Onthe MLS menu bar click Reports Forms Click Reports Tools Click New Member Report 2 Complete the report The fields in the New Member Report are completed as follows e Name Sex Age Confirmed Information provided by the member record after it is received by MLS e Priesthood Information appears in this column after the clerk records a new male member s priesthood ordination in MLS e Home Teachers Home teachers are shown in this column after they are entered in the home teaching section of MLS by the appropriate quorum or group leadership e Responsibility or Calling Information appears in this column after the clerk records the new member s calling in MLS 3 To print the New Member Report click the Print button at the bottom of the screen Donor Statements Each donor should be given a year to date statement a month before tithing settlement Each donor should also be given a
77. her Lists gt Action and Interview List Reports Forms gt Action and Interview List Activation Report Temple Recommend Membership gt Temple Recommends gt Activation Report Membership Records gt More gt Temple Recommends gt Activation Report Add or Update Budget Categories Finance gt Budget gt Add Update Categories Finances gt More gt Budget gt Add Update Categories Add or Update Donors Finance gt Add Update Donors Finances gt Donations gt Add Update Donors Add or Update Fast Offering Recipients Finance gt Fast Offerings gt Add Update Recipients Finances gt Fast Offering gt Add Update Recipients Add or Update Payees Finance gt Add Update Payees Finances gt Expenses gt Add Update Payees Adult Members Not Endowed Application to the First Presidency Membership gt Temple Recommends gt Adult Members Not Endowed Other Resources gt Confidential Forms gt Application to the First Presidency Membership Records gt More gt Temple Recommends gt More gt Adult Members Not Endowed Other Resources gt Confidential Forms gt Application to the First Presidency Backup to a File File gt Backup to a File Baptism Membership Records gt Record Ordinances gt Baptism Select from list Baptism and Lists gt Forms Certificates gt Print Form Select Reports Forms gt More gt Forms Certificates gt Con
78. hood Ordination gt Record Priesthood Ordination B 8 To go to Using the MLS menu bar Using the MLS on screen links Priesthood Ordination Record Form Lists gt Forms Certificates gt Print Form Select from Aaronic Priesthood Ordination Record or Melchizedek Priesthood Ordination Record Reports Forms gt More gt Forms Certificates gt Print Form Select from Aaronic Priesthood Ordination Record or Melchizedek Priesthood Ordination Record Priesthood Ordination Record Priesthood Ordination Membership gt Ordinances gt Record Priesthood Ordination Membership Records gt Record Ordinations gt Priesthood Ordination gt Record Priesthood Ordination Priests Organizations gt Young Men gt Priests Organizations gt More gt Young Men gt Priests Primary Organizations gt Primary Organizations gt More gt Bishopric Other Callings gt Primary Print File gt Print or press Ctrl P Only when printing is available Print Blank Home Teaching Report Organizations gt Home and Visiting Teaching gt HT Reporting gt Print Blank HT Report Print Blank Quarterly Report Lists gt Reports gt Print Blank Quarterly Report Reports Forms gt More gt Reports gt Print Blank Quarterly Report Print Blank Tithing Statement Finance gt Tithing Settlement gt Tithing Statements gt Print Blank Statement Finances gt More gt Donations gt
79. ial tax valid statement from the bishop or clerk of the ward being discontinued The stake president should distribute these statements to the bishops in the wards where the members are assigned to attend The clerk should transmit the Tithing Declaration Report to the administrative office no matter what time of the year the ward is discontinued Donors should attend tithing settlement in the ward where they live when tithing settlement is held Stake Procedures The stake president should receive the Tithing Declaration Report from each ward by January 31 The stake president or stake clerk if assigned reviews each report by doing the following 1 Make sure that e The ward recorded tithing status for each member on the report or made a note explaining why they did not such as Moved e Tithing status is marked for those who are living in the ward at the end of the year Tithing status should not be marked for those who have moved out of the ward e Full time missionaries with membership records in the ward are recorded as full tithe payers e Ward members who paid tithing in kind or paid directly to Church headquarters have their status recorded 2 Ifa ward s information does not seem reasonable or correct follow up with the ward clerk If changes are made in the ward computer have the ward clerk print a new Tithing Declaration Report for the stake president and a corrected official tax statement for each donor affected A 13 3
80. icate Confidential Reports and Forms Forms used in conjunction with Church disciplinary councils are called confidential forms MLS prints five confidential forms They are e Report of Church Disciplinary Action e Report of Administrative Action e Baptism and Confirmation Record for Readmission e Application to the First Presidency e Confidential Member Information Report Note Only the bishop can access the Confidential Member Information Report It lists members with confidential event information recorded on their membership records This report could help the bishop know who to encourage participating in the gospel There are instructions pertaining to the use of each form located on the same screen as the Confidential Forms To access these instructions on the Other Resources panel click Confidential Reports and Forms When you click the name of a confidential form a screen will open where the information that goes on the form may be entered into fields Note the following e For each of the Name fields if the person is currently a member of your ward or branch click the magnifying glass icon and select from the list that appears This will automatically fill in the Name field and other fields in the form If the person is not a member of your ward or branch type the information in the fields e When a field has a down arrow on the right side click the arrow and select from the list e For questions involving multi
81. ing Deacon Ordination Teacher Ordination Priest Ordination Elder Ordination High Priest Ordination Child with Record Baptism Membership Records gt Record Ordinances gt Baptism gt Child with Record Baptism Child without Record Baptism Membership Records gt Record Ordinances gt Baptism gt Child without Record Baptism Church Educational System Other Resources gt Church Educational System Select from lists Other Resources gt Church Educational System Select from lists Confidential Forms Other Resources gt Confidential Forms Select from list of forms Other Resources gt Confidential Forms Select from list of forms B 3 To go to Using the MLS menu bar Using the MLS on screen links Convert Baptism Copy to Clipboard Copy to File Create Out of Unit Member Current Recommend Holders Membership gt Ordinances gt Convert Baptism Edit gt Copy to Clipboard Edit gt Copy to File Membership gt Records gt Out of Unit Member Record Membership gt Temple Recommends gt View Recommends Membership Records gt Record Ordinances gt Baptism gt Convert Baptism Membership Records gt More gt Create Records gt Out of Unit Member Record Membership Records gt More gt Temple Recommends gt View Recommends Custom Member Fields Membership gt Custom Member Fields Membership Records gt More gt View and Up
82. ist Lists gt Other Lists gt Members List Reports Forms gt More gt Lists gt Members List Members Moved In Lists gt Other Lists gt Members Moved In Reports Forms gt More gt Lists gt Members Moved In Members Moved Out Lists gt Other Lists gt Members Moved Out Reports Forms gt More gt Lists gt Members Moved Out Members with Callings Organizations gt Reports gt Members with Callings Organizations gt More gt Reports gt Members with Callings Members without Callings Organizations gt Reports gt Members without Callings Organizations gt More gt Reports gt Members without Callings Membership Records Household Records Print Membership gt Print Records gt Household Records Membership Records gt More gt Print Records gt Household Records Membership Records Household Records View Membership gt Household Record or press Ctrl H Membership Records gt More gt View and Update gt Household Record or press Ctrl H Membership Records Individual Membership Records Print Membership gt Individual Record or press Ctrl I Membership Records gt More gt View and Update gt Individual Record or press Ctrl Membership Records lndividual Membership Records View Membership gt Individual Record or press Ctrl l Membership Records gt More gt View and Update gt Individual Recor
83. k Priesthood Ordination Record select the priesthood office the member was ordained to Enter the date the ordination occurred 14 4 Ifthe person who performed the ordinance is a member of the ward click the magnifying glass icon and choose his name from the list that appears If not enter the information Click Save 5 Click Close Recording a Death 1 Onthe MLS menu bar click Membership Click Records Click Death of Member 2 Type the name of the person who died and press Enter or find the name on the list and click OK 3 Inthe Death Date field enter the date in the format shown on the screen 4 Click Close Click Save Special Requests Special Requests is an option used to make membership record changes when they cannot be made using the options already available in MLS 1 Onthe MLS menu bar click Membership Click Records Click Special Requests 2 On the list that appears click the name of the member for whom you want to make record changes Click OK 3 In the space provided type a description of the changes you would like to make to the membership record you have selected Click Close Click Save After the administrative office receives the request it will be sent to the right organization for consideration The ward will receive an MLS message after the change has been made or denied Temple Recommends Activating Temple Recommends The following instructions are for stakes in temple dis
84. k bag A member of the bishopric and another Melchizedek Priesthood holder make the deposit on the same day where possible If not possible follow deposit instructions from the area controller Banking Policies Handling Returned Checks A returned check is a donor s check that was deposited but for which the bank refused payment because of insufficient funds a closed account or some other reason The following happens with returned checks 1 Church headquarters adjusts the donor s record for the amount of the check and the categories he or she contributed to 2 The next time the donor s local unit uses Send Receive Changes the adjustments are entered into MLS automatically 3 Church headquarters generates a letter to the donor that explains the returned check and which amounts were adjusted in his or her records The returned check is attached to the letter and sent to the donor The local unit and local unit clerk take no action in regards to a returned check Stopping Payment on a Check Stop payment on any check that is lost stolen or canceled and no longer in your possession Do this immediately when a check is lost or stolen Contact your financial institution in the United States and Canada contact Church headquarters Give the following information as appropriate e Name of your unit e Checking account number e Date of the check e Name of the payee on the check e Exact amount of the check e Check number e Reason for s
85. lect the organization you want to create a district for 3 In the Home Teaching Districts area click Add A window appears 4 In the Organization field click the down arrow and select the organization you want to create a district for 5 Click Select From the list select the person you want to be a district supervisor Click Save 6 Inthe Date Sustained field enter the date this person was sustained as district supervisor optional 7 Click Add Creating Home or Visiting Teaching Companionships and Assigning Families or Sisters to Teach 1 Onthe MLS menu bar click Organizations Click HT or VT Organization Click HT or VT Companionships Note If there are no districts created as yet a window will appear telling you what to do the first time 2 Inthe Show for Organization and Show for District fields choose the organization Elders High Priests or Relief Society and district you want to add companionships to 3 Atthe bottom of the screen click the Add Companionship button 4 Inthe Home Teaching or Visiting Teaching Organization and District area click Select District 5 Select the district from the list and click OK 6 Inthe Home or Visiting Teaching Companionship field click Add 7 In the first Show field click the down arrow and click the way you want the list displayed 8 In the second Show field click the down arrow and click either All or Unassigned For visiting teachi
86. lowing totals e Tithing and Other Offerings slips total e Tithing amount total e Fast offering amount total e Ward missionary amount total e General missionary amount total e Book of Mormon amount total e Humanitarian aid amount total e Temple construction amount total e Perpetual education amount total A 14 a e Other specify amount total e All category totals added together The totals from the two underlined items should be the same Count the money and complete a deposit slip The total amount of the money should be the same as the two underlined items above Deposit the money in the bank the same day you prepare the deposit slip Use a night depository when depositing on Sunday File the adding machine tape a copy of the deposit slip and the Tithing and Other Offerings slips together in a weekly file Telephone the administrative office for instructions on writing and recording checks When the computer is working again do the following a Restore the data to the computer from a removable storage medium such as a flash drive To do this under the File drop down menu click Restore from a File b For batches missing from the restored data type each week s Tithing and Other Offerings slips amounts in the computer as a separate batch There should be a separate batch for each individual deposit made while the computer was inoperative c Put the ward copy of the Deposit Report and the Tithing and Offerings
87. lumn Each user should change his or her password periodically Passwords must be at least 8 characters long and contain at least one letter and one number To change a password do the following 1 On the panel containing the unit name click Change Password 2 Inthe Old Password field enter the password you are currently using 3 In the New Password field enter the password you want to begin using 4 In the Retype New Password field enter the same password you entered in step 3 5 Click Save Appendix A Member and Leader Services MLS Membership and Financial Policies Contents OVERVICW 4a eo iincr ten Ontauniused A 2 Duties of Stake and Ward Clerks A 2 Overview of MLS 2 cuarencelesetecoiarie attends ieocatactand A 2 Dy stem Log Mati oe tens tects eat eet A 2 SECU iss a a a E R A 2 General MLS Information 0 0 0 0 A 3 Urgent TASK aj airna e A 3 Sorting Reports ss seesessseessessrssressessresresseeseese A 3 Stake Data Transfer seesseseeeeeesseeseseesseesee ys A 3 Unit to Unit Messaging ceeceesseeeteeeteeeeees A 3 Membership Record6 ce A 3 Confidential Nature of Member Records A 3 Duties of the Clerk Assigned to Member Records iicigaaitiesnseltsateunisod tenes deushs A 4 Gettin Helpen ianari aariaa A 4 Members of RECOtd 2555 s55 sss 2essee eastnerltiarelecades A 4 Receiving Membership Records 006 A 4 Membership Record U
88. ly print Keep this report and compare it with Membership Record Update Reports you receive from the administrative office electronically Verify that your transactions were processed correctly e Membership Record Update Reports When you receive updates to the member records from the administrative office electronically the Membership Record Update Report will print You should compare this to the Membership Record Transaction Reports to see that the transactions were processed correctly by the administrative office Out of Unit Member Records You can create an out of unit member record in MLS for a member whose membership record is not in the ward but who has a calling in the ward Examples are the bishop of a student ward or a branch president who is a full time missionary The actual member record should remain in the member s home ward When the calling is concluded the out of unit member record should be removed Nonmember Records Create a nonmember record only when the nonmember is related to a member of your ward and you have the permission of the nonmember These records will be kept in your ward s computer only and are not transmitted to the administrative office Information on nonmember records will not appear on organization lists and rolls because the organization profiles do not include nonmembers Nonmembers will appear on family type reports such as the directory of members the telephone and e mail directory and so forth
89. made and that you should restart your computer You may also receive a message explaining the changes Temple Ordinance Updates Temple ordinance information for living members is sent from the temple directly to the administrative office to update the membership record The ward should receive and updated record within two weeks after the temple ordinance If an updated membership record with the temple ordinance data has not been received within two weeks you can submit the change However the administrative office will match the information with the temple s information before making the change Finances Budget Allowance The budget allowance is an amount of money the administrative office gives to a stake In the United States and Canada the administrative office is Church headquarters The amount given to the stake is based on sacrament meeting attendance reported on the Quarterly Report by the wards in the stake Additional amounts are given based on the number of Primary children young women young men and young single adults in the stake The stake president distributes percentages of this money to each ward based on need This money comes from tithing funds and is used by stakes and wards to pay for programs and activities The following principles govern the budget allowance 1 The budget allowance program was created to reduce financial and time burdens on members 2 Members should not pay or be assessed fees to participate i
90. mpleted form to the ward clerk if the ward clerk was not the one to fill it out so that he may enter the ordinance information in MLS 9 For Melchizedek Priesthood ordinations the representative gives the completed form to the stake clerk if the stake clerk was not the one to fill it out so that he may enter the ordinance information in MLS Reports and Directories Action and Interview List The action and interview list is a report showing members who need to be interviewed and other members who fall into special categories such as potential missionary couples Some of the interviews may be done by the bishop s counselors while others may be done only by the bishop himself The lists are e Children approaching baptism e Baptized but not confirmed e Unbaptized members e Overdue Aaronic Priesthood ordinations e Young men approaching missions e Men who have not served a mission e Potential missionary couples e Bishop s youth interviews e Bishopric counselor youth interviews e Young single adult interviews To print the Bishopric Action and Interview List 1 Onthe MLS menu bar click Reports Forms Click Other Lists Click Action and Interview List 2 Inthe Sections to Show field click the down arrow and select which list or lists you want to view In addition to the list above you can also choose e All sections e All regular interviews e All sections except regular interviews 3 To print the selected
91. n gt Select from list Organizations gt Home and Visiting Teaching gt HT Organization gt Select from lis j Home Teaching Print Blank HT Report Organizations gt Home and Visiting Teaching gt HT Reporting gt Print Blank HT Report Home Teaching Reporting Organizations gt HT Reporting gt Select HT Visits or HT Statistics Organizations gt Home and Visiting Teaching gt HT Reporting gt Select HT Visits or HT Statistics Home Teaching Organizations gt HT Reporting gt HT Statistics Organizations gt Home and Visiting Teaching Statistics gt HT Reporting gt HT Statistics Household GEO Membership gt Household GEO Codes Membership Records gt More gt View and Codes Update gt More gt View and Update gt Household Records Print Household Records View Household Report Home Teaching Membership gt Print Records gt Household Records Membership gt Household Record or press Ctrl H Organizations gt HT Organization gt Household Report Household GEO Codes Membership Records gt More gt Print Records gt Household Records Membership Records gt More gt View and Update gt Household Record Organizations gt Home and Visiting Teaching gt HT Reporting gt Household Report Household Reports Print Lists gt Reports gt Household Reports Reports Forms gt More gt Reports gt Household Reports Households Being
92. n Church activities 3 Ifnecessary priesthood and auxiliary leaders should reduce and simplify activities to stay within the budget allowance 4 Expenditures must be approved by the stake presidency or bishopric A 8 Tithing and Donations Tithing and other donations are normally received by members of the bishopric A donor completes a Tithing and Other Offerings slip places the slip and money in a tithing envelope and gives it to a member of the bishopric It may also be mailed to the bishop Each week the clerk assigned to finances and a member of the bishopric or two members of the bishopric account for the donations A member of the bishopric and another Melchizedek Priesthood holder put the money in the bank Some countries however have additional acceptable methods to receive donations Fast Offering Donations Fast offerings are sometimes collected by members of the Aaronic Priesthood going door to door in pairs and handing out fast offering envelopes Each envelope contains a Tithing and Other Offerings slip A donor may record the amount of his or her fast offering and place the slip and money in the fast offering envelope while the members of the Aaronic Priesthood wait The members of the Aaronic Priesthood then give these envelopes to a member of the bishopric who includes them with other donations when recording donations on Sunday Only fast offerings may be gathered in this manner Using the Other Category The
93. nd auxiliary secretaries or leaders and from other clerks Complete the report before the 15th of the first month of the quarter Quarterly reports are due by January 15 April 15 July 15 and October 15 1 Onthe MLS menu bar click Reports Forms Click Reports Tools Click Quarterly Report 2 On lines 2 4 6 8 10 11 13 15 17 19 21 24 and 25 fill in the information gathered from quorum group and auxiliary secretaries and leaders and from other clerks and the bishopric On lines 24 and 25 click Edit to complete the information e Calculate the average sacrament meeting attendance by adding the total number attending each sacrament meeting during the last month of the quarter and dividing by the number of meetings held Count all persons attending sacrament meeting including members nonmembers visitors missionaries and babies Do not count any members not in attendance such as members serving missions members performing other Church assignments or members attending other wards e For class attendance priesthood Relief Society Young Women and so on count each person who attended at least once during the last month of the quarter 3 To view a list of members corresponding to any given line of the report click the line title in blue text To print the list click Print 4 If you want to read an explanation for any line click the Question Mark icon on that line 5 To transmit the Quarterly Report to t
94. ng the choices are All Females All Relief Society Sisters and Unassigned Relief Society Sisters 12 9 Click the name of the priesthood holder or sister you want to assign to a companionship Click OK 10 Repeat steps 6 through 9 for the other member of the companionship 11 Add families or sisters for the companionship to teach see below Add Families or Sisters for This Companionship to Teach 1 While still on the screen where you added the companionship in the Households or Sisters Taught by This Companionship section click Add 2 Inthe Show field click the down arrow and click the way you want the families or sisters displayed All or Unassigned 3 Click the name of a family or sister you want to assign to this companionship Click OK 4 Repeat steps 1 through 3 for other families or sisters you want to assign to this companionship 5 When finished adding companionships click Save amp Next to add another companionship or click Save amp Close to exit Recording Home Teaching Visits or Visiting Teaching Contacts 1 Onthe MLS menu bar click Organizations Click HT or VT Reporting Click Enter HT Visits or Enter VT Contacts 2 In the Show for Organization field click the down arrow and click the organization you want to enter home teaching visits or visiting teaching contacts for 3 Inthe Show for District field click the down arrow and choose the district leader from
95. no way to fix the error or respond to the warning you may click Ignore at the end of the line however all attempts to correct the problem should be made before resorting to this When finished making corrections click Close 21 Seminary and Institute Seminary Enrollment Progress This report lists the youth of seminary age It helps priesthood leaders to encourage all youth of the appropriate age generally 14 18 to participate in seminary Handbook 1 1 11 4 It may also be printed and given to seminary personnel and stake supervisors to assist them in their assignments 1 In the Other Resources pane click Seminaries and Institutes click Seminary Enrollment Progress 2 Select the Beginning Age Ending Age and School Year fields Current Year or Next Year 3 For each youth on the list update the information in the Seminary Year column The down arrow will permit the user to select the youth s year in seminary from the list 4 Click the magnifying glass icon and choose the school the youth attends or will attend based on the School Year field set in 2 above Then click OK If the school is not on the list click the Add button and add the needed information 5 When information for all youth has been entered click the Print button at the bottom of the screen This report may be provided to the Seminary representatives Released Time Preregistration This form is used to collect and enter information re
96. nt There is a tithing settlement lesson for many languages on LDS org From the home page follow this path Menu gt Service gt Serving in the Church gt Melchizedek Priesthood gt Leader Resources gt Record Keeping and Auditing Training From this page first choose your language Then look for the lesson titled Tithing Settlement This lesson will take you through the steps of tithing settlement If the tithing settlement lesson is not available in your language you should receive instructions from your administrative office Membership Audit The stake clerk or another stake representative performs the membership audit in MLS on each ward s computer The audit is performed once a year and should be done by June 30 MLS uses a computer wizard to display membership information and ask questions The stake clerk responds based on the ward clerk s answers 1 Onthe MLS menu bar click Other Resources Click Church Audits Then click Membership Audit 2 Read the instructions on the screen and click Next 3 The High Priests screen lists priesthood holders who might be eligible to be ordained high priests Examine the list looking for anyone who has been ordained a high priest Click the box beside the name of anyone listed who has been ordained a high priest When you have finished this task click Yes Click Next 4 The Elders screen lists brethren who could be eligible to receive the Melchizedek Priesth
97. o enter the child s personal contact information phone number and e mail address click Permission Received If not click Cancel and enter only the household information 7 Complete the phone and e mail information if known as necessary Click Next 8 Ifit is not already filled in complete Residential Address information as completely as possible Do not complete the Mailing Address information unless it is different from the residential address Click Next 9 Click the magnifying glass icon and choose the father from the list Or if he does not live in the ward type the information in the fields Repeat for the mother Click Next 10 If you are recording a child blessing complete the information in the window using the Child Blessing Record and click Save Click Next 11 Click the appropriate statement about the child s sealing to parents Children born after their mother has been sealed to a husband in the temple are born in the covenant BIC Children born after a mother s sealing to the husband is canceled or after the excommunication of one of the parents are not BIC Complete any other necessary information and click Next Blessing a Child from Another Ward Use the same procedure for creating a record for a child in your own ward with the following differences e Record the child s head of house from the child s home ward e Record either the member record number or birth date of the child s head
98. om of the screen Paying for Online Store Purchases through the Ward or Branch Where available members and others can order Church items from the Church Online Store store lds org and pay for them through their local ward or branch The person who placed this order will print out a receipt from the Online Store called the Quote Receipt They put the total cost of the items whether currency coins or a check written to the local unit in an envelope with the Quote Receipt and give the sealed envelope to a member of the bishopric To process these purchases 1 Verify that the amount received matches the amount shown on the Quote Receipt 2 Complete the following steps in MLS a On the MLS Main screen click Enter Donations enter the Date for Donations and click OK b From the list of existing donors select the correct donor name or click Add to enter a new donor name c On the left side of the Donation page from the list of donation categories select Other d From Other Details click on the magnifying glass e From the list of subcategories select Other Online Store Purchases then click OK f From Other Details i Inthe Amount column enter the amount received with the Quote Receipt ii In the Quote Number column enter the 10 digit Quote Number from the Quote Receipt then click OK to return to the main Donation page 3 On right side of the Donation page enter the amount of checks cur
99. onger needed but only after the retention period for financial records has passed This retention period varies from country to country Adding Subcategories 1 On the MLS menu bar click Finance Click Budget Click Add Update Categories 2 Click the plus sign next to a category to show its permanent subcategories Click the plus sign next to the permanent subcategory you want to create a subcategory under Make sure the subcategory you are about to add does not already exist 3 Click the name of the permanent subcategory you want to add a subcategory to 4 To create a subcategory under the one you have selected click Add 5 Anew subcategory appears at the bottom of the list Enter a name for the new subcategory Press Enter The new subcategory is ready for use Changing Subcategory Names 1 Click the plus sign next to the permanent subcategory to show the subcategory you want to rename 2 Click the name of the subcategory to highlight it Only subcategories with a green bullet can be renamed Press F2 to highlight the text 4 Type the new name of the subcategory Press Enter ww Deleting Subcategories Each country has its own laws about how long organizations like the Church have to retain financial records This is called the retention period For example the retention period in the United States is three years In Canada it is five years In Australia it is seven years If you have had
100. ood Examine the list looking for anyone who holds the Melchizedek Priesthood Click the box beside the name of anyone who has received the Melchizedek Priesthood and been ordained an elder When you have finished this task click Yes Click Next 5 The Aaronic screen lists young men who according to their age have not been ordained to the expected Aaronic Priesthood office Examine the list looking for anyone with an incorrect priesthood office Click the box beside 10 the name of any young man showing an incorrect priesthood office When you have finished this task click Yes Click Next The Baptisms screen lists children who are eligible to be baptized but whose records indicate they have not been Examine the list for children who have actually been baptized and confirmed Click the check box next to the name of each child who has been baptized and confirmed When you have completed this task click Yes Click Next The Marriages screen lists adults who are age 31 and older and whose records indicate they are not married For each of these adults who actually are married click the box next to the name When you have completed this task click Yes Click Next The Error Correction screen is a list of items found on the Membership Validation Report including any items that have been hidden using the Ignore button Click the check box next to each item that can be corrected When you have completed this task click Yes Cli
101. ords gt Remove Nonmember Membership Records gt More gt View and Update gt More gt Other Record Changes gt Remove Nonmember Remove Out of Unit Member Membership gt Records gt Remove Out of Unit Member Membership Records gt More gt View and Update gt More gt Other Record Changes gt Remove Out of Unit Member Remove Temporary Records Membership gt Records gt Remove Temporary Records Membership Records gt More gt View and Update gt More gt Other Record Changes gt Remove Temporary Records Report of Administrative Action Other Resources gt Confidential Forms gt Report of Administrative Action Other Resources gt Confidential Forms gt Report of Administrative Action B 10 To go to Using the MLS menu bar Using the MLS on screen links Reports Organizations gt Reports Select from list and Lists gt Reports Select from list This brings up two separate lists Request Household Records Membership gt Request Household Records Membership Records gt Request Records gt Request Household Record gt OK Request Individual Record Membership gt Request Individual Record Membership Records gt Request Records gt Request Individual Record gt OK Request Unit Refresh Data File gt Request Unit Refresh Data Restore from a File File gt Restore from a File Rolls and Lists Print Rolls
102. pdates cc eee A 5 Out of Unit Member Records c ceceeee A 5 Nonmember Records 0 ccccesccesseeeseesseeeeteeees A 5 Blessing a Child from Another Ward A 5 Convert RECords w 24 0iy days csvset ated A 5 Moving Membership Records A 6 Requesting Membership Records 00 A 6 Moving Member Records from the Ward A 6 Full Time Missionaries cccesccesseeeeeeteees A 6 Youth Away from Home 0 00 ceeeeeeseerees A 6 Members with Leadership Assignments A 6 Members in the Military 0 cc ceeeeeeeeeteees A 6 Miscellaneous Membership Policies A 6 Certificates and Forms a xccasscigesengessteencheseadhesdui ens A 6 Custom Reporting a sicet astheas tation hasan A 6 Data Export tacicnsastocticeestavecidesccs dations A 7 Duplicate Membership Records c eee A 7 Full Time Missions 2s csscos sites annie edicanetss A 7 Head of Household isis cccscccussssscctveasemeesseccees A 7 Marriages rossore rit e ie saennasaetiat A 7 Name Changes ssssesssessssseessessesseesseesresressresee A 7 Not Accountable tye selec lec Meesecces anveds waettud bs A 7 Intellectual Reserve Inc All rights reserved A 1 Organizations onanii is i A 8 Prior Marriage Information e eee A 8 Sensitive Information sccsscveccexsesgassisvesteetacs sles A 8 Software CHAanGes ciscscdessceatonsecchecedanscveceses A 8 Temple Ordinance Updates
103. ple options click the circle by the correct answer e Complete all applicable fields and print the form Note If you want to save the form and complete it later click Save There is also a Confidential Member Information Report This lists confidential actions taken with members in the ward or stake Create Records Child Blessing or New Child of Record When a baby is blessed the ward completes a Child Blessing Record Use this form to create a record for the child You may also create a record for a child under the age of eight if e One of the parents is a member e Both parents agree to create the record 1 Onthe MLS menu bar click Membership Click Ordinances Depending on the situation click either Record Child Blessing or if there has been no blessing New Child of Record 2 If it is not already filled in enter the complete name preferred name and sex of the child A preferred name is one the child is called that is not the legal name such as Bob for Robert 3 Enter the birth information birth date birthplace and birth country 4 Enter the unit number and official Church name for both the ward or branch and the stake or district where the child lives Click Next 5 Next to the question Is this individual the head of household click No Click the magnifying glass icon and choose the head of house from the list Click Next 6 Ifyou have received permission from the parents t
104. r Property Tax Exemption In many countries the Church may obtain exemption from property taxes on most ecclesiastical properties used for exempt purposes The Church Tax Administration handles all property tax filings and payment for Church properties Therefore all property tax correspondence including bills valuation notices and so forth should be forwarded immediately to the Church Tax Administration Division Wards should not do anything to endanger the Church s tax exempt status Such actions could have repercussions far beyond the stake borders Wards must not l 2 DA ee Rent out meetinghouses or parking lots Rent out meetinghouses for events such as wedding receptions and reunions Members may use meetinghouses at no cost for these kinds of events Use Church property for the sale of commercial items or for any commercial purpose Conduct unauthorized fund raising activities on Church property Advertise social events to the general public and charge admission Have a mandatory charge to any social activity Records Management 1 Protect all information against unauthorized access change destruction or disclosure Highly sensitive records including computer printouts and removable storage media 1 should never be left unattended when they are being used and 2 should be kept in a locked drawer or cabinet in the bishop s or stake president s office when not in use Keep records for the length of time req
105. r she completes basic training After the member completes basic training move the record to the ward serving the member s permanent duty station Be sure to include the military post office address if known If a member is assigned to a combat zone the record is usually kept in the ward that supports the duty station The location of a military group can change rapidly Miscellaneous Membership Policies Certificates and Forms You can prepare and print membership related certificates and forms in MLS On the MLS menu bar click Reports Forms Click either Certificates or the name of the form you want Custom Reporting In MLS there is a set of predefined talents and interests available to assign to members You may also assign custom talents and interests to members to enhance custom reporting To assign custom talents on the MLS drop down menu bar click Membership On the menu that drops down click Custom Member Fields Data Export You may export selected MLS data to use in a spreadsheet or a handheld computer application Click the File drop down menu and select Export The first four selections on the list that appears are comma separated files csv that may be loaded into a spreadsheet or any application that accepts this type of file The last two file types on the list can also be exported as csv files or as vCard files for Palm handheld computers To load these files go to the Palm Desktop application Click the Address feature A
106. rd regular and custom callings in an organization by clicking the organization s link on the Organizations menus see below RE Regular Callings On the MLS menu bar click Organizations On the drop down menu find the name of the organization you want to record callings for and click the name For example to record callings for the Relief Society click Relief Society 2 To record a leadership calling in the Leadership Callings section click Add Position In MLS a calling is called a position 3 Inthe Position field click Select Click the name of the position in the list Click OK 4 Ifthe position is not listed click Add and enter the name of the position 5 In the Person Being Called section click Select Click the name of the person to fill this calling Click Save 6 Inthe Date Sustained field enter the date the member was sustained to this calling Click OK 7 Ifthe member was set apart click Yes Click Save 8 To add other callings in the Other Callings section click Add Position Repeat steps 3 through 6 as needed Recording Custom Callings 1 Onthe MLS menu bar click Organizations On the drop down menu find the name of the organization you want to record calling for and click the name For example to record callings for the Relief Society click Relief Society 2 On the left side of the screen click Custom Positions In MLS a calling is called a position Click Add New Position
107. recorded on the member s record or there is already a nonmember record created for this spouse 5 Click Close Note If the nonmember spouse is male this procedure will automatically make him the head of household If the Nonmember Is a Relative of a Member but Not the Spouse of a Member 1 Onthe MLS menu bar click Membership Click Records Click Nonmember Record 2 Enter the complete name preferred name and sex of the nonmember A preferred name is on the person uses that is not the legal name such as Bob for Robert Click Next 3 Next to the question Is this individual the head of household click Yes or No e Ifthe nonmember is not the head of household click the Select button and select the head of the house from the list Click Next Ifthe nonmember is the head of household complete the phone and e mail information if known Click Next 4 Only if the nonmember is the head of household complete the Residential Address information as completely as possible Do not complete the Mailing Address information unless it is different from the residential address Click Next 5 Review the summary and then click Close Click Save Note This will create the nonmember record and assign it to the correct household if the nonmember is not the head of household Continue with these instructions if the nonmember head of household has additional members to add to the household Otherwise
108. rency or coin received 4 Make sure the Slips Total and the Funds Total are equal then click Save Donation 5 Continue with the normal procedures to complete close and transmit the donation batch Note This purchase will appear on unit financial reports The order will be sent after the payment is processed Donations Two priesthood bearers usually a member of the bishopric and a clerk open the tithing envelopes and make sure the amount of money in each envelope matches the amounts on the Tithing and Other Offerings slip included in the envelope Below is the most common procedure for recording donations and then transmitting the amounts to the administrative office Your procedure could vary slightly 1 On the MLS menu bar click Finance Click Enter Donations 2 Enter the date the donations are being entered and click OK 3 Click the name of the member whose donations you want to record and then click OK Note If necessary click the magnifying glass icon and choose a donor from the list Using the Tithing and Other Offerings slip as a source enter amounts on the left side of the screen For categories that are in blue text see Using the Category Details Box below 4 Using the Tithing and Other Offerings slip as a source enter amounts on the left side of the screen For categories that are in blue text see Using the Category Details Box below Using the Category Details Box Click a cat
109. rs on the screen Print Preview File gt Print Preview or press Ctrl Shift P Print Records Membership gt Print Records Select from list Membership Records gt More gt Print Records Select from list Print Rolls and Lists Organizations gt Reports gt Print Rolls and Lists Organizations gt More gt Reports gt Print Rolls and Lists Print Tithing Declaration Report Finance gt Tithing Settlement gt Print Reports gt Tithing Declaration Report Finances gt More gt Donations gt Tithing Settlement gt Print Reports gt Tithing Declaration Report B 9 To go to Using the MLS menu bar Using the MLS on screen links Q Quarterly Report Lists gt Reports gt Quarterly Report Reports Forms gt More gt Reports gt Quarterly Report Quarterly Report Print Blank Quarterly Report Lists gt Reports gt Print Blank Quarterly Report Reports Forms gt More gt Reports gt Print Blank Quarterly Report Recipient Report Fast Offerings R Finance gt Fast Offerings gt Recipient Report Finances gt More gt Fast Offering gt Recipient Report Recommend Books Membership gt Temple Recommends gt Recommend Books Membership Records gt More gt Temple Recommends gt More gt Recommend Books Recommends View Recommends Membership gt Temple Recommends gt View Recommends Membership Records gt
110. ry Attendance Report 2 Atthe bottom of the screen click the Print button Seminary Graduation Report The Seminary Graduation Report is provided to help bishoprics with seminary graduation The report lists the names of youth that have met the academic requirements necessary to graduate from Seminary This list can be used to help indicate to the bishop the individuals that need a worthiness interview before a seminary graduation diploma can be presented This list is updated each time you use Send Receive Changes 1 Inthe Other Resources pane click Seminaries and Institutes click Seminary Graduation Report 2 Atthe bottom of the screen click on the Print button In order to graduate from seminary students must e Complete certain academic and attendance requirements e Have a priesthood worthiness clearance Handbook 1 11 2 3 Youth listed on this report have met the academic requirements for graduation The bishop or an 22 assigned counselor determines the worthiness of each candidate prior to graduation If the bishop needs additional time beyond seminary graduation to resolve worthiness issues the diploma or certificate should be kept by the bishop It may then be awarded by the bishop when appropriate Institute Enrollment Progress Weekday gospel study classes can help young single adults strengthen their faith and testimonies All young single adults should be encouraged to attend institute classes wheth
111. s Finance gt View Update Expenses Finances gt More gt Expenses gt View Update Expenses Export File gt Export F Fast Offerings Fast Offerings Add or Update Recipients Fast Offerings Recipient Report Finance gt Fast Offerings Select Recipient Report or Add Update Recipients Finance gt Fast Offerings gt Add Update Recipients Finance gt Fast Offerings gt Recipient Report Finances gt More gt Fast Offering Select Recipient Report or Add Update Recipients Finances gt More gt Fast Offering gt Add Update Recipients Finances gt More gt Fast Offering gt Recipient Report Finance Record Transaction Report File gt Finance Record Transaction Report Finance Reports Finance gt Finance Reports Select Donor Statements or Income and Expense Report Finances gt More gt Reports Reconcile Select Donor Statements or Income and Expense Report Frequently Asked Help gt Frequently Asked Questions Not Questions available in all languages G Geo Codes Membership gt Household Geo Codes Membership Records gt More gt View and Household Geo Codes Update gt More gt View and Update gt Household Geo Codes Help Help gt Help or press F1 High Priests Organizations gt High Priests Organizations gt High Priests Home and Visiting Teaching Organizations gt Select from HT Organization
112. s gt Other Callings Organizations gt More gt Bishopric Other Callings Callings gt Other Callings Cancel Record Membership gt Records gt Cancel Record Membership Records gt More gt View and Update gt More gt Other Record Changes gt Cancel Record Certificates Print Lists gt Forms Certificates gt Print Certificate Available certificates Baptism and Confirmation Child Blessing Deacon Ordination Teacher Ordination Priest Ordination Elder Ordination High Priest Ordination Reports Forms gt More gt Forms Certificates gt Print Certificate Available certificates Baptism and Confirmation Child Blessing Deacon Ordination Teacher Ordination Priest Ordination Elder Ordination High Priest Ordination Change Password Edit gt Change Password Unit Name gt Change Password Check for Updates Help gt Check for Updates Child Blessing Child Blessing Record Form Print Membership gt Ordinances gt Record Child Blessing Lists gt Forms Certificates gt Print Certificate Available certificates Baptism and Confirmation Child Blessing Deacon Ordination Teacher Ordination Priest Ordination Elder Ordination High Priest Ordination Membership Records gt Record Ordinances gt Child Blessing gt Record Child Blessing Reports Forms gt More gt Forms Certificates gt Print Certificate Available certificates Baptism and Confirmation Child Bless
113. s screen 3 Click either Member of Unit or Out of Unit Administrator An out of unit administrator is someone from the stake such as the stake technology specialist who can gain access to help fix problems in MLS 4 Inthe User Name field enter the user name for this member example John Jones Click Select to the right of the member field 6 Choose the member name from the list and click OK 7 Inthe New Password field have the member enter the password he or she will use to log in to MLS 8 In the Retype New Password field have the member enter again his or her new password 9 Click the check box next to the set of rights to MLS that this user will have e Admin Bishop and ward clerk e Finance Clerk assigned to finances bishopric members e Edit Membership clerk assigned to membership records Nn e View Membership Bishopric members e Organization Bishopric members auxiliary and quorum leaders and secretaries e View Recommends Bishopric members and ward clerk Edit Recommends lt Stake only Stake Stake presidency members stake clerk and assistant stake clerks assigned to activate or edit temple recommend information 10 Click Save Passwords Each MLS user should have his or her own password Do not assign generic or group passwords to be used by more than one person 24 A password is initially assigned by the MLS administrator when a user is added to the system see previous co
114. s A 18 Stake INCOME sigiri tals nasandiuabe cnsaeesase A 18 Tithing and Other Offering Amounts Are Confidential cici scndteccedenss si aad oiseaanies A 18 Tithing and Other Offerings Slips Problems isso scaetuagesaseatesavaveeseceda tose waeenins A 18 English approval 6 11 06763 Overview Duties of Stake and Ward Clerks The stake clerk and assistant stake clerk should become experts at using the Member and Leader Services MLS software and should ensure that ward and assistant ward clerks are trained to use the system The ward clerk should consult with the stake clerk if he has questions about MLS The stake clerk should contact Church headquarters if he needs additional information or help The stake clerk can request help by sending an MLS message to his service center Overview of MLS MLS is for use by unit leaders clerks auxiliary and quorum leaders and secretaries at both the ward and stake levels MLS allows users to e Record donations e Record payments for orders from the Church Online Store where available e Account for budgets income and expenses e Record changes to membership records e Move membership records from one ward to another e Print reports directories action lists and checks e Keep track of temple recommends e Record ordinances and print certificates e Organize callings and classes for auxiliaries and quorums e Create boundary realignment models for the stake e Print and transmit the Quarterly
115. s or her tithing status It gives the bishop an opportunity to discuss with families the principle of tithing encourage a generous fast offering and discuss other financial and spiritual matters There is a tithing settlement lesson for many languages on LDS org From the home page follow this path Menu gt Service gt Serving in the Church gt Melchizedek Priesthood gt Leader Resources gt Record Keeping and Auditing Training From this page first choose your language Then look for the lesson titled Tithing Settlement This lesson will take you through the steps of tithing settlement If the tithing settlement lesson is not available in your language you should receive instructions from your administrative office Tithing Status Definitions 1 Full Tithe Payer All donors whose tithing is one tenth of all their interest annually which is understood to mean income First Presidency Letter Mar 19 1970 see also D amp C 119 4 e Tithing status is normally the same for husband and wife who donate together It may be different if they donate separately e Converts baptized during the year who have paid a full tithe since baptism are full tithe payers e Full time missionaries serving from your ward are full tithe payers However missionaries should pay tithing on personal income beyond the amounts they receive for their support e Members entirely dependent upon Church welfare assistance are full tithe payers e
116. sidency should determine when ward missionary funds exceed reasonable ward or stake needs Any excess should be sent to the administrative office by check or by letter indicating the amount of excess by unit 3 Ifthere is a need to redistribute missionary funds within the stake it may be done one of three ways depending on the area Wards having excess missionary funds print a check and give it to the stake The stake then prints checks for wards needing additional missionary funds The stake sends a letter to the administrative office with the amount to redistribute and to whom Stakes enter a transfer in MLS Outstanding Checks Checks printed by the stake or ward that have not been cashed in a reasonable amount of time are called outstanding checks For checks that have been outstanding for six months or more do the following l Contact the payee to see why the check has not been cashed If the payee wants to 1 cash the check or 2 donate the check back to the Church print a replacement check for the payee Void the original check in MLS If the payee says the check is a duplicate payment made in error void the check If you cannot locate the payee void the check in MLS Units in the United States should see the step below If your stake or ward is in the United States you are subject to unclaimed property laws if you cannot find the payee Do not void the check Church headquarters will provide additional instructions by lette
117. sionary fund However Church leaders are not to solicit funds for any purpose including the support of missionaries outside the boundaries of their own Church units Each month the ward pays the administrative office the monthly amount for each missionary In some countries the administrative office automatically charges the ward checking account the monthly amount for each missionary Church headquarters distributes the money to missions as need The mission gives the missionary a monthly amount based on living costs in the mission area This may be less or more than the monthly amount deposited in the ward account This monthly procedure occurs 18 times for sister missionaries and 24 times for elders A 15 Note Full time missionary couples regardless of assignment full time single missionaries who are not serving proselyting missions and those on Church service missionary assignments are not affected by this equalized funding procedure These missionaries to the extent that they are able should pay their necessary expenses directly from their own personal resources and should not contribute the amounts for those expenses to the Church as missionary contributions To the extent that missionaries are unable to provide directly all of their own support they may be assisted from the ward missionary fund if funds are available The bishop may encourage and accept contributions from any other source within the ward to the ward missionary fun
118. ssing Boundary Realignment Moves Membership gt Boundary Realignment Membership Records gt More gt Moves gt Boundary Realignment B 2 To go to Using the MLS menu bar Using the MLS on screen links Boy Scouts Organizations gt Boy Scouts Organizations gt More gt Bishopric Other Callings gt Boy Scouts Budget Finance gt Budget Select View Edit Budget Finances gt More gt Budget Select View Edit Budget Report or Add Update Categories Budget Budget Report or Add Update Categories Budget Add or Update Categories Finance gt Budget gt Add Update Categories Finances gt More gt Budget gt Add Update Categories Budget Report Finance gt Budget gt Budget Report Finances gt More gt Budget gt Budget Report Budget View or Edit Budget Finance gt Budget gt View Edit Budget Finances gt More gt Budget gt View Edit Budget C Callings by Organization Callings Members with Callings Callings Members Organizations gt Reports gt Calling by Organization Organizations gt Reports gt Members with Callings Organizations gt Reports gt Members without Organizations gt More gt Reports gt Callings by Organization Organizations gt More gt Reports gt Members with Callings Organizations gt More gt Reports gt Members with Callings Callings without Callings Callings Other Organization
119. t More gt Donations gt Tithing Settlement gt Tithing Declarations gt Enter Tithing Declarations Tithing Declaration Report Tithing Enter Tithing Declarations Finance gt Tithing Settlement gt Print Reports gt Tithing Declaration Report Finance gt Tithing Settlement gt Tithing Declarations gt Enter Tithing Declarations Finances gt More gt Donations gt Tithing Settlement gt Print Reports gt Tithing Declaration Report Finances gt More gt Donations gt Tithing Settlement gt Tithing Declarations gt Enter Tithing Declarations Tithing Print Blank Tithing Statement Finance gt Tithing Settlement gt Tithing Statements gt Print Blank Statement Finances gt More gt Donations gt Tithing Settlement gt Tithing Statements gt Print Blank Statement Tithing Print Finance gt Tithing Settlement gt Tithing Finances gt More gt Donations gt Tithing Household Tithing Statements gt Print Household Statements Settlement gt Tithing Statements gt Print Statements Household Statements Tithing Print Finance gt Tithing Settlement gt Tithing Finances gt More gt Donations gt Tithing Individual Tithing Statements gt Print Individual Statements Settlement gt Tithing Statements gt Print Statements Individual Statements To go to Using the MLS menu bar Using the MLS on screen links Tithing Print Tithing Declaration Report
120. t System Options T Teachers Aaronic Priesthood Organizations gt Young Men gt Teachers Organizations gt More gt Young Men gt Teachers Telephone Directory Lists gt Telephone Directory or press Ctrl T Reports Forms gt Telephone Directory or press Ctrl T Temple Adult Members Not Endowed Temple Endowed without a Recommend Membership gt Temple Recommends gt Adult Members Not Endowed Membership gt Temple Recommends gt Endowed without a Recommend Membership Records gt More gt Temple Recommends gt More gt Adult Members Not Endowed Membership Records gt More gt Temple Recommends gt Endowed without a Recommend Temple Recommends Membership gt Temple Recommends Select from list Membership Records gt More gt Temple Recommends gt More Select from lisi Temple Record Temple Marriage Membership gt Ordinances gt Record Temple Marriage Membership Records gt Record Ordinances gt Marriage gt Record Temple Marriage Temporary Remove Temporary Records Membership gt Records gt Remove Temporary Records Membership Records gt More gt View and Update gt More gt Other Record Changes gt Remove Temporary Records Terminate Marriage Membership Records gt Record Ordinances gt Marriage gt Terminate Marriage Tithing Declaration Finance gt Tithing Settlement gt Tithing Declarations Finances g
121. the Melchizedek ordination but it should generally be the stake clerk The following instructions are for the ward clerk If the stake clerk is recording a Melchizedek Priesthood ordination see Stake Recording a Melchizedek Priesthood Ordination below Ward Recording a Melchizedek Priesthood Ordination 1 Onthe MLS menu bar click Membership Click Ordinances Click Record Priesthood Ordination 2 Type the name of the person receiving the ordination and press Enter or find the name on the list and click OK 3 Using information from the Aaronic Priesthood Ordination Record or the Melchizedek Priesthood Ordination Record select the priesthood office the member was ordained to Enter the date the ordination occurred 4 Ifthe person who performed the ordinance is a member of the ward click the magnifying glass icon and choose his name from the list that appears If not enter the information Click Save Click Close Click Save 6 A window will appear asking if you would like to print a certificate If you click Yes you will be able to print the certificate Nn Stake Recording a Melchizedek Priesthood Ordination 1 Onthe MLS menu bar click Membership Click Individual Record Select the name of the person who was ordained from the list and click OK 2 On the left side of the screen click Ordinances 3 In the Priesthood Ordinations area click Add Ordination 4 Using information from the Melchizede
122. the word More as a link Clicking More will take you to another screen of MLS links How the menu structure works There are three columns The left column contains a list of tasks you may want to look up The middle column contains the method for accessing the task by using the MLS menu bar The right column contains the method for accessing the task by using the MLS on screen links Look at the example below to see how this works The task you are looking for is Enter Expenses The middle column tells you that in the MLS main menu bar you need to click Finance In the drop down menu that appears click Enter Expenses The middle column also gives you a keyboard shortcut Ctrl E to access the screen for entering expenses The right column tells you that to use the MLS on screen links on the Finances panel you need to click Enter Expenses However you will be able to access tasks in MLS only if you have been given the rights If you cannot access a task and think you should be able to talk to your MLS administrator To go to Using the MLS menu bar Using the MLS on screen links Enter Expenses Finance gt Enter Expenses or press Ctrl E Finances gt Enter Expenses or press Ctrl E B 1 To go to Using the MLS menu bar Using the MLS on screen links A Abbreviated Directory Lists gt Abbreviated Directory Reports Forms gt Abbreviated Directory Action and Interview List Lists gt Ot
123. top payment e Replacement check number e Your name and daytime telephone number If the check was recorded in MLS adjust the check amount to zero To do this on the MLS drop down menu bar click Finance Click View Update Expenses In the reference number column click the check number When the Expense screen comes up with the details of the check click Void Click Continue and enter the reason for the adjustment such as Lost Check or Stolen Check Click OK Voiding a Check If a check has been printed but not given to the payee there is no need to request a stop payment if there is a problem with the check If the check is no longer needed for the purpose for which it was printed void the check in MLS as follows 1 Tear out and destroy the signature lines on the check 2 By hand print VOID on the check and any copies 3 File the voided check in numerical order with the other expense documents 4 Void the check in MLS To do this on the MLS drop down menu bar click Finance Click View Update Expenses In the reference number column click the check number When the Expense screen comes up with the details of the check click Void Click Continue and enter the reason for the adjustment as Check Never Issued Click OK A 11 Tithing Settlement Tithing settlement is an opportunity for each ward member to meet with the bishop to make sure his or her donation records are correct and to declare to the bishop hi
124. tricts that use temple recommends with a bar code If your stake does not use temple recommends with a bar code ignore these instructions Stakes that have temple recommends with a bar code follow these steps e The bishop or one of his counselors interviews the member and issues the recommend e After the stake presidency member interviews the member a copy of the recommend is scanned into MLS by the stake see procedure below Stake MLS Procedure for Activating Recommends 1 Onthe MLS menu bar click Membership Click Temple Recommends Click Activate Recommends 2 Find the name of the member who is on the recommend by scrolling or by using the Find Member in List field Next to the member s name click Activate 3 In the window that appears type the last four numbers of the membership record number as shown on the recommend 4 Scan the bar code to add the recommend number to MLS You can also type the number which is located just above the bar code 5 Click the arrows on the issue date field to choose the month and year the bishopric issued the recommend Click Continue 7 Check the information that appears in the window to make sure it is the same as the information on the recommend 8 Ifit is correct click Activate If it is not correct click Back and make corrections 9 When finished activating recommends go to the panel with the stake name and click Send Receive Changes Do not delay sending
125. uired by national and local laws for financial records The area office can tell you what this length of time is Do not discard or destroy records that may have historical value Contact the Church History Department about such records and they will decide the disposition of them Destroy other records that are no longer needed in such a way that they cannot be reconstructed A 17 Reimbursements Normally the stake president bishop and stake and ward leaders using stake or ward funds should 1 determine the amount needed 2 make sure the expense is approved by the stake president or bishop and 3 have the clerk prepare the check and get the proper signatures A receipt should be given to the clerk as proof of purchase When members seek reimbursement for items purchased with their own funds they should give the clerk or a member of the stake presidency or bishopric a receipt or invoice showing the amount and date of the purchase If a receipt or invoice is not available the member should make a full written explanation of the expense including the date The bishop or stake president should approve any reimbursement The clerk can then prepare a reimbursement check and get the proper signatures Stake Income The stake president gives income for the stake to a member of the stake presidency he in turn works with the clerk to make sure all funds are accounted for Stakes normally accept 1 surplus funds from the wards 2 funds for th
126. us cannot be used for members who have already been baptized and confirmed and cannot be put on a membership record until a person is age eight or older A 7 Organizations Organization positions and classes have standardized names in MLS You can add custom organizations and positions to the standard organizations On the MLS drop down menu bar click Organizations On the menu that drops down click the name of the organization wanted The Add Position links are available to add both standard positions and custom positions Prior Marriage Information Only the official record at the administrative office contains prior marriage information for members The record stored in MLS does not It has information only about a current or deceased spouse It will however indicate if a member is sealed to a prior spouse If you are creating a record for a convert include prior spouse information This is however usually done by the mission office Sensitive Information Certain information in MLS and on membership records is considered sensitive such as birth year of adults temple recommend status and sealing endowment and disciplinary information Under the direction of the bishop quorum and auxiliary leaders should receive only the information they need to fulfill their callings Software Changes In MLS software changes are made automatically when you send and receive changes You will receive a message that the software change has been
127. year end tax valid statement after the year ends Both kinds of statements can be printed from the same screen 1 On the MLS menu bar click Finance Click Finance Reports Click Donor Statements 2 Ifnecessary use the Fiscal Year field to select the appropriate year 3 Use the Type of Report field to select the report you want 4 To print a statement for everyone in the household click the By Household box so that a check mark appears 5 To select the donor statements to print click the box next to the name of each donor To select all donors click Select All 6 To print the statements click the Print button at the bottom of the screen Individual Ordinance Summaries IOS Members of the Church should not be given copies of their membership records However any member can be given a copy of his or her Individual Ordinance Summary IOS This document has most of the same information as the membership record including all ordinances performed and the date they were performed Members should be given a copy of their IOS once a year during tithing settlement so they may check the information for accuracy Any mistakes on the IOS should be reported to the ward clerk Members who want to register for the stake and ward websites will also need a copy of the IOS The member number and confirmation date are required to register Both of these are found on the IOS 1 On the MLS menu bar click Membership Click Print Re
128. zations gt Home and Visiting Teaching gt VT Organization gt Sisters Report Visiting Teaching Statistics Organizations gt VT Reporting gt VT Statistics Organizations gt Home and Visiting Teaching gt VT Reporting gt VT Statistics To go to Using the MLS menu bar Using the MLS on screen links W Ward Birthday List Lists gt Other Lists gt Birthday List Reports Forms gt More gt Lists gt Birthday List Ward Name Edit gt System Options gt Unit Unit Name Panel gt System Options gt Unit Y Young Men Organizations gt Young Men Select from list Organizations gt More gt Young Men Select from list Young Men Leaders Organizations gt Young Men gt Young Men Leaders Organizations gt More gt Young Men gt Young Men Leaders Young Women Young Women Leaders Organizations gt Young Women Select from list Organizations gt Young Women gt Young Women Leaders Organizations gt More gt Young Women Select from list Organizations gt More gt Young Men gt Young Men Leaders

Member and Leaders Services (MLS) Software Manual

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