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Personify User Manual

1. cceeeeeeeeeeeeeeseeeeeeeeeeeeees 72 Applying a 15 for 12 month Discount 72 Setting up the DISCOUNL c cece cee eee eee eeeeeeeeees 73 Applying PayMents cccccceeeeeeeeeeeeeeeeeeeenseeeeeteegaeees 74 Create a New Batth ccccccceeeeeeeeeeeeeeeeeeteeneeeas 74 Creating a Receipt for a Membership Order 75 APDIYMO PAYMON S errs tient irer A EE TTE 77 Create a New Batch ssssenesesesrersrrrrrrrrrrrrnrerrrrerne 77 Creating a Receipt for a Membership Order 78 WORKING WITH BATCHES ccctitenicea ii a a a 81 REVIEWING a BatCh cccceee cece eeeeeeeeeeeeeeeeeeenaaes 81 ClOSING A Date Nisrin a uGaweraiias 81 Finalize Post or Delete a batch ccceceeeee ees 82 INFOJ Meiden enie e EE ATS 83 FAQ Partial PayMent cccccceseeeeeeeeeeeeeeeeeeeneeeeeeeenas 84 Generating Invoices W Ord660 ccccee cece ee eeeeeeeeeeeeees 88 Generate an Invoice from the Order Entry screen 93 Pearl Lewis Training Manager Associated Builders and Contractor s 440 First ST NW Washington DC 20001 Phone 202 595 1890 fn g YABC Associated Bulldars and Contractors bna Viewing a Constituent s Contact Information You can change the contact information for the customer such as phone numbers email addresses and web pages You can also add non primary contact information and specify whether the added information should be included
2. Associated Bulldears and Contractors bmo Printing Badges 1 From the Home Page click Run an Online report from the 2 Search for MTG9004 or MTG9005 3 The report parameters gives you the option to select the meeting and whether you want a logo on the badge Operational Report Report MTGSOOS Meeting Badge Report Avery 5392 Heip Text This Meeting Badge Report is intended to be used with Avery 6392 Label 2 Across 3 Down a Generic Chooser Generic Chooser Find by PRODUCTO Find by LONG_NAME CV Dinner Meeting 2 13 13 CV First Aid amp CPR 1 25 13 CV First Aid amp CPR 1 31 13 CV First Aid amp CPR 10 30 12 CV First Aid amp CPR 11 08 12 Parameter Help 922 CV First Aid amp CPR 11 19 12 Parameter Heip Text Select Base GenenicChooserSQL Printing Rosters amp Sign in Sheet 1 From Home Page click Find a Meeting Product 2 From the Subsystem Specific task category click Meeting Registrants 3 Click Print Roster or Event Sign In Options C Proforma Registrant Active Registrant Waitlist Registrant C Cancellation Show All Badges Print Roster Summary Detail Print Roster Event Sign In Select All Unselect All X Note the default view for attendees are Active Registrant to view attendees in proforma status click Proforma Registrants Marking Attendance Once the meeting is over you can mark attendance for all attendees 1 From Home Page click Find a Product 2 Click Subsyst
3. MTG1202C Registrant Order Details by Company Employer MTG1203C Meeting Roster by Registration Rate Company Internal 31 Meeting Roste legistratic ate Registran ernal i r m m l MTG1204CE Meeting Roster by Member Class Company External MTG1204Cl Meeting Roster by Member Class Company Internal MTG1204PI Meetin r by Member Cl istrant Internal MTG1205CE Meeting Roster by Bill Customer Company Registrant External i ill m m i MTG1210C Meetin ion Roster t mpany Internal MTG1210P Meeting Session Roster by Status lat ed TG1214P Meeting Registrant List by Geographic Location 2 Ta y i nanan by Da March 2014 Pearl Lewis User Manual docx Create a Membership Order A customer can have multiple orders such as a membership order and a meeting registration Orders will have a status of Active or Proforma e Proforma No financials will be associated with the order The customer has indicated intent to purchase but no commitment Is associated with this action e Active Financials will be associated with the order The customer has indicated a firm commitment to purchasing the product 1 First locate the customer you d like to place the order for and then click Order from the Screen Task bar Command URL URL i Screen Tasks ax What do you want to do a Benchmark Construction Co Inc Relationships 223 WORK Quick Create R ID C31589 Primary Contac
4. a based ecap types referenced by specific orders and ange Selected Order Order Number 1000066711 Bill to Scope of the Refund pn C Refund and Cancel pts Referenced Cancel Only Order Line Item Balance Information invoiced Paid Adjustments Already Refunded Order Balance Revenue Proration Effective Date 1 31 2012 Reason Code Base FAROO3a C From the Scope of the Refund section select the Cancel Only radio button Customer Ms Victoria D Harker Order Date 11 2 2010 Invoice Currency Cancel Only C Returns USD Receipt Analysis 120 00 120 00 120 00 Recognized for Service NONE X 0 00 0 00 Tax 0 00 0 00 Optional Cancellation Fee 0 00 0 00 W Write off the Balance 0 00 Final Balance 120 00 Cancellation Comments Adjustment to order Order No 1000066711 Line No Process Close On the Receipts Referenced tab highlight the appropriate receipt On the Cancel Only tab select the Revenue Proration Effective Date Select the Reason Code from the drop down and enter Cancellation Comments If you check the Write off the Balance checkbox then enter the amount of the write off in the text box If necessary enter any Canc Click Process The Cancellation and Refunds screen closes and the status of the ellation Comments exhibition order line changes to Cancelled March 2014 Pearl Lewis User Manual docx 61 Meeting Reports ABC Below are meeting reports c
5. Associated Builders and Contractors Inc ASSOCIATED BUILDERS AND CONTRACTORS INC Training Department Table of Contents Contents Viewing a Constituent s Contact Information 008 4 Customers OVEFVICW cc ccc cececse esse cece ee eeeeeeeeeeeeeetteneennenengs 4 Navigating CRM360 ccc ec ee cece cece eeeeeeeeeeeeeseaeeneeaes 4 Teen haSk Se a E TAN E rie 4 Search Based Screens ssserererrererrrrrrerrrrerrrrrrre 5 Screen Elements c cece eee ceeeeeeeeeeeeeeeeeeeeneneeeneeegs 6 Constituent s Involvement nersini 6 Latest nteractiONS cccce cece ee eeeeeeeeeeeeeeeeeeeneaaes 7 QUICK Create cccccccc cece cece cece eeseeeeeeeeeeeteneeaaennengs 8 Financial Cat ieninecrycciansnrniees aire EA 8 Background INfOrMatiONn cccccceeeeeeeeeeeeeeeeeeeeees 8 Relationships ccc cece ce cees esse eeeeeeeeeeseeeeeeeeeeteasenags 9 Constituent Preferences ccceeeeeeeeeeeeeeeeseeeeeenes 9 Involvement History c cece cece cece eeeeeeeeeeeeeeeeeees 10 REPOS en cacencmece pet tesnaneeesrswenesestcunenoesancdorepacesanent 10 PING a CU ONNE anrr EE EEE 11 Add a New Company ssssesssssrsrerrrrererrrrerrrrerrrrerrrerrrrens 12 Add a New Subsidiary nareiisiserirre cits 13 Add Company Demographics sssesererrererrrrererrrrerrrrrrere 15 Add Trade Codes AQC Work Type etc 5 15 Viewing Changing Additional Demographics 16 Relating Mem
6. C 2013 BILLIARDS amp BOWLIN Description 2013 Golf Sponsorships List Code Coupon i a rs acy rehire Rate Structure List Price v RateCode BARSPONSOR w Key Code Contract ID 9 2013 SILVER 2013 Silver S C 6 27 13 BAY BREEZER 6 27 Order Detail 9 19 13 EIC 9 19 13 Excelle Proc escriptic Ob Pric t D Shir __ APPRECIATION12 2012 Me C BB DEL_EL Bay Breezer C CHAPSTRATPLAN Chapter CLAY SHOOT 2013 GOLF 2013Golf Sponsorships 1 250 00 0 00 0 00 250 00 Active PA Ng March 2014 Pearl Lewis User Manual docx IBC Associoted Bulldears and Contractors bno Processing a Simple Meeting Registration Process Simple Registrations A simple meeting refers to a meeting product that contains no breakout sessions or social events The simple meeting registration functionality allows you to register a customer for a simple meeting including payment information all on one simple screen 1 From Meeting Central click Process Simple Registrations Simple Meeting Registration for Pearl Lewis Simple Meeting Registration ng BizGon 2014 Coupon Market Code Order Mo 1000827914 Registrant BUSINESS Pearl Lewis Training Manager ABC National 4250 North Fairfax Drive Oth Flare Payment Information Create New Receipt Receipt Information Receipt Type Gheck Number Payor Previous Cancel Discount Amount PO Number Print Acknowledgement Location St
7. Cancel an Onder Quantity 1 Unit Price 80 00 Market Code Discount gt Request a Refund lt 2013 First Aid 1 List Code Coupon b Pret invoice Rate Structure List Price vi RateCode individual vi Key Code Contract IO o gt Print Acknowledgement Order Detail gt Soles Reps and Commissions gt Maintain Advertising Controc Comments gt 2013 TRI FIRST AID 9 18 2013 First Ai 2013CLT SAFETY CON OCT 2013 Safe i 95 00 0 00 0 00 Work with Line Items gt Adjust the Price Product Total 175 00 Total Discount Dw Order Total 176 00 gt Cancel an item Total Tax 0 00 Total Shipping 30 00 Order Balance 176 00 T aea A Discoun 0 00 Order Coicatan ORD660_B Generate an Acknowledgement from the Advanced Job Parameter March 2014 Pearl Lewis User Manual docx Define Advance Filter 2013 TRI FIRST AID 9 18 Original Order No Package Flag Passwore Pav Frenuency Code Advance Filter Job Submission TRS Job Submission User Setups Setup Parameters Application ORD660 Start job on ORD660_A ORD660_A Invoices for All Activ DT ORD680_D Job Priority f 100 ORD660_5 Acknowledgement LetterforasS ORD660_C Re Print Invoices Job Comments Re Print Acknowledgement Letters gt ORD660_D Re Print Acknowledgement Let ORD660_E ORD660_Eto process specificls Fun Jobin ay QUEUE Pinte Job Parameters JobParameters AdvancedJobParameter Output Files Filter Criteria order_detaillparent_produ
8. Order Number 1000346437 ian Daig 3 16 2014 Currency United Sta Coy s Active Additional Order Information Identify Products Here Product Code DINNER MEETING Job Parameters JobParameters AdvancedJobParameter Output Files rormat INV Mode EDIT ALL Reprint from Order No 1000346436 Reprint upto Order No 1000346436 Aisi Ra Fass Mant las Mata es Job Parameter Help Parameter Help Text Enter a valid order no like 1000000099 This order no will be used in RE PRINT mode to select all orders between fr this order no ORD660_B Generate an Acknowledgement from the Order Entry Screen This process let you run an acknowledgement also known as a confirmation as long as an order has a line status of Proforma you can print acknowledgements These are considers quotes and not an actual invoice 85 8 3 x Order Entry 000019796234 Lewis Blackwood What do you want to do move i ite Rie quer ocity He Rate aj Step 1 Order Products Step 2 Shipping Information Qep 3 Payment information Work with Orders 2 Order Information Order Number 1000347239 Opsert PEDT Rate Structure List Price X Change BilHo Customer Currency United States de Order Stans Proforma Stans Ome 3162014 gt Change Ship to Customer Additional Order Information i Lock In Foreign Currency Identify Products Here gt Show Financial Analysis Product Code 2013 TRI FIRST AID 9 18 Addaline Rem AddaSub Line Rem Delete a Line
9. Accessing the Meetings Central Launch Screen aeee 48 Processing Standard Registration cceeeeeeeees 49 Processing a Simple Meeting Registration 50 Processing a Group Meeting Registration 51 Manage Meeting Committees cece cece eee eee e ees 54 PANUNG BAGDGCS 4 cisterremetatewepianieed a ar 56 Printing Rosters amp Sign in Sheet ssssssererererrerrrrrrrrrrre 56 Marking Attendance ccccccccccsneeseeeeeeeeeeeeeeeuneeeeeeeenas 56 Check Attendance Figures sssssererrerererrererrrrrrerrrrrrerre 57 Updating the Attendance for a Meeting or Session 58 Creating a Receipt for a Meeting Product Order 59 Cancelling a Meeting Order without a Refund 65 61 Meeting Reports ABC ari eiea a a A N 62 Meeting Reports Personi y aiarra aaa 62 Create a Membership Order aacricnersa ricina aa 63 ADDIVING PIVMEN Sana a a a a a 64 Create a New Battch ccceecccseeeeeeeeeeeteeeeeteeueeeas 64 Creating a Receipt for a Membership Order 65 Working With OF Ger Sieve cine iieniiees a a a eine 69 Searching for Existing Ordelrs cceee eee eeeeeeeees 69 Renewing Orders for Second Ye al cceeeeeeeeeeeees 69 MOGIIY Order S ia aaa baci a prensa eee em retaniauaranes 70 Change Category UP DOWN cccc cece eee ee ee ees 70 Dropping a MEMbEL c cece cecee cece ee eeeeeeeeeeeaaes 72 Non Member Pricing
10. Do not active order unless fully paid from the Short Pay drop down menu v GL Accounts should be set to pay priority 99 Short Pay Create Receivable X I Default Rate Ship Via v V Web Enabled Rate Agency Discount 0 0000 V Default Web Rate Sales Commission 0 0000 Waive Shipping V Prorate Amount Rate CodeExtensions Note If payment doesn t meet national s full payment order will not activate and will not be picked up by ABC200 Once full payment is received order activates and will be picked up by ABC200 Voluntary Products V Select ADJUST Accept Whatever is Paid from the Short Pay drop down menu v GL Accounts should be set to pay priority 100 this payment is last March 2014 Pearl Lewis User Manual docx 83 FAQ Partial Payments Q How do apply partial payment to an entire order A Receipt Entry screen allows you to apply a partial payment to an order and even select which lines to pay ELT AROE Persy oss Advertising Meeting Central Order Processing Customers Products S AgeE Accounting Batch Customer Order Transaction Receipts Refund Lockbox Accounting Central Control inancial Analysis Analysis Control v Setup 7 1 Click the Accounting menu and select Receipt Entry 2 From the Receipt Entry screen enter the amount to be applied in the Receipt Amount field 3 Highlight the line item to apply the amount click
11. Future m changes to use filters GENERAL General in Date SPECIALTY Specialty Search Ca Y End Date SUPPLIER Supplier Demographics __ Sub Demographics Comments TRADES 1016 TRADES 1025 TRADES 1030 TRAINING SPONSOR AQC YES WORKTYPE GENERAL PROFILE PROFILE TRADES_2012 0135 13 19 TRADES _2012 00 72 16 Q Viewing Changing Additional Demographics From the Background Information task category in CRM360 click Demographics To view Constituent Class Constituent Status Member Original Join Date and Volume Add or View Join Original Date Acoustic Solutions ID C19590486 Primary Contact Jones Edward Primary Contact Email SOMETHING TMARESOURCES COM mW eg lt lt Main Page Company Information Constituent Class Company Preferred Currency Constituent Status Active Staff Range Status Date 12 2 2013 Tax Information Federal Tax ID Revenue Range Gift Recognition Mark all gifts as anonymous Acknowledge Gifts as Acoustic Solutions Original Join Date 11 26 1992 Control Flags Exclude from Dupli Bill Me Options for Web Orders Allow Advocacy March 2014 Pearl Lewis User Manual docx 16 Add or View Volume Volume Information National Min Vol 50000000 Chapter Min Vol 25000000 National Max Vol 100000000 Chapter Max Vol 99000000 National Vol Descr 50to 100 Million Contractor Chapter Vol Descr Qver 250 Million Contractor Relating Members to a Chapter Br
12. Group Meeting Registration for ABC National lt Step 1 Selecta Meeting Step 2 Select Sessions Step 3 Review Registration Step 4 Payment Information Meeting Registration Large Meeting Order No 1000322916 Bill To ABC National Location Start 2 11 2014 End 2 12 2014 Order level Codes Key Code Market Code List Code Identify the Group Committee Employer C Family pects Select members tobe registered Select All Clear All SOINS Voges Val ATIG UVIDU Y Freese Doug 04 14 2010 EMPLOYER Y Fritz Gerry 08 21 2007 EMPLOYER Y Glavin Mike 09 09 2011 EMPLOYER Gonzalez Livvy 05 17 2005 EMPLOYER Greenham Linda 08 21 2007 EMPLOYER Hinton Steve 06 30 2004 EMPLOYER Howell Rosita 08 21 2007 EMPLOYER Y Huber Jen 08 21 2007 EMPLOYER Ismail Leila 08 27 2007 EMPLOYER Previous Cancel Select Sessions 2 Search for and select the appropriate customer The Group Meeting Registration screen displays with the Order Number Bill To information and all members within the group listed as shown in the screen to the right 3 Ifnecessary modify the Bill To information by clicking the respective link 4 Click the Meeting link March 2014 Pearl Lewis User Manual docx ABC Associoted Bulldears and Contractors bmo A Product Chooser search screen displays i Search for and select the appropriate meeting 6 Ifnecessary click the Key Code Market Code and or List Code to search and select the ap
13. amp SABC Do Not Solicit by Email Allow Solicitation by Email Do Not Solicit by Fax Allow Solicitation by Fax Do Not Allow System Notifications The system does not display any visual representation Indicates that the constituent does not want to receive internal emails from the organization The system does not warn or prevent you from sending an email if this option is selected It is the discretion of the user as to whether or not they will send an email If this option is selected Do Not Solicit will display in red text to the right of the Email communication method as shown below vy Email Do Not Solicit Primary janesmith me com Edit Personal Once selected the Allow Solicitation by Email option described below will display in the wrench menu to reverse the selection If the Do Not Solicit by Email option described above is selected this option now displays in the wrench menu Selecting this option will remove the Do Not Solicit text to the right of the Email communication method Indicates that the constituent does not want to receive commercial faxes When this option is selected no faxed communications will be sent to this constituent regardless of whether it is considered a promotional solicitation If this option is selected Do Not Solicit will display in red text to the right of the Fax communication method as shown below y Fax Do Not Solicit
14. entering and maintaining constituent data The Main Page link on each page allows you to quickly return to the overview screen in CRM360 Screen Tasks Once you have opened a constituent record in CRM360 you can seamlessly access all constituent related data using the Screen Tasks navigation menu highlighted below Each task group can be expanded and collapsed by clicking the up and down arrow buttons as shown below March 2014 Pearl Lewis User Manual docx Screen Tasks What da vai want ta da Quick Create Order gt Donation gt Contact Tracking gt Constituent at Same Address gt Alert Financial Data Order and Donation History gt Financial Analysis gt Credit Limits gt Dues Basis gt Credit Card Information gt Tax Exempt Info gt Show Orders System Wide Background Information Relationships Constituent Preferences a aaa y wA D Never Upd Overview Balance Due C Spending YTD Score YTDiJa Web Credential sai Belongs to This G Chapter Latest Interac Activities iew All CR 08 12 2013 Additionally right click anywhere in the Screen Tasks menu to display the options to Expand All or Collapse All task groups What do you want to do Quick Create gt Order gt Donation gt Activity ____ Expand All Collapse All gt Constituent at Same Address gt Alert Each section in the Screen Tasks menu is referr
15. or committee who pays for the order who may not necessarily be the customer o Enter any Comments as necessary 20 If a credit card was selected as the Receipt Type enter payment information in the Credit Card Information section highlighted below Order Entry 000000005822 Johnson smith ou20 R Step 1 Order Products Step 2 Shipping Information Step 3 Payment Information Create New Receipt Transfer Credit Balance Receipt Information Receipt Type v Amount 0 00 Currency United States Dc v Check Number PO Number Exchange Rate 1 0000000 Payor 000000005822 0 Johnson Smith Comments Receipt AE Credit Card Information Credit Card Issuer Security Number Start Date Expiration Request ID Authorization Address On Credit Card Retrieve Credit Card of Record Name on Credit Card Johnson Smith Make this Credit Card of Record Credit Card Address 1919 Gallows Rd Ste 400 Vienna 22182 4038 Country Code USA Print Acknowledgement Print Invoice Previous Save 21 Verify that the appropriate credit card is selected as the Receipt Type in the Receipt Information section above Note Alternatively if credit card information is on file for the customer click Retrieve Credit Card of Record to automatically populate the appropriate information l Enter the Credit Card number m Enter the Issuer Enter the Security Number This number is typically three digits and is located on the back of
16. 1 000000 Receipt Type CHECKS v Credit Card Information Receipt Amount 4 725 00 Credit Card Number Name Automatically Apply to Order Security Number Address Deposit 0 00 Expiration J Deferred 0 00 Issuer Number 0 Begin Date Country Code Unapplied 4 725 00 Authorization Manual Auth Retrieve Credit Card of Record Check Number Authorize CreditCard Manual Authorize Make this Credit Card of Record PO Number Comments Receipt CHECKS Show Open Orders 7 Show Order Lines With Zero Balance Include lines with Write Off Add Delete Apply samy gt We gt 1000319522 1 CVNEC Update6 20 1 George Norr 70 00 0 00 0 00 70 00 P March 2014 Pearl Lewis User Manual docx S4BC Associoted Bullde rectors and Cont ore bna Generating Invoices w Ord660 ORD660 is a batch process that generates invoices and acknowledgement letters either individually from the Order Entry screen or in a batch The ORD660 report now prints a confirmation letter for meeting attendants ORD660 includes multiple setup options Job Parameters JobParameters Advanced JobParameter ORD660_A Generates invoices for all active orders ORD660_B Generates acknowledgement letters for a specific meeting ORD660_C Reprints invoices ORD660_D Reprints acknowledgement letters ORD660_E Processes specific issues TRS Job Submission User Setups Setup Parameters Application ORD660 Start job
17. 757 512 5450 Business ID C19493881 Re Turner Construction Co t 222 Central Park Ave Ste 1010 Prima y Contate TT Virginia Beach VA 23462 Primary Contact Email jijohnson tcco com Edit Relationship Detail Turner Construction Co This Constituent Turner Construction Co Name Last First tructi Type of Relationship irst Turner Construction Co Is Related as a n PARENT Role Begin Date 10 6 2006 Comments End Date X If the Subsidiary ends membership enter an End Date Add Company Demographics Add Trade Codes AQC Work Type etc 1 From constituents CRM screen click List under Constituent Preferences task category 2 Below the Filter area you will find all demographics on your customer 3 Highlight a demographic and view additional information from the right side under List Details 4 The Sub Demographics will list the CSI code for the trade March 2014 Pearl Lewis User Manual docx Mm 15 amp x Benchmark Construction Co Inc Relationships 225 Constituent Class Company ID C31589 WORK 717 626 9559 Business Primary ct Wil Cliff Benchmark Construction Co z pope Inc Primary Contact Email SOMETHING TMARESOURCES COM PO Box 806 damihan Lind 2 Brownstown PA 17508 lt lt Main Page Lists niar Lists Details Demographics b Demographics Work Type Sub Demographics z Current Vv Note dan D ceded or edhed record s axsts Gave ee
18. Apply Receipt Entry Receipt Entry Receipt BEFORE partial payment Receipt AFTER partial payment Bu To The Anderson Co LLC Bach 2014010001 Batch Type Direct Posting Batch Gill To The Anderson Co UC Baton 2014010901 Baich Type Direct Posting Batch Baich Status Editing Balance 7 506 00 Receipt ember 45306 Batch Status Eciting Balance 7 506 00 Paves The Anderson Co LLC Trassie Credit Balance Currency United Ratesd X Rate 1 000000 Emor The Anderson Co ULC Transfer Credit Balance Currency Uaited Statesd X Rate 1 000000 Receipt Type CHECKS Credit Card Information Receipt Type Credit Card Information Receipt Amount Credit Card Number Name Receipt Amount Credit Card Number Name Secerity Number Security Number Address Expiration E issuer Number 0 Begin Date J Cany Code Authorization T Manusi Auth Retrieve Creda Card of Record f Expiration issver Number 0 Begin Oste Couty Code I Manual Auth Retrieve Credit Card of Record Check Number asthonze Creda Card Mangal Asthonze Make Utes Cred Card of Record Make thes Creda Card of Record PO Number Comments Receipt CHECKS Stew Onen Orders I Show Orcer Lines With Zero Balance include lines with Write Of Ade Delete Apply 100032366 1 VIRGINIA Chapter Coatractor MemberC The Anderso 3795 00 0 00 0 00 3795 00 P 100032366 3 VIRGINIA Free Enterprise Allisnce0i Je The Anderso 150 00 0 00 0 00 150 00 P 100032366 4 VIRGINIA ABC VA PAC Ol Jan 2014to3 The And
19. Bulldears and Contractors bmo Introduction Setting up meetings involves setting up a facility a meeting and one or more events or break out sessions associated to the meeting A meeting can range from a single day course to a large multi day annual meeting with hundreds of break out sessions Creating a Meeting Define Meetings Sessions Badges For a master meeting product the Product Code and Parent Product values are the same To relate a session to the master meeting product select the Parent Product of the master meeting The related sessions are then defined by the Product Code 1 From Home Page select Add a New Product 2 Click Meetings as shown below Ms Exhibitions Product Maintenance Memberships Meetings Subscriptions opi sates Room a Products a Here Rental Products eee a 25 3 g ae lt 2 Digital Products Advertising Miscellaneous Packages aes Products Products oS y os mi Vv wW X YOU CAN ALSO START IN MEETING CENTRAL AND CLICK DEFINE MEETINGS CREATE A NEW PRODUCT 3 The General Setup screen displays as shown below March 2014 Pearl Lewis User Manual docx 42 fc Associated Bulldars and Contractors bno A Sot S Product Maintenance General Setup Parent Product Product Code Product Name MEET THE GENERALS 3 27 1 MEET THE GENERALS 3 27 1 Meet the Generals 3 27 2013 General Product Setup Subsystem Meeting Subsystem Options sa re V Mast
20. INDIV Owner Keystone Chapter Design For Function NON MEMBER Williams Anthony 000019440174 Harrisburg PA INDIV Keystone Chapter PA Senate Democra NON MEMBER Williams Anthgs 000019449504 Mou PA Ng First Aid Team aione Geapter Greiner Industries f EMBER March 2014 Pearl Lewis User Manual docx Add a New Company 1 From the Page Home click Add a New Customer 2 Select the Company radio button 3 Complete Step 1 Constituent Info Select a Customer Class such as Sponsor Prospect Vendor etc Create New Constituent gt GI1a109 i0 Cor Individual Company Step 1 Constituent Info Step 2 Contact Info Step 3 Special Mfo Step 4 Shared Addresses Constituent vy Address Type Work x Constituent ID 000019862178 0 Constituent Class Name Company Name X Customer Class is used ONLY for reporting purposes it does not function as your Status field did in Access 4 Enter the new company s address 5 Click Next to complete Step 2 Contact Information C Individual Company Step 1 Customer Info Step 2 Contact Info Step 3 Special Info Primary Contact Information Location Country Code Phone Business wai 1 v Cell Business zaj 1 v Fax Business vij 1 y Email Business Y lewis abc org Web Business i www abc org gt Additional Non Primary Contact Methods Type Location v v Delgi omments 6 Click Next twice to complete Step 3 Shared Addresses Shared addresses enable you to add all employ
21. New Receipt Order Total Receipt Information Receipt Type Amount Currency Check Number PO Number Exchange Rate Payor Enter Payment G A Direct Posting or Deferred Posting batch is required to enter payments in this screen Do you want to open a batch for edit De 15 If a batch is not already opened you are prompted to open a batch for edit March 2014 Pearl Lewis User Manual docx 53 17 Click Create New Receipt 18 Enter the appropriate payment information 19 Click Save Manage Meeting Committees Manage Meeting Committees The Manage Meeting Committees displays committee central search screen From here you can pull up a committee and click Register Members for a Meeting from the Common Tasks pane Screen Tasks 4 X Committee Central PAC Holiday Committee What do you want to do ID 000019592496 0 gt Create new email al Committee Members Committee Details Demographics Filters Common Tasks Current Past Future Custom Start Date Range Maintain Committee Membership Add New Member Delete this Member Edit this Memb Email the Committee Members Maintain Meeting Minutes Gremillion Michad Member Active Change Contact Information O Williams Mark Member Active _ Robles Stuart Member Active y Mitchell Rhonda Chairman Active Committee Maintenance Mabile Brandon Member Active ight Dayid Member A chiy e Committee Meeting Registration Sea
22. Step 3 Payment Information tab 16 If a batch is not currently open you are prompted to open a batch for processing Click Yes and select the batch from the list 17 Click Create New Receipt 18 From the Receipt Information section highlighted below enter the appropriate information Order Entry 000000005822 Johnson Smith oa2On Step 1 Order Products Step 2 Shipping Information Step 3 Payment Information Receipt Information Receipt Type American Express z Amount 0 00 Currency United States Dc v Check Number PO Number Exchange Rate 1 0000000 Payor 000000005822 0 Johnson Smith Comments Receipt AE Credit Card Information Credit Card Issuer 0 Security Number Start Date Expiration Request ID Authorization Address On Credit Card Name on Credit Card Johnson Smith Credit Card Address 1919 Gallows Rd Ste 400 Vienna VA 22182 4038 Country Code USA Print Acknowledgement Print Invoice Previous Save 19 Select the Receipt Type from the drop down k The Amount defaults to the Order Balance Change this if necessary l Ifyou selected Check enter the Check Number m If you selected Check or Cash enter the PO Number If the Payor is different from the bill to customer click the link and search fora payor D March 2014 Pearl Lewis User Manual docx 78 fan S4BC Associoted Bulldars and Contractors bno The payor ts the individual customer company
23. as shown below March 2014 Pearl Lewis User Manual docx 18 SABC al Individual Name Edit Individual Name Edit Formatted Label Name Rick Miller Name Components Base Salutation Type Salutation Default Alias Search Name Alias Code Search Name Miller Rick 3 Include Profile in Print Directory M Include Profile in Web Mobile Directory Prefix Credentials First Name Description Middle Name Nickname Rick Last Name Miller Formal Salutation Rick Miller Suffix Informal Salutation Rick Reset Salutations Standard Salutations Add Delete Salutation Detail Salutation Type Family Family Family of Rick Miller Salutation Family of Rick Miller Formal Rick Miller Y Default Informal Rick Add Delete Alias Details Miller Rick Alias Cancel CUSO03INameDetails i Audit Info 1 From the Standard Salutations section perform the following d b C d Click Add Select the Salutation Type from the drop down menu Enter the Salutation name to be used on mailings invoices and notifications Check the Default checkbox if this is the default salutation to be used on all mailings invoices and notifications Click Save x Only one salutation can be selected as the default The salutation options include the following Formal Spouse If a spouse has been defined for the constituent in the Spouse First Name field on the This salutation is created autom
24. communication record on the Contact Information screen as highlighted below y Phone Preferred X Business 555 783 2657 Edit Primary A Personal Mobile 555 239 8789 Edit Primary Home 555 435 6545 Edit On Do Not Call Registry Additionally the Do Not Call icon will display to the right of the selected phone number in the constituent s header as shown below Add to Do Not Constituent Class Individual 123 456 7890 mobile 555 555 5555 Home Preferred ismith abccorp com www jsmith com Edit Contact Info Call Registry Currently Personify does NOT prevent you from adding a primary or preferred communication method to the Do Not Call Registry To remove a communication record for the do not call list click the Edit link and uncheck the Do Not Call checkbox Doing so will also remove the Do Not Call Date De When selected Inactive will display to the right of the communication March 2014 Pearl Lewis User Manual docx 32 Associoted Bullde nirectors and Cont View History Mark as Primary ina record on the Contact Information screen as highlighted below y Phone Business 555 783 2657 lt Edit Primary Home 555 435 6545 amp Edit Personal Mobile 555 239 8789 Edit By default inactive records will NOT display when you access a constituent However you can display inactive records by selecting Include Inactive Records from th
25. for and click Create Transcripts You can create a transcript record for a Registrants a product education record must be defined and the Transcript Created checkbox must be unchecked b Attendees where the Attendance checkbox is unchecked c No Shows to the meeting 7 Click Save Creating a Receipt for a Meeting Product Order Once a meeting product s has been added to the order and shipping information has been defined where necessary a receipt for the order should be created If a batch is not currently open you are prompted to open a batch for processing Click Yes and select the batch from the list 1 Access the Step 3 Payment Information tab IF A BATCH IS NOT CURRENTLY OPEN YOU ARE PROMPTED TO OPEN A BATCH FOR PROCESSING CLICK YES AND SELECT THE BATCH FROM THE LIST 2 Click Create New Receipt X If applicable click Transfer Credit Balance to view any unapplied receipts or credit balances for the bill to customer and apply the amount s available to the order Only posted receipts will display 3 From the Receipt Information section highlighted below enter the appropriate information Order Entry 000000005822 Jonnson Smith SH F7R Step 1 Order Products Step 2 Shipping Information Step 3 Payment Information Receipt Information Receipt Type X Amount Currency United States Dc Check Number PO Number Exchange Rate 71 0000000 Payor 000000008822 0 Johnson Smith Comments R
26. in the directory Customers Overview In Personify there are four types of constituents Individual 1 Company C Committee T Subgroup S These make up the different types of constituents that you can add to the Personify database Personify offers a variety of ways to view constituents including e CRM360 The new CRM360 will serve as your one stop shop for all essential customer data that is easy to update and maintain including Financial Data Background Information Relationships Preferences and Involvement History e Customer Central The Customer Central screen is centered on inter connected functions used to manage information concerning individuals companies subgroups and committees A unique customer number assigned to each record aggregates all other information in the system e Committee Central The Committee Central screen is a general setup application that displays information specific to committees You can define the committee by name class structure status and various related details Personify maintains a single central customer table that stores virtually unlimited information on all who do business with the association A unique customer number assigned to each record aggregates all other information in the system When a record is retrieved all information about the committee displays Navigating CRM360 Using the various options available in the Screen Tasks menu you can access multiple pages for
27. modify begin and end dates 1 Select each line items right click and choose Transfer March 2014 Pearl Lewis User Manual docx Order Detail Pr ct Code cript ric Delete CONTRACTOR_6 CHES Chapter Contr 1 1 210 00 Cancel CONTRACTOR_6_NATL CHES National 1 420 00 0 00 0 00 420 00 en Make Active Suspend Order Summary Terminate At End Product Total 1 630 00 Total Discount 0 00 Order Total 1 6 Transfer Total Tax 0 00 Total Shipping 0 00 Order Balance 1 6 Show Full Line Item Detail Agency Discount 0 00 l Defer Order Calculations Recalculate Discount OnIny Lines i CalculateDiscougts and Shipping i Previous Next Save Cancel 2 Click the Product Code link and choose the category you re transferring UP or DOWN to Transfer Information Order Number 1000321604 Parent Product Choose Product Search Parameters Subsystem Membership Subsystem Parent Product Product Code Product Name 4 record s found Export Search Results Excel Mail Merge AA csv 7 Jare CO a rc et Code gt et Name C MBR Chapter Contractor Member CHAPTER CONTRACTOR_4_NEW Chapter Contractor Member CHAPTER CONTRACTOR_4_NATL National ContractorMember NATIONAL CONTRACTOR_4_NEW_NATL National Contractor Member NATIONAL 3 The newly added category lines will show a Line status of Proforma and a Fulfill Status of Active The previous line items are zero dollars with a Fulfill Status of Transfe
28. on v psa ere a SE j LORD660_A ORD660_A Invoicesfor AllActive Setup Code ORD660_A Job Priority 100 ORD660_B Acknowledgement Letter fora S ORD660_C Re Print Invoices Job Comments ORD660_A Invoices for All Active orders EDIT Mode ORD660_D Re Print Acknowledgement Lette Pri ORD660_E ORD66O0_Etoprocessspedficis Maa QUEUE e 7 ORD660_A Generate Invoices for all Active Orders This process let you run invoices on all your active meeting or membership products 1 From the Home Page click Run a batch TRS job from the Analytics grid 2 From the Job Submission window search for Application ORD660 So a Job Submission Search Parameters r a The TRS Job Submission window appears Complete all necessary fields Click OK March 2014 Pearl Lewis User Manual docx 88 Job Submission TRS Job Submission User Setups Setup Parameters Application ORD660 Start job on ORD660_A ORD660_A Invoicesfor AllActive ORD660_B Acknowledgement LetterforaS ORD660_C Re Print Invoices Job Comments ORD660_A Invoices for All Active orders EDIT Mode Setup Code ORD660_A JobPriority fi ORD660_D Re Print Acknowledgement Lette ORD660_E ORD660_Eto processspecificls fates it g Queue ee Job Parameters JobParameters AdvancedJobParameter Output Files FormTitle INVOICE n Run in EDIT mode first to double check Organization Unit invoices are correct Organization rmat ORD660_A Generate Invoices for al
29. the credit card o Select the Start Date and Expiration date from the drop downs Enter the Authorization number q Verify the Address on Credit Card is correct If not then modify it 5 Note Ifyou would like to save the credit card information on record for future use click the Make this Credit Card of Record 6 Click Save March 2014 Pearl Lewis User Manual docx 79 A message is displayed that the payment has been applied to the order and the order becomes Active March 2014 Pearl Lewis User Manual docx 80 Sc Associated Bulldars and Contractors bno WORKING WITH BATCHES Reviewing a Batch 1 Select Accounting gt Batch Control from the toolbar 2 Search for a batch and double click it If you have a batch open this screen displays automatically when you click Batch Control 3 Review the information on the tabs v Batch Summary displays the Batch Control control amounts and control Batch Review Bateh 2014022501 Batch Status EDITING POS Country counts of the batch es The counts a EL Post Date sOi ma Batch Date 2060014 Operator PLEWis POS County User Group POS City and amounts only reflect the non LE La cratic ae ae cancelled receipts Designate as Point of Sale Batch POS Warehouse Batch Summary BatchControlDetail Batch Receipt Review v Batch Control Detail displays payment methods cash accounts Control Amounts in Base Currency Control Counts Amount to be entered 0 00 Num
30. you d like to opt the constituent in to March 2014 Pearl Lewis User Manual docx 23 Unsubscribed Options Unsubscribed Options Check all options to which youwish to Opt in PRINT GOVT CRAFT APPRENTICE JOURNEYMAN MANAGEMENT SAFETY BUSINESS NETWORKING YOUNGPRO e newsletters Magazine Newsleter Magazine Government Affairs Labor Issues Craft Training Apprenticeship Training Journeyman Training Management Education Safety Business Development Networking Young Professionals Industry Productivity March 2014 Pearl Lewis g When running the CUS9001s marketing report you will only see the categories you ve opted the constituent into User Manual docx g YABC Associated Bulldars and Contractors bno Viewing a Constituent s Contact Information You can change the contact information for the customer such as phone numbers email addresses and web pages You can also add non primary contact information and specify whether the added information should be included in the directory oe Michael Bellaman Relationships 1 Constituent Class Staff ID 000019299047 BUSINESS Erer les President amp CEO ABC National Michael Bellaman Gobel teenie tet President amp CEO bellaman abc org 9 EI in e ABC National www abc org 4250 North Fairfax Drive it Con nf 9th Floor lt lt Main Page Contact Information in Case of Emergency T Allow AIl Solicitation Comp
31. 5 00 0 00 0 00 555 00 Proforma Active ASSOCIATE NATL VIRGINIA National 1 120 00 0 00 0 00 120 00 Proforma Active i 0 00 Act ctive gt REE ENTERPRISE ALLIANC JIRGINEE 0 06 0 00 0 00 vik Wim mh lem ee Ji Jje SULU UUU IRNI SU UL OLO te aciive Order Summary duct To 7 ao Ot ar Olds Tip Make sure the voluntary products are set to allow price update Product Maintenance General Setup gt H T 5 Parent Product Product Code Product Name VIRGINIA PAC Voluntary ABC VA PAC Contribution General Product Setup Subsystem Membership Options V Master Product l Returnable Product Code PAC MV Availableto Order Members Only MRerewave Sie ons VIRGINIA Il Zero Price l OnePrice Only Has Assigned Sales Rep V Renew Components V Include inCount V Recalculate Renewal Product Name ABC VA PAC Invoice Description Voluntary ABC VA PAC Contribution Product Sub Title Q How do have Personify pay the chapter first and not national A Using Receipt Entry you can pay any line you select regardless of the default setups to pay National first March 2014 Pearl Lewis User Manual docx fn YABC Q How do l apply payment to the entire order A The Create New Receipt button on the tab Step 3 Payment Information on the Order Entry screen will apply payment to the entire order Order Entry C19639068 ACW Corporation Enter the payment information make a payment Step 1 Order P
32. 7 sro Y PO 2012050902 DIRECT_POSTING _ GolfTourname 05 09 2012 AVAILABLE PEARL N 2012050802 DIRECT_POSTING e 05 08 2012 AVAILABLE PEARL N N March 2014 Pearl Lewis User Manual docx 82 fn YABC Associated Bulldars and Contractors bno Introduction Partial payment processing is necessary when a member gives you money but not enough to pay the full dues amount Partial payments should be applied to the National product first and then the Chapter portion should be paid second If your membership product setups are correct for short paying dues the Chapter line will stay in Proforma status even if a partial payment is applied to it The code should be set to Do not activate Order unless fully paid on the rate code in the short pay option When a second payment is applied the chapter line is affected but no AR is created When a partial payment order has been processed you should then run the ORD660 Invoice to bill for the remaining balance due This can be launched as a batch for all open invoices or from the Order Entry screen Q What settings should my membership Short Pay products be set to A Per ABC policy below setup should be as follows National Products v Select AR Create Receivable from the Short Pay drop down menu a v GL Accounts should be set to pay iann ani priority 1 this pays National first Chapter Products V Select Reject
33. All Relationships Locate and highlight employee from the Relationship Detail area fill in an End Date March 2014 Pearl Lewis User Manual docx 22 Se Associoted Bulldars and Contractors bmo lt lt Main Page Opt In Opt Out Selections Filter Details Opt in Category Opt in Category Newsletter Opt in Choice Opt in Choice Magazine Newsletter Opted in Date 3 12 2014 Opted in Add More Options Search Deliver To Opt fegon Opt Choic Opte Opted Out Date Opted Out Reason Comments X This does not delete the employee from the company it simply hides the employee if the Current checkbox is selected and keeps the record for historical puporses IF AN EMLOYEE NO LONG WORKS AT COMPANY AFTER END DATING EMPLOYEMENT YOU SHOULD MARK THE OLD ADDRESS AS BAD AND ENTER THE NEW PRIMARY ADDRESS AND SAVE IT Relationship Detail This Customer Is Related to This Customer Ken Lowry Relat t gt C19237922 0 Relationship Type Employment Name Last First Sonlight Hydromulch Services Relationship Employee Reciprocal Employer Comments Begin Date 5 18 2013 MV Primary Employer M Full Time Job Function View Related Customer Generate Hierarchical Tree View Add Opt in Preferences 1 From constituents CRM screen click Opt in under Constituent Preferences task category 2 Click Add More Options button The Unsubscribed Options window appears 4 Check one or more category
34. Business Fax 555 876 3275 Edit Primary Once selected the Allow Solicitation by Fax option described below will display in the wrench menu to reverse the selection If the Do Not Solicit by Fax option described above is selected this option now displays in the wrench menu Selecting this option will remove the Do Not Solicit text to the right of the Fax communication method Indicates that the constituent does not want to receive automated emails generated from the Email Notifications system in P ify ersonify rone Email Web Social Media Fax that this option is selected Once selected the Allow System Notifications option described below will display in the wrench menu for ALL communication methods to reverse the selection If the Do Not Allow System Notifications option described above is selected this option now displays in the wrench menu Allow Phone System Email March 2014 Pearl Lewis User Manual docx SABC Notifications Web Social View History of Deleted Records Include Inactive Records Exclude Inactive Records Include Bad Addresses Exclude Bad Addresses Opens the Deleted Communication Methods window By default when you first access a constituent s contact information communication records that have been marked as inactive will NOT display Selecting this option will display all communication records that have been marked as Inactive When selected t
35. LL PHONE DO NOT CALL UNTIL FURTHER NOTICE Last updated by PLEWIS on 9 9 2013 Michael Bellaman ID 000019299047 President amp CEO National n Gee A Donor heart icon qq Never Updated Social Media icons Overview Balance Due Current Total Inv Proforma 0 00 0 00 0 00 Spending YTD Jan Lifetime 1 3 Constituent s Involvement Relationships 1 Constituent Class Staff BUSINESS 555 555 555 mobile Michael Bellaman 703 812 2002 Business Preferred President amp CEO bellaman abc org ABC National 4250 North Fairfax Drive Sth Floor Edit Contact Info Involvement View All Memberships Qera cona All Committees BizCon Committee President amp CEO Active 05 10 2012 03 01 2013 The Involvement section on the CRM360 screen displays a constituent s current membership and committee involvement for the organization The emphasis of this section is on current involvement but if a constituent is not a member at present historic data will be used to populate this area The Involvement section displays up to five lines for the constituent Involvement View All Memberships View All Committees National Supplier Member Category 2 Renew Since 01 01 2012 Active 01 01 2014 12 31 2014 Chapter Supplier Member Category 2 Renew Since 01 01 2012 Active 01 01 2014 12 31 2014 Represented on Chapter Spokesman Mailing ListMember Active 01 31 2013 March 2014 User Manual docx Pearl
36. Lewis fn SABC Latest Interactions The Latest Interactions section of the CRM360 screen is a real time snapshot of the five most recent interactions that the constituent had with the organization including receipts orders and donations and contact tracking and activities Please note that the records displayed are based on the creation date not the date in which the item was last updated Activities The Activities tab displays a list of the last five contact tracking records and activities in which this constituent is the owner of the record the person contacted or pertains to The first column displays the date in which the activity was created Activities created from Contact Tracking will display the Contact Type in the second column Latest Interactions Orders and Donations Receipts View All Create New J Outstanding Items Only 07 18 2013 E Mail Outbound View Activity Happy 2nd Anniversary 05 11 2011 File View Activity User BarbaraAutoNotefromReporting Emailed Inviteto 6 22 11 NewMe 03 16 2011 File View Activity User BarbaraAutoNote fromMultiple Reporting Sent EmailinvitetoM 01 27 2011 File View Activity User BarbaraAutoNote from Reporting Sent invite to March 8th CWUC 09 21 2010 File View Activity User BarbaraAutoNote fromMultiple Reporting SentEmail invite to 10 2 Click the View Activity link to open the items in the Activity and Contact Tracking screen Please note th
37. Only one person in a user group can access the batch at one time March 2014 Pearl Lewis User Manual docx 74 Si Associated Buliders and Contractors bno 11 Enter a Description and check the appropriate checkboxes 12 Click Open Batch Creating a Receipt for a Membership Order Once a membership product s has been added to the order and shipping information has been defined where necessary a receipt for the order should be created in order to activate the order A partial or full payment can be made towards the order or if necessary a payment schedule can be setup to automatically charge a credit card or debit an electronic fund on a set schedule 8 Access the Step 3 Payment Information tab 9 Ifa batch is not currently open you are prompted to open a batch for processing Click Yes and select the batch from the list 10 Click Create New Receipt 11 From the Receipt Information section see below enter the appropriate information Order Entry 000000005822 Jonnson Smith SHIFRA Step 1 Order Products Step 2 Shipping Information Step 3 Payment Information Receipt Information Receipt Type X 0 00 Currency United States Dc v Check Number Exchange Rate 1 90000000 Payor 000000005822 Comments Receipt AE Credit Card Information Credit Card Issuer 0 Securi ity Number Start Date Expiration Request ID Address On Credit Card Name on Credit Card Johnson Smith Credit Card Add
38. TOR_12_NEW Chapter Product Total 930 00 Total Discount 0 00 Order Total 930 00 Total Tax 0 00 Total Shipping 0 00 Order Balance 930 00 Petia Go Agency Discount 0 00 Defer Order Calculations Create Activity Create Order Gift i Recalculate Discount Oninv Lines Ci CalculateDiscounts and Shiopina i Previous Next Save Cancel Screen Tasks A Product Research Benchmark Construction Co Inc Order Entry X Benchmark Construction Co Inc CRM360 x 0 Overdue 0 Due Today T 0 Future QNnew PLEWIS D O a A a O OO T ee Oe O 6 Click Save Applying Payments Create a New Batch A batch records the number of payments and payment amounts processed through Personify while the batch is open for editing this simply lets you organize your daily money transactions It s suggested you open a batch at the beginning of the day and at the end of the day you should close and post all open batches 1 To open a click click No Batch Opened 2 Click Create New Batch 3 From the Batch Type select Deferred or Direct Posting Batch Batch Types Difference between direct and deferred posting batches is the line status on an order Direct posting receipts will change the line status to Active and Deferred posting receipts will keep the line status in Proforma March 2014 Pearl Lewis User Manual docx 64 KAN YABC secinted Bullde ri Aum k and Contractors bmo When closing out a batch depending on which type c
39. anch For chapters with branch offices you will need to link all members to the branch 1 Open the constituents profile click All Relationships from the Relationships task category Additionally you can click the Relationships link within the header Screen Tasks ax What do you want to do Relations ET Balfour Beatty Construction ae shat Contact Smithgall S Balfour Beatty Construction 11325 Random Hills Rd Ste 500 Relationships Primary Contact Email Fairfax VA 22030 gt All Relationships gt Sphere of Influence D 3 15 2014 5 30 AM Hierarchical Relationship Tree Qverview Involyement 2 Click Add from the relationship screen eHevlad Balfour Beatty Construction Relationships 857 Constituent Class Company ID C13044 WORK 703 273 3311 Business i i Balfour Beatty Construction www balfourbeatty com Primary Contact Snaiaall 11325 Random Hills Rd Ste 500 Edit Contact Info Primary Contact Engail Fairfax VA 22030 lt lt Main Page Type offelationship v W Current Go Delete ABC VA NV Branch Branch 02 06 1998 3 Complete the fields for This Constituent a the Type of Relationship will be Branch b the Role is Branch Member 4 Complete the fields for Is Related To a click the Related Constituent link to search for the chapter branch office March 2014 Pearl Lewis User Manual docx Sc Associoted Bulldars and Contractors bmo This Constituent Is Rel
40. any Name ABC National y Phone Preferred Primary Contact Business 703 812 2002 Edit Primary Main Number 703 812 2000 tU Home 555 555 5555 Edit On Do Not Call Registry Website Business 555 555 555 Edit Address ABC National yv Email Do Not Solicit 4250 North Fairfax Drive Sth Floor s 5 Arlington VA 22203 Business bellaman abc org Edit Primary a y Address Business Bill Ship Edit Primary Michael Bellaman President amp CEO ABC National 4250 North Fairfax Drive 9th Floor Arlington VA 22203 y Web Social Media The Contact Information screen is broken down by the following categories which will display regardless of whether or not a record has been defined e Phone only one phone number can exist with the same Type and Location e Email from this section email addresses defined for the constituent will display as a hyperlink You can click the email address link to open a blank Outlook email or your default email client Address when a constituent is first added to Personify the address added at the time of creation is the constituent s default bill to ship to address on all orders If necessary additional addresses can be added and this can be changed Only one address can be marked as primary e Web Social Media from this section web site addresses defined for the constituent will display as a hyperlink You can click the web site address link to o
41. ard Address 1919 Gallows Rd Ste 400 Vienna 22182 4038 Country Code USA Print Acknowledgement Print Invoice Previous Save 14 Verify that the appropriate credit card is selected as the Receipt Type in the Receipt Information section above Note Alternatively if credit card information is on file for the customer click Retrieve Credit Card of Record to automatically populate the appropriate information g Enter the Credit Card number h Enter the Issuer i Enter the Security Number j Select the Start Date and Expiration date from the drop downs k Enter the Authorization number Note If you would like to save the credit card information on record for future use click the Make this Credit Card of Record 6 Click Save A message is displayed that the payment has been applied to the order and the order becomes Active Renewed membership now begins March 2014 Pearl Lewis User Manual docx 76 SABC Associated amp Applying Payments Create a New Batch A batch records the number of payments and payment amounts processed through Personify while the batch is open for editing this simply lets you organize your daily money transactions It s suggested you open a batch at the beginning of the day and at the end of the day you should close and post all open batches 13 To open a click click No Batch Opened 45 45 System Administrator 14 Click Create New Batch 15 From the Batch Typ
42. art 211112014 End 2122014 BUSINESS ABC National 4250 North Fairfax Drive Sth Floor Arlington VA 22203 Order Total 5075 00 Currency Exchange Rate Print Invoice 2 Search for and select the appropriate customer 3 The Simple Meeting Registration screen displays with the customer s Registrant information and Bill To information entered as shown in the second screen on the left 4 Click the Meeting link A Product Chooser search screen displays A Search for and select the appropriate meeting 6 If necessary click the Coupon Market Code and or Discount to search and select a coupon market code and or discount respectively 7 Ifnecessary modify the Registrant or Bill To information by clicking the respective link March 2014 Pearl Lewis User Manual docx 50 SABC 8 Click Create New Receipt X If a batch is not already opened you are prompted to open a batch for edit 9 Click Save Processing a Group Meeting Registration Process Group Registrations Similar to the simplicity of the Simple Meeting Registration screen is the Group Meeting Registration screen This screen allows you to create a single order for a meeting in which a group will attend This way you can register all or just some members of a group for a specific meeting at once and pay for the order in one receipt with a single Bill To person 1 From Meeting Central click Process Group Registrations
43. as the Receipt Type in the Receipt Information section above Q Alternatively if credit card information is on file for the customer click Retrieve Credit a0 Card of Record to automatically populate the appropriate information Enter the Issuer S If you would like to save the credit card information on record for future use click the Enter the Credit Card number Make this Credit Card of Record 5 Click Save March 2014 Pearl Lewis Enter the Security Number This number is typically three digits and is located on the back of the credit card Select the Start Date and Expiration date from the drop downs Enter the Authorization number Verify the Address on Credit Card is correct If not then modify it User Manual docx 60 SABC Cancelling a Meeting Order without a Refund Cancelling an order without also refunding the order results in a credit balance on the order That credit balance can then be transferred to another order if necessary The credit balance is displayed in parentheses as the Final Balance in the Receipt Analysis section of the Cancellation and Refunds screen 1 On the Order Entry screen click Cancel an Item from the Work with Line Items task category or Cancel an Order from the Work with Orders task category 2 The Cancellation and Refunds screen is displayed as shown below on ee a oO r e Cancellation and Refunds 2 S jaja Cancellation and Refund Control
44. at system activities will open in a modified version of the Activity and Contact Tracking screen Orders and Donations The Orders and Donations tab displays a list of the last five orders and donations in which this constituent is the bill to or ship to If more than five orders occurred ona particular day please click the View All link to open the Order and Donation History screen below the header in CRM360 to display all orders because orders are not sorted by the exact time of day in which the order was placed Latest Interactions Activities Orders and Donations Receipts View All Create New Donation Create New Order Open Balances Only 10 08 2013 Order 1000324136 1 Supplier Summit Capital Campaign 10 22 2013 Manheim PA Activ 09 20 2013 Order 1000321989 1 Chapter Supplier Member Category 2 Renew 1 1 2014 12 31 2014 Ag 09 20 2013 Order 1000321989 2 National Supplier Member Category 2 Renew 1 1 2014 12 31 2014 2 09 20 2013 Order 1000321989 3 FEA Free Enterprise Alliance 1 1 2014 12 31 2014 Active Active 09 11 2013 Order 1000249065 3 FEA Free Enterprise Alliance 1 1 2013 12 31 2013 Active Expired March 2014 Pearl Lewis User Manual docx K YABC Aw amd Contractors bna sociated Bulidars Receipts The Receipts tab displays a list of the last five receipts in which this constituent is the pay to or bill to Click the View All link to open the Receipt Review search screen displaying a list of all receipts f
45. ate of the room assignments To manually update the Start Date and End Date of the room assignments access the Assign a Room screen 16 Select the Last Registration date from the drop down 17 Select the Last Refund date from the drop down 18 Click Save Define Meeting Facilities Define Meeting Facilities and Rooms If your organization needs to assign meeting rooms to break out sessions or general sessions you need to set up the facility before you set up the meeting The facility must be defined as a company in the system before you can perform the facility setup This task only needs to be performed once Q If you do not need to assign a facility to a meeting you can skip this step March 2014 Pearl Lewis User Manual docx SABC The Meetings Facility Maintenance screen is used to create an inventory of convention centers hotels and rooms This screen represents a central facilities application in which internal and external meeting and conference rooms are defined by name size and configuration This screen also assists in tracking meeting expenses such as the cost of a hotel or room rentals 1 From Meeting Central click Define Meeting Facility and Rooms Or from the meeting Product click Define Facility from the Related Tasks group 2 Click Create New Facility The Customer Chooser displays 3 Search for and select the appropriate company record The company opens in Meetings Facility Maintena
46. ated to This Constituent First Type of Relationship ranch NEETA TEN ABC VA NV Role aa is Related as a n Branch Begin Date 2 6 1998 Comments End Date Add a New Individual y New Constituent Creation 2 o amt Create New Constituent You may want to add individuals to your AMS that has C company Step 1 Constituent Info Step 2 Contact info Step 3 Spedal info Step 4 Shared Addresses no relationships nor links to your existing PEAN constituents For example you may want to add a ST vendor or Sponsor Gender 3 Birth Date Primary Job Titie eNO Parent Constituent Name T Create Employee Employer Relationship 1 From the Home Page select Add a new NL ELE AN customer gt CRM360 gt Create New ae Unkto Dieren As Constituent Peso une A 2 From the Step 1 Constituent Info tab fill out saminetan Seea P wenn the Constituent Name and Address fields nas n es yaa a 7 Default Ship To 3 Click Next ae United States a l Confidential 4 From the Step 2 Contact Information tab smeacose nec sre complete all necessary fields 5 Click Save amp Close X By default Individual is selected and a Constituent ID is assigned Individuals salutation Using the Salutations section of the Individual Name Edit screen you can add standard salutations for the customer to use 1 From the Background Information task category in CRM360 click Name Details 2 The Individual Name Edit screen displays
47. atically by the system when the constituent is created If the constituent has a gender defined on the Demographics screen the formal salutation will default to Prefix Last Name For example if constituent John Smith has a Gender of Male the formal salutation would be Mr Smith If the constituent does NOT have a gender defined the formal salutation will default to First Name Last Name This salutation is created automatically by the system when the constituent is created and defaults to the constituent s First Name For example John Smith s information salutation would be John This salutation is created automatically by the system when the constituent is created and defaults to Family of First Name Last Name For example John Smith s family salutation would be Family of John Smith March 2014 Pearl Lewis User Manual docx 19 Demographics screen the system will automatically create the formal spouse salutation as Mrs Last Name For example if the Spouse First Name field is defined for John Smith s the formal spouse salutation would be Mrs Smith Q 5 If the constituent s prefix is Dr the formal spouse salutation will be Dr Last Name Informal If a spouse has been defined for the constituent in the Spouse First Name field on the Spouse Demographics screen the system will automatically create the formal spouse salutation as Spouse First Name For example if John Smith s Spouse Fir
48. ber to be entered currencies and where applicable Actual amount entre siesco Atl number entered control counts and control Diterence maso omerence Deferred Credit Cards 0 00 am O u nts A Deposit Amount 185 00 Pending Receipts v Batch Receipt Review displays batch receipts including payment information receipt types receipt amounts statuses and payers When you click the next to the receipt the order details display by line number You can right click a line item to reverse a receipt open the receipt in the Receipt Review screen or delete an unposted receipt v Batch Order Review displays all orders created within the active batch v Transaction Review displays all financial transactions associated with an order 4 Select a task from the Work with This Batch task category Closing a batch When a batch is closed no one else can work on the batch until it is re opened by the same user or a different user is assigned to it Batches should be closed by users at the end of every day Accounting Manager Batch 201205090 asks 3 X Batch Control Golf Tournament Payment eW2y Bp What do you want to do Batch Review Other Links Batch 2012050902 Batch Status EDITING POS Country ss Batch Type DIRECT_POSTING Post Date POS State Work with this Batch Operator PEARL POS County Batch Date 9 2012 z User Group POS City Close Batch gt Settled Credit Cards Current Operator PEARL POS Posta
49. bers to a Chapter Branch ccceceeeeeees 17 Aad a New NGIVIOU alice viiasicrciewsiastanmianesviatiansaiere 18 Individuals SAlUTATION cece cece eee eeeeeeeeeeeeeeeeaees 18 Add a New EMployee cccccccceseceeeeeeeeeeeeeeenneeeesetenas 20 Create Additional Relationships ccceceeeeeees 21 Viewing a Constituent s Relationships in CRM360 21 End Dating an employee Relationship 55 22 Add Opt in Preference ccccceceeeeeeseeeeeeeeeeeeees 23 Viewing a Constituent s Contact Information 55 25 Emergency COMA CE avec ticecercectecnecenvacdidus cia EE EEES 26 Communication Method Options cccceeeeeeees 27 Communication Record Options cccceeeeeeeeeees 31 Primary Employer Contact Information 35 Constituent s Activities and Contact Tracking Records 36 Adding a Contact Tracking Record cccceeeeeee eee eeeeeees 36 To add a new contact tracking record 005 36 To view activity and contact Information ccceeeeeeeeees 38 Contact Tracking DetallS c cece cceeee eee eeeeeeees 39 Create FOlOW e UD saaisiiiareetameveiri secutive G 40 PAEVOOQUCUOIN 1 20 ut2deeuedutuontrcticteiexdaneveacuroicauaucuedassneiwde ters 42 Creating a Meeting ycccicivissvidrep criti iomeiveeeedi bose e art 42 Define Meeting Facilities ccccccccceseeeeeeeeeeeeees 45 Copy a Meeting Product eeror aaa ia 47
50. click All Relationships from the Relationships task category Additionally you can click the Relationships link within the header Screen Tasks a xX What do you want to do gt Centralized Subscription Au Bi Balfour Beatty Construction ID C13044 Primary Contact Smithgall Steve Primary Contact Email w Relationships gt All Relationships gt Sphere of Influence qq 3 15 2014 5 30 AM gt Hierarchical Relationship Tree verview 2 Click Add from the relationship screen Relationships 857 WORK Balfour Beatty Construction 11325 Random Hills Rd Ste 500 Fairfax VA 22030 Balfour Beatty Construction ID C13044 Primary Contact Smithgall Steve Primary Contact Email w lt lt Main Page Go Type of Relationship M Current Balfour Beatty Construction Balfour Beatty Construction Corporate Subsidiary Corporate Subsidiary 3 Complete the fields for This Constituent a the Type of Relationship will be Corporate March 2014 Pearl Lewis Relationsfips 257 WORK Balfour Beatty Construction 11325 Random Hills Rd Ste 500 Fairfax VA 22030 Involyement 02 21 2013 02 25 2013 User Manual docx 14 b the Role is Subsidiary 4 Complete the fields for Is Related to This Constituent a click the Related Constituent link to search for the Parent member Er e7 e He vaA Turner Construction Co Relationships 18 Constituent Class Company WORK
51. ct 2013 TRI FIRSTAID 9 18 Group By INVOICE_NO Min Credit Balance 0 Min Debit Balance 0 Carolinas Chapter Page 1 of 610 Minuet Lane Date 16 Mar 2014 Charlotte NC 28217 USA Phone 704 367 1331 Fax 70 e87 380 Acknowledgement Order Number 1000347239 Order Date 16 Mar 2014 Unit Qty Unit Price Discount Coupon Adjustment Total 2013 TRI FIRST AID 9 18 2013 First Aid 1 0 00 0 00 0 00 0 00 0 00 September 18 2013CLT SAFETY CON OCT 2013 Safety 1 95 00 0 00 0 00 0 00 95 00 Conference October 3 amp 4 Shipping 0 00 ORD660_C Re print Invoices for all Active Orders This process let you run invoices on all your active meetings or memberships March 2014 Pearl Lewis User Manual docx Sc Associoted Bulldears and Contractors bmo ORD660_C Re print an Invoice by Order No This process let you run invoices on all your active meetings or memberships Job Submission TRS Job Submission User Setups Setup Parameters Setup Code Description Application ORD660 Start job on A A i ORD660_ ORD660_A Invoices for Setup Code ORD660_C Job Priority 100 Re Print Invoices ORD660_E ORD660_Etoprocess a QUEUE SSRs 7 Job Parameters JobParameters AdvancedjobParameter Output Files Format INV Mode RE PRINT Repintrom Order to 067 Fe Order No stem ALL Repintupio Orderno noose Print Zero Order Line Balance nm Job Parameter Help Parameter Help Text Enter a valid order no l
52. ct Tracking Details When you create a new contact tracking record or double click an existing contact tracking record in the records grid on the Activity and Contact Tracking screen the detail screen opens with more information about the contact tracking record as highlighted below cH2VR Abel Fence LLC Relationships 15 Constituent Class MEMBER 2 102 C19262986 WORK szana Sah mee Primary Contact Erb Thomas it Con inf Edit Contact info Abel Fence LLC PO Box 97 nma abelfenceScomcast net Primary Contact Email abelfen m Mount Joy PA 17552 ees 8 WE ec Main Pace Person Contacted Thomas Erb Staff Assigned Pearl Lewis gt Email Raff Mark Private f 9 11 2013 9 7 2013 pi7 2013 E Mail Outbound Membersho Note Depending on the type of record this screen may appear different In the image above a contact tracking record is displayed You can capture details and interact with this screen in numerous ways The following tasks can be accomplished at the contact tracking record detail level from the links highlighted in the image below Staff Assigned Pearl Lewis Email Staff Staff Originator PLEWIS Create Follow Up Attach File 0 Email March 2014 Pearl Lewis User Manual docx SABC Create Follow Up For example you may want to call a customer in two weeks to verify he or she has no additional questions The setup for a follow up record is exactly the same as a conta
53. ct tracking record Note You cannot create a follow up record of a follow up record Follow up records created from a follow up record will just display as another follow up to the parent record Note If by creating a follow up record it is implied that the parent record is resolved make sure to mark the parent record as complete Open the appropriate constituent in CRM360 screen From the Background Information task click Activity and Contact Tracking Double click the contact tracking record in which you want to create a follow up record Click the Create Follow Up link A new contact tracking record is opened in which the Contact Date and Due Date are set PRM to today Additionally the Topic and Subject selected in the parent contact tracking record are carried over to the follow up record 5 Proceed to select the appropriate contact tracking information Click Save The record is added to the list of the constituent s activities and contact tracking records Additionally follow up records will display below the parent record 3 record s found Export Search Results as Excel w Mail Merge CSV z Orporation ABC Corporation 3 8 2012 12 58 41 PM 03 14 2012 Address Address Chang AEGABERDIEL v MRM ABC Corporation 4 2 2012 1 20 37 PM Address Address Change AEGABERDIEL Attach File If attachments have been uploaded to this contact tracking record they will be listed in this window and you ca
54. der Date X City City Order Status Active State State Subsystem Membership Su F Phone Email Phone Email Invoice Number Renewal Created Y Product Code Product Code Search Edit Selected Order Reset Search Settings 1 record s found Save Layout J Export Search Results a Excel m Mail Merge 5 CSV Y Ord Vate Y Y od ri vs cription v Address v Ci Order Line Date roduct y ONTRAC_NAT_NEW10 1357 6th Ave San Diego 11 03 2010 A CONTRAC_NAT_NEW 1 ABC San Diego Chapter CJW Construction Inc C rder Numbe 1000174919 Renewing Orders for Second Year Any company that joins pays for a full year then when they renew for their second year the pro rate happens d We have automated the second year pro rate for membership orders 1 From the Home Page click Find an order 2 From Common Customer Request click Renew the Order the order is automatically renewed with the correct begin and end dates March 2014 Pearl Lewis User Manual docx 69 Screen Tasks 4 X Order Entry C19263088 CJW Construction Inc What do you want to do ee ee Lommon Customer Kequests Step 1 Order Products Step 2 Shipping Information Step 3 Payment Information Order Information Cancel the Order Order Number 1000174919 Order Date 11 3 2010 gt Renew the Order Currency United States di v Order Status Active v Request a Refund Additional Order Information gt Customer Financial Analysis Identify Produc
55. dress to the right of the address on the Contact Information screen as highlighted below y Address Home Bill Ship Edit Primary Jane Middleton Smith Tenure Professor 123 First Street NW Coal Mountain WV 24823 Home Edit Bad Address Jane Middleton Smith Tenure Professor 129 E State Rd Island Lake IL 60042 1000 If you want to make a bad address good click Edit and select Good from the Address Status drop down March 2014 Pearl Lewis User Manual docx 34 Sm YABC Associated Bulldars and Contractors bno Primary Employer Contact Information The constituent s primary employer information displays in the grey box to the right of the communication methods see below From this box you can click the company s website link to open the website in a new browser if a website has been defined This section only displays for individual records with an active primary employment relationship Lost phone DO NOT CALL UNTIL FURTHER NOTICE Last updated by PLEWIS on 9 6 2013 Se Py A Michael Bellaman Relationships 1 Constituent Class Staff BUSINESS 555 555 555 mobile aeh laniata r Michael Bellaman 703 812 2002 Business Preferred President amp CEO ABC National President amp CEO bellaman abc org 9 in E ABC National www abc org 4250 North Fairfax Drive Edit Contact Info Sth Floor lt lt Main Page Contact Information in Case of Emergency _ Allow All Solicitati
56. e select Deferred or Direct Posting Batch Batch Types Difference between direct and deferred posting batches is the line status on an order Direct posting receipts will change the line status to Active and Deferred posting receipts will keep the line status in Proforma When closing out a batch depending on which type chosen Direct Posting you must Finalize the Batch and with Deferred Posting you must Post the batch 16 Receipt Type defaults to Checks you can change to Credit Card if needed Batch Control Create or Modify a Batch Batch Header Detal Pearl Lewis l Pos I Settled Credit Cards 107 000 00 Batch Control X 30 Custom Cabinetry Order Entry x 30 CustomCabinetry CRM340 x National Associate MemberCategory 1 New Only one person in a user group can access the batch at one time March 2014 Pearl Lewis User Manual docx 77 fn YABC Associa ted Bullders and Contractors bno 17 Enter a Description and check the appropriate checkboxes 18 Click Open Batch Creating a Receipt for a Membership Order Once a membership product s has been added to the order and shipping information has been defined where necessary a receipt for the order should be created in order to activate the order A partial or full payment can be made towards the order or if necessary a payment schedule can be setup to automatically charge a credit card or debit an electronic fund on a set schedule 15 Access the
57. e Discount ID field e g 15FOR12 Fill out the Description field e g 15 month for 12 membership Enter 100 in the Discount Percent box Check the Manual Discount check box Discount Percent 100 000 MV Order Level MV Manual Discount Fixed Amount 0 00 I ed Line Manual Override Discounts for Current Membership Member Org Unit v Membership Product Parent Product Description User Manual docx SABC Applying Payments Create a New Batch A batch records the number of payments and payment amounts processed through Personify while the batch is open for editing this simply lets you organize your daily money transactions It s suggested you open a batch at the beginning of the day and at the end of the day you should close and post all open batches 7 To open a click click No Batch Opened 45 45 System Administrator 8 Click Create New Batch 9 From the Batch Type select Deferred or Direct Posting Batch Batch Types Difference between direct and deferred posting batches is the line status on an order Direct posting receipts will change the line status to Active and Deferred posting receipts will keep the line status in Proforma When closing out a batch depending on which type chosen Direct Posting you must Finalize the Batch and with Deferred Posting you must Post the batch 10 Receipt Type defaults to Checks you can change to Credit Card if needed Batch Control
58. e communication method wrench menu as discussed above To reactivate an inactive record click the Edit link and check the Active checkbox On Do Not Call Registry De activating implies that this communication record should never be used for communication purposes because the number has been disconnected or the constituent moved from that address Alternatively you can temporarily restrict solicitation to phone numbers email addresses and fax numbers by selecting Add to Do Not Call Registry as discussed above Additionally you can restrict solicitation at the communication method via Do Not Solicit by Phone Do Not Solicit by Email Do Not Solicit by Fax Do Not Allow System Notifications Do Not Send Internal Mail and Do Not Include in Label Sale as discussed above When clicked the communication record will be removed Please note that the system will not display a warning message or confirmation message before removing the record To open the Deleted Communication History screen select View History of Deleted Records from the communication method wrench menu Deleting a customer s primary email address will NOT deleted the SSO information from the Customer or Vendor Customer tables and the customer will still be able to login to Personify e Business successfully For Phone Email Web Social Media and Fax records this option opens the Communication Edit History screen For Address records this option open
59. e that person a heads up Note that emails sent to staff are not captured within the contact tracking record for future reference March 2014 Pearl Lewis User Manual docx 36 SABC dars From the Tracking Details section select the following information when appropriate e Completed if this contact tracking record is complete at the same time as creation check this checkbox The date field to the right enables and today s date is selected by default If necessary change the completion date Contact tracking fields can be marked as completed at a later time if necessary If you select this checkbox during record creation the Due Date is removed e Contact Date by default this date is set to today Change this if necessary e Due Date by default this date is set to today Change this if necessary This is the date in which the contact tracking record should be complete If this date is set to a date in the future the Future button will enable in the bottom left corner of the Personify application for the Staff Assigned as shown below 0 4 Overdue Q 1 Due Today e If this date is set to today the Due Today button will enable in the bottom left corner of the Personify application for the Staff Assigned as shown below 4 Overdue amp 1 Due Today 3 1 Future e _ If this is set to a date in the past the Overdue button will enable in the bottom left corner of the Personify application for the Staff As
60. e two constituents e Add an Employee company only opens the Shared Customer Address window to add an employee at the same address as the constituent open in CRM360 Please note that this does NOT create a family relationship between the two constituents e Primary Family Contact opens the Family Relationships screen in a new screen tab Constituent Preferences e Opt In Opt Out opens the Opt In Opt Out Selections screen below the header within CRM360 e Special Interests opens the Special Interests screen below the header within CRM360 e Lists opens the Lists screen below the header within CRM360 March 2014 Pearl Lewis User Manual docx Involvement History e Membership opens the Membership Participation screen below the header within CRM360 e Committees opens the Committee Participation screen below the header within CRM360 Reports e Membership Certificate MBR9011 opens the Online Report Submission screen in a new screen tab in order to print the constituents membership certificate March 2014 Pearl Lewis User Manual docx 10 Find a Customer 1 From the Home Page click Find a Customer 2 Perform the customer search by using either criteria Name Customer Class etc CRM360 Identify A Constituent Identify an Employee Search Parameters Constituent ID Postal Code Select Constituent Create New Constituent Reset Search Settings 4 record s found Save Layout J Ex
61. eceipt AE Credit Card Information Credit Card issuer 0 Security Number Start Date Expiration X Request ID Authorization Address On Credit Card Name on Credit Card Johnson Smith Credit Card Address 1919 Gallows Rd Ste 400 Vienna VA 22182 4038 Country Code USA Print Acknowledgement Print Invoice Previous Save March 2014 Pearl Lewis User Manual docx 59 Sa C d Q Please note that changing the Currency may result in a change to the Amount e f g Enter the Payor or click the link and search for a payor The payor is the individual customer company or committee who pays for the order who h Enter any Comments as necessary 4 From the Credit Card Information section highlighted below enter payment Select the Receipt Type from the drop down Available receipt type options are defined for the org unit of the logged in user For more information please see Defining Organization Unit Receipt Types and Cash Accounts Verify the Amount is correct Change the Currency if necessary If you selected Check enter the Check Number If you selected Check or Cash enter the PO Number may not necessarily be the customer You can change the bill to customer on the Step 2 Shipping Information tab instead This changes the Payor automatically information if a credit card was selected as the Receipt Type a Verify that the appropriate credit card is selected
62. ed to in this documentation as task categories The tasks available are listed below under each designated task category Search Based Screens All major screens start with a search page where you can search for records as shown below When the screen returns the search results you can double click to select a record you wish to view or edit You can also click the record once and hit Select to perform the same action The Reset button allows you to clear the search criteria and perform a new search Product Maintenance Search Parameters Product Area Parent Product Product Code Product Name Select Product Create New Product Product Type Product Class Copy This Product From every search screen you also have the option to create a new item For example from the Product Maintenance screen shown above you can search for and select an existing product or create a new product Enter as much information as possible to refine the search If you enter a name in the Name fields all of the clients customers with the name entered will be returned When searching for names the appropriate format is Last First Middle Prefix Suffix Credential If you search by a state or an address the system returns clients customers whose primary address match the criteria entered March 2014 Pearl Lewis User Manual docx Screen Elements ACTIVE MEMBER gt H Abel Fence LLC Relationships 15 Constit
63. edit Card is correct If not then modify it Note If you would like to save the credit card information on record for future use click the Make this Credit Card of Record 6 Click Save A message Is displayed that the payment has been applied to the order and the order becomes Active Membership now begins March 2014 Pearl Lewis User Manual docx 67 AN SABC March 2014 Pearl Lewis User Manual docx 68 Associoted Bulldars and Contractors bmo Working with Orders The Order Entry screen lets you place orders and track activities for products and memberships For example you can create an order for a membership or a meeting event A customer can have multiple orders such as renewing a membership and registering the customer for a meeting Below instructions will show you how to renew membership orders on an individual basis Personify has a batch process which is ran during dues renewal season called ORD650 and MBR655 ORD650 creates the renewals for ALL active membership orders Searching for Existing Orders 1 From the Home Page click Find an Order 2 Click the Edit an Existing Order tab 3 Enter necessary criteria for example Search Name Product Code Order Status or Subsystem of Membership Order Entry Edit an Existing Order Create a New Order Edit an Existing Order Search Parameters Ship Customer ID Bill Customer ID Order Number Name CW Searcn Name Or
64. ees while creating the company employee will also inherit the company address X Additional contact methods enables you to add more than one phone email for company March 2014 Number 312 812 2091 EXT___ C2 ET C DT Pearl Lewis Prospect Prefix Step 4 Shared Addresses Permission to Publish Iv I Q lt II r r r veniently create a Constituent recordalong with address phone fax and email information Do Not Call Date v v ka Includein Directory Do Not Call Date r m v User Manual docx 12 FY New Consent Geto e C Individual Company Step 1 Constituent Info Step 2 Contact Info Step 3 Special Inf Step4 Shared Addresses These People Share the Same Address Create as Sub Constituents New Constituent Detail First Middle Last v Gordon Weaver v PMP Gordon Job Title Constituent Class Exective VicePresident Individual Credentials Nickname Relationship Type Relationship Code Reciprocal Code v Contact v PRIMARYCONI EMPLOYER Location Country Code Business 1 y Number Includein Directory Phone vy 444 444 4444 ExT Print Mobile Mobile Business 1 F C_ _ OT Print Mobile 7 C XT Print Mobile Print Mobile Fax Business 1 Business New Constituents with the Same Address Add Delete Constituent ID Constituent Name Mr Jonathan Sinclair Sr MBA To view all employees click the Relationship lin
65. em Specific gt Meeting Attendance March 2014 Pearl Lewis User Manual docx 56 Meeting Attendance Meeting Session Information Invoice Description BizCon 2013 Registrants Filter Last Name First Name Go Employer Select All DeselectAll Te Di 4 gt Te gt 4 gt gt P gt V Maxey Jerry Y N MEMBER y Pinto William Y N MEMBER y Pinto William Y N LIST y Dyga Peter Y N MEMBER y Doherty John Y N MEMBER m Remig y N FMRER Check Attendance Figures Check Attendance Figures Once the meeting is over you can update attendance for all attendees Meeting Attendance Search Search Parameters 23 record s found Export Search Results Excel Mail Merge 2 DAYONTHEBAY DAYONTHEBAY CRAB OLDMEL CRAB OLDMEL CRAB SOMD CLOUD NEC MAJORCHANGE March 2014 Pearl Lewis User Manual docx Sic Associated Bulldears and Contractors bmo Meeting Attendance Meeting Attendance Meeting Session Information Invoice Description Annapoli b Feast at Fi Registrants Filter Last Name First Name Employer Go Select All Deselect All lt true E Marburger Eric MEMBER EARLY jed RN Y Y N Y Marburger Mary Y N MEMBER EARLY Centennial Surety Associates Inc Y N MEMBER SECOND PLUS d Centennial Surety Acenriatee Tne Y N MFMRFR SECOND PIHS Set Attendance Create Transcripts Updating the Attendance for a Meeting or Session You can indicate if the
66. er Product Returnable Allow Price Update oduct Code MEET THE GENERALS 3 2 MV Availableto Order Members Only M Includein Program Jobas hitin MEET THE GENERALS 3 2 Zero Price I OnePrice Only J Has Assigned Sales Rep MV Default attendance to Y Product Name eet the Generals 3 27 2013 Invoice Description Meet the Generals 3 27 2013 Product Sub Title Product Type Meeting Products Meeting v Facility Product Class Location Chapter Meetin v Room v Predefine Conference Room Inventory Product Status Acti Configuration Predefine Requirements Inventory ve v Allow Registration Time Conflicts Currency Code United States dol v Event Format k E Allow Capacity Override Status Date 1 14 2013 ts a Donation 3 f Available from 1 14 2013 x Dee zon in Date amp Time 3 27 2013 3 30 00 PM i Available thru 3 27 2013 Begi i 2712 gt I Multi Day End Date amp Time 3 27 2013 7 30 00 PM v Multi Day ScheduleDetail Pri h Group Last Registration 3 27 2013 X Clear Schedule Last Refund 3 27 2013 d Badae Configuration Meet the Generals 3 27 2013 Product Enter the Product Code Parent Product defaults to the same value Enter the Product Name Invoice Description defaults to the same value X YOU CAN ADD MORE DETAIL TO THIS INVOICE THIS WILL PRINT ON YOUR INVOICES Select the Product Type from the drop down v BADGE Badges a COURSE Course EXAMPROCT Exam Proctored EXAMPROD Exam Product F Spon
67. erso 150 00 0 00 0 00 150 00 P Dons 766 Q How do I apply payment to just the membership line items and not the voluntary donation line item A Simply apply a 0 payment amount to the Unit Price on the line item From the order entry screen highlight the voluntary donation line replace the dollar amount within the Unit Price field with 0 00 This can also be accomplished by right clicking on the line item select Show Full Line Items and changing the Unit Price to SO on the Line Detail tab Then apply the full payment via the Payment Information tab March 2014 Pearl Lewis User Manual docx 84 rder Entry 000019814631 Savage amp McPherson Insurance Agency Inc Ay Ave marry i ato tho antt o7 tho Pate Carrao Add orremove products updatethe quantity specify the Rate Code Step 1 Order Products Step 2 Shipping Information Step 3 Payment Information Order Information Order Number 1000323593 Order Date 10 8 2013 Rate Structure Hampton Roads v Currency United States di v Order Status Proforma 7 Status Date 10 8 2013 Additional Order Information Identify Products Here Product Code VIRGINIA FREE ENTERPRISE ALLIAN Add a Line Item Add a Sub Line Item Delete a Line Quantity Discount Description Coupon Rate Structure List Price v RateCode Standard v Key Code Contract ID 9 Order Detail TC yde Jescript ic AU Price gt E gt HF gt atui 7 ASSOCIATE VIRGINIA Chapter Associa 1 55
68. fferent company on one order This also the same as clicking on Search for a product to purchase from the Home Page Order Entry Create a New order Create a New Order Edit an Existing Order Search Parameters Customer ID SearchName lewis p City State Phone Email Create New Order Create New Customer Reset Search Settings 1 record s found Save Layout J Export Search Results S Excel W Mail Merge S C usto a ID v st Firs VZP a ithe VY ess 7 Cit Y State 7Y Post ode YW Chapte me Z Pr vy Employe 000019312338 Lewis Patty 10900 Pump House Annapolis Junction MD 20701 Chesapeake Shores Millennium Marke ee a T T T a a ae aa B Product Research a X Order Entry 000019312338 Patty Lewis Cross Sell Up Sel Premiums Search Add or remove products update the quantity specify the Rat All Products Sub Products e amp Kate Step 1 Order Products Step 2 Shipping Information Step 3 Payment Information All Products Order Information Advertising m ae Order Number 1000321607 Order Date 10 8 2013 Rate Structure ListPrice v Certifications Digital Electronic Content Delivery Currency United States di v Order Status Active v Status Date 10 8 2013 Exhibitions me Facility Management Additional Order Information Fundraising Identify Products Here Product Code 2013 GOLF Add a Line Item Add a Sub Line Item Delete a Line PeZ j 2012 depandan Quantity 1 Unit Price 250 00 Market Code Discount
69. for ABC National Step 1 Select a Meeting Step 2 Select Sessions Step 3 Review Registration Step 4 Payment Information Review Registration Registrant Doug Freese Order Number 1000322916 Line 1 Coupon Code Discount Code Key Code Market Code List Code Registrant Doug Freese litem BIZCON_2014 BizCon 2014 875 00 Proforma 0 00 875 00 Proforma Registrant Jen Huber 1 item BIZCON_2014 BizCon 2014 875 00 0 00 875 00 Proforma Registrant Mike Glavin 1 item BIZCON_2014 BizCon 2014 875 00 0 00 875 00 Proforma Total Coupon Amount 0 00 Total Discount Amount Registration Total Previous 12 If a session conflict occurs and the Allow Session Conflict is not checked for the meeting product the session that occurs appears first on the session list is added to the order and the other conflicted session s are not 15 Optionally click Coupon Code Discount Code Key Code Market Code and or List Code to search and select a coupon discount key code market code and or list code respectively 16 Click Next 13 From this screen you can also choose to delete a specific session from a specific member by right clicking the member s session and selecting Delete 14 Select the Step 4 Payment Information tab Group Meeting Registration for ABC National Step 1 Select a Meeting Step 2 Select Sessions Step 3 Review Registration Step 4 Payment Information Payment Information Create
70. he Exclude Inactive Records option will display in the wrench menu Select this option if you want to temporarily hide inactive records from the list of communication records This exclusion option applies only to the communication method section from which it is selected Selecting this option will not persist if you open a new constituent By default when you first access a constituent s contact information address records that have been marked as Bad will NOT display Select this option to display all addresses that have been marked as bad Please note that selecting this option will not persist if you open a new constituent If this option is selected Bad Address will display in red text to the right of the bad addresses as shown below y Address Home Bill Ship Edit Primary Jane Middleton Smith Tenure Professor 123 First Street NW Coal Mountain WV 24823 Home Edit Bad Address Jane Middleton Smith Tenure Professor 129 E State Rd Island Lake IL 60042 1000 Once selected the Exclude Bad Addresses option described below will display in the wrench menu to reverse the selection If the Include Bad Addresses option described above is selected this option now displays in the wrench menu March 2014 Pearl Lewis Media Fax Phone Email Web Social Media Fax Phone Email Web Social Media Fax Domain Phone Email Web Social Media Fax Domain Address Address U
71. hosen Direct Posting you must Finalize the Batch and with Deferred Posting you must Post the batch 4 Receipt Type defaults to Checks you can change to Credit Card if needed Batch Control Create or Modify a Batch Batch Header Detail Operator Pearl Lewis v User Group b pos Settled Credit Cards Point of Sale Information Receipt Type Detail Receipt Type Checks z Debit Cash Account 107 000 00 Currenc y United States dollar X Control Count Exchange Rate i Actual Control Amount 0 00 Add Receipt Type Delete Receipt Type T Control Count Difference Differe Checks United States 0 0 0 0 1 e Open Batch CloseBatch Batch Control X 3D Custom Cabinetry Order Entry Xx 3D CustomCabinetry CRM360 x National Associate MemberCategory 1 New P Only one person In a user group can access the batch at one time 5 Enter a Description and check the appropriate checkboxes 6 Click Open Batch Creating a Receipt for a Membership Order Once a membership product s has been added to the order and shipping information has been defined where necessary a receipt for the order should be created in order to activate the order A partial or full payment can be made towards the order or if necessary a payment schedule can be setup to automatically charge a credit card or debit an electronic fund on a set schedule 1 Access the Step 3 Payment Information tab If a batch is not currently open yo
72. ike 1000000099 This order no will be used in RE PRINT mode to select all orders between from orde order no March 2014 Pearl Lewis User Manual docx Generate an Invoice from the Order Entry screen This process let you run an individual invoice from the constituent order entry screen J Screen Tasks 3 X Order Entry 000019546382 William Andrews What do you want to do Add orremove products updatethe quantity specify the Rate Code gt Related Activities Tasks al Step 1 Order Products Step 2 Shipping Information Step 3 Payment Information Order Information Work with Orders Order Number Order Date 3 16 2014 Change Bill to Customer Additional Order lnfermation gt Change Ship to Customer Identify Products Here gt Lock In Foreign Currency Product Code BBQ COOK OFF SEPT 201 Add aLine Item Add a Sub Line Item Delete a Line gt Show Financial Analysis r ee rate oy Di gt Cancel an Order f Liat Code gt lt ae gt Request a Refund Rate Code ABC Chapter sta vi gt gt gt Print Invoice Order Detail gt Print Acknowledgement gt Sales Reps and Commissions EICJUDGESLUNCHAUG2013 EICJudg 1 gt Maintain Advertising Contracts gt Comments invoices CAN ONLY BE PRINTED WITH A LINE STATUS OF ACTIVE IF LINE STATUS IS PROFORMA YOU MUST PRINT AN ACKNOWLEDGEMENT March 2014 Pearl Lewis User Manual docx
73. ip below New Customer Detail X Prefix First Middle Last Suffix Credentials Nickname v David Lewis v David Job Title Location Country Code Number include in Directory Phone Business ws 1 y 312 812 2000 EXT___ E Cell Business a 1 gt o CU gt s __ a Fax Business ws 1 7 _ amp __ Email Business v E New Customers with the Same Address Delete Customer Name Viewing a Constituent s Relationships in CRM360 From the Relationships task category in CRM360 click All Relationships The Relationships screen displays a list of relationships defined for the constituent To filter the records select a Type of Relationship which are defined on the Relationships Maintenance screen Additionally uncheck the Current checkbox and click Go to display past and future relationships 1 Click the Add link to open the Relationships window to create a new relationship Click the Delete link to delete the selected record in the grid March 2014 Pearl Lewis User Manual docx 21 ABC Associated Bulldears and Contractors bmo 2 Double click a record in the grid to open the Edit Relationship Detail screen Click the Main Page link to return to the overview page X Deleting a relationship record will remove the entire history of the relationship Alternatively double click the record to select an End Date lt lt Main Page Related Constituent The following columns displays in the relati
74. k from the profile screen 7 Click Save and Close Add a New Subsidiary For chapters with branch offices you will need to link all branches to the parent company doing so will enable your branch members to get member pricing on all orders 1 Click Add new customer and select Company 2 Customer class is Company you can change to Branch the customer class in Personify is simply a distinction and beneficial for searching and reporting this does not make your customers branch members this is done by Parent Subsidiary relationship 3 For the Parent Customer click the Customer ID link and search for the parent company 4 Check Create Subsidiary Relationship 5 Uncheck Link Company to this Parent Address X Parent Subsidiary relationship is a must this is how they become a member with member pricing There is no need to link address as your branch has their own address March 2014 Pearl Lewis User Manual docx Create New Customer mail information C Individual Company Step 1 Customer Info Step 2 Contact Info Step 3 Special Info Step 4 Shared Addresses Customer 0 Customer Class Company Customer ID 000019592000 Address Type Name Company Name Lewis Electrical amp Lighting Solutions Parent Customer Customer ID C19229044 0 Parent Customer Name Electrical amp Lighting Solutions Inc Address Create Subsidiaries from Existing Customer 1 Open the constituents profile
75. l gt Modify Batch Designate as Point of Sale Batch POS Warehouse gt View Batch Details BatchSummary BatchControlDetail Batch ReceiptReview Batch Order Review TransactionReview March 2014 Pearl Lewis User Manual docx 81 fn YABC Finalize Post or Delete a batch On the Batch Control search screen enter the appropriate search parameters and click Search Using the task bar on the search screen you can perform the following v Finalize Today s Direct Batches when clicked a message displays saying all the batches were closed successfully If any error occurs the system informs you Y Post all Completed Deferred Batches when clicked a message displays saying all completed deferred batches were posted successfully If any error occurs the system informs you v Delete Batch when clicked a message displays saying the batch was deleted successfully If any error occurs the system informs you Tasks 3 X Batch Control What do you want to do Search Parameters Work with Batches Batch ID Authorized User Pearl Finalize Today s Direct Batches Batch Type Direct Posting Batch b Authorized Group b Post all Completed Batches Batch Date v Description gt Delete Batch Batch Status Available b include POS Batches y Other Links Create New Batch Select Batch Modify Batch Reset Reports A 2 record s found Export Search Results it Excel iv Mail Merge i ZE Zo riptic 7 eye ta W Or
76. l Active Meeting Orders Job Parameters JobParameters AdvancedjJobParameter Output Files Format INV Mode Reprint from Order No Reprint upto Order No Print Zero Order Line Balance Job Parameter Help Parameter Help Text Only usedif Output FormatControl parameteris set to AUTOMATIC Selects the invoicereportto beuse ORD660_Report_Format SUBSYSTEM subsystem value selected here or ALL ORD660_A Generate Invoices for a subset of Active Orders This process let you run invoices on a small subset of invoice s Advance Filter Views Define Advance Filter View on ORDER_DETAIL table v Parent_produ t Equals SPRINGGOLF_2013_03 Gay A nomen Product Code Equals FOURSOME A Hi Product Code Product Discount ID Product ID Product TypeCode Prorate Flan sample invoice for Advance Filter all attending order_detail parent_product SPRINGGOLF_2013_03 AND Foursome A order_detail product_code FOURSOMEA ir FILTERING BY PARENT AND PRODUCT CODE THERE S REALLY NO NEED TO CHANGE THE SUBSYSTEM TO MEETING ON THE JOB PARAMETERS TAB March 2014 Pearl Lewis User Manual docx 89 ORD660_A Generate Invoices from the Order No This process let you run invoices on a particular order number s Order Entry 000019574200 Barham Lewis Add orremove products update the quantity specify the Rate Code Step 1 Order Products Step 2 Shipping Information Step 3 Payment Information Order Information
77. lick on both line items and select Show Full Line Item Detail 2 Click the Product Specifics tab Membership Information Begin Date Initial Begin Date 4 1 2013 4 1 2013 End Date Next Order Renewal Date 12 31 2013 Grace Date 12 31 2014 This Order Renewal Date I Notice Count Ren Applying a 15 for 12 month Discount When a member joins in November and you are going to give them 15 months for the price of 12 in Personify you will bill the member full dues in Nov by selling them a new member product In January or during the dues renewal process renew the member Personify will calculate the pro rate for you For new member s joining in October November and receiving the discount of 15 for 12 you have to the option to apply a discount March 2014 Pearl Lewis User Manual docx 72 Setting up the Discount Apply a discount the description can be called 15 for 12 with a fixed amount of SO the remaining balance disappears and will be replaced with SO on the order The member is renewed recognized as a member but nothing hits the A R and they owe nothing Next year member s order will automatically renew to the appropriate category at full price 1 Find and open a New membership product e g Associate Member 2 From the task bar click Rates and Discounts gt Discount Maintenance Screen Tasks 4 X Product Maintenance General Setup What do you wa
78. mpose Mask on Revenue Accounts I Copy Meeting Location l Copy Requirements GL Account Mask Use to match existing numbers e g 1234 1 Select Copy System Accounts Copy Revenue Accounts and Rates and Prices 2 Click Copy Product Accessing the Meetings Central Launch Screen The Meeting Central screen can be accessed by selecting one of the following 1 Click the Meeting Central tab O Type in mtgcentral within the command line 7 T 3 AeIE Meeting Central Meeting Definition CRM Orders Committees and Subgroups Accounting Customers Products Facilities Marketing amp Communication Reporting 85 85 Meetings Manag What do you wcnt to do O Meeting Setup g Define Rate Define Define Structures Discounts Coupons facies ad ii pee Define Exams Safiee Meetings E Sessions Assign Rooms Meeting Marketing gray Commies Committees N Launch Screen se 2 Registration Senden Process Simple mapas Process Group Attendance Suahbeard i ta Large strat hector eases Registrations mote _ Registrations Figures D March 2014 Pearl Lewis User Manual docx Processing Standard Registration Process Standard Registrations A standard registration takes you directly to an order entry screen This screen allows you to create an order for a meeting in which a constituent will attend This way you can register all or just some members from a company or di
79. n double click the record to open it Additionally you can select the appropriate attachment and click Delete to remove it from this contact tracking record Please use discretion when deleting so history is preserved 1 Click Browse to add a new attachment to this contact tracking record Note that the browse window looks for documents by default If you wish to attach a different type of file e g a soreadsheet or PDF then you can override this default March 2014 Pearl Lewis User Manual docx 40 Email Click this link to open a blank email to this constituent Note if a standard letter has been attached to the contact tracking record the body of the standard letter will display in the email The standard letter s contents can be removed from the email if you did not intend to email it View Email If an email has already been sent from this contact tracking record this link will display instead of the Email link discussed above Click this link to open the saved email in your default email window Personify only captures one email per Contact Tracking item If you want to reply or forward an existing email or send a new email it is recommended that you do so from a follow up record e Attachments Attachments Attach Manage Files Browse File Name Upload Date _ Book1 dsx Docl dox 04 03 2012 Delete Base ContactTracking Attachment March 2014 Pearl Lewis User Manual docx 41 SABC Associoted
80. nce as shown below Meetings Facility Maintenance General Facility Information Facility ID 000019576843 0 The Hotel Hershey General Facility Information Name The Hotel Hershey Address Label WORK The Hotel Hershey 100 Hotel Road Hershey PA 17033 Conference Rooms 3 Internal Scheduling Contact ID 000019430078 0 Sherry Meyerhoffer Hotel Sleeping Room Types Hotel Rooms 15 Room Type BALLROOM AND COURTYARD Add Room Type Delete Room Type Room Type Code iption Description Courtyard for reception Ballroom for d BALLROOM AND COURTY Courtyard for reception Comments 4 Enter the number of Conference Rooms at the facility 5 The system does not allow more conference rooms in the facility other than the number entered in this field If this number is 10 for example Personify only allows 10 rooms to be defined 6 Click the Contact ID link to search for and select a contact associated with this facility 7 To define hotel sleep rooms perform the following a From the Hotel Sleeping Room Types section enter the number of Hotel Rooms b Click Add Room Type c Enter the Room Type March 2014 Pearl Lewis User Manual docx 46 d Enter a Description of the room e If necessary enter any Comments X Comments can be used for driving directions which will print on invoice 8 Click Save Copy a Meeting Product Copy This Product allows you to copy account details from an existing eve
81. ng Products section to allow you to specify a daily registration product Daily Registration Product and Available to All Daily Registrants 2 00AM v Multi Day 2 00 AM v Multi Day ScheduleDetail 013 v Clear Schedule 013 i Daily Registration Product Available to All Daily Registrants 11 Select the Product Class from the drop down March 2014 Pearl Lewis User Manual docx SABC ANNUAL MEETING Annual Meeting E CHP_MEETING Chapter Meetings EDUC Education EVENT Events NAT_MEETING National Meetings SAFETY Safety SPONSORSHIP Sponsorship r 12 Select the Product Status from the drop down 13 Select the Available from date from the drop down 14 In the Meeting Products section perform the following a Click the Facility link and search for a facility Available facilities are defined on the Meetings Facility Maintenance screen For more information please see below Enter the Location if necessary c Select the Room and Configuration from the drop downs The Available From date cannot be changed if orders have already been created for it g If the meeting has multiple facilities you can select the additional facilities on the Assign a Room screen 15 Enter the Begin Date amp Time and End Date amp Time Ww f you update the Begin Date amp Time and or End Date amp Time of the meeting product the system will NOT ask if you want to also update the Start Date and End D
82. nt simply search for the event highlight and select Copy This Product When copying a meeting copy meetings that will have the same Product Type DIC y Texas Hold Em Tournamenet TX HOLD EM TOURN SPRINGGOLF_2013_03 NOVBFASTRVSD NOV MKTSEMINAR MKT SEMINAR NOV 2012 MARKETING SEMINAR APRIL LIEN AND BOND CLAIMS INDEMNITY AND INSURANCE BAND SPONSOR DOOR PRIZE SPONSOR DRINK SPONSOR FOOD SPONSOR HOLIDAY PARTY 2012 AUATOA OAATU CNANCAN TX HOLD EM TOURN SPRINGGOLF_2013_03 NOVBFASTRVSD NOV MKTSEMINAR MKT SEMINAR NOV 2012 MARKETING SEMINAR APRIL LIEN AND BOND CLAIMS INDEMNITY AND INSURANCE HOLIDAY PARTY 2012 HOLIDAY PARTY 2012 HOLIDAY PARTY 2012 HOLIDAY PARTY 2012 HOLIDAY PARTY 2012 UA TRAYV NANTY 7919 Spring Golf Tournament 2013 November Breakfast Revised for Cose Out November Marketing Seminar How To Develop aStrategic Maketing Plan LinkedIn Seminar April 2013 Lien and Bond Claims Seminar Legal Seminar Indemnity and Insurance Band Sponsor Door Prize Sponsorship Drink Sponsor Food Sponsor December Holiday Party Dhata Da nth Cr annar Click Find a Product from the Home Page Enter Meeting Subsystem in the Product Area field Zo aS Tt Click Copy this Product Tab 1 General Products Create a New Product by Copying Another Original Product Being Copied Product Code 2011 GALA Product Descriptior 2011 Gala Parent Product 2011 GALA Invoice Description 2011 Gala Subsystem Meeting Subs
83. nt to do t Gons mnoricu Parent Product KEYSTONE gt Define Membership Structure General Product Setup Product Code Rates and Discounts Parent Product gt Discount Maintenance pere Product Name P COUPON mauKkenonce gt Rate Structure Maintenance Invoice Description Purchasing Group Definition Product Sub Te Pr T gt Pnce Testing eee Individual Produc Product Class Reports National Dues Product Status gt Back Ordered Items List INV1303 Active Sales and R by Rate wtc INV reg od Click Create New Product Discount Check the Order Level check box oS se Discount Maintenance Discount Identification Discount ID 1SFOR1i2 IV Active Description 15 months for 12 membership Valid from Valid thru Discount Category Discounts by Rate Structure Rate Structure March 2014 Pearl Lewis Product Code Product Name ASSOCIATE_NATL_NEW National Associate Member Category 1 Membership Options V Master Product Returnable Allow Price Up ASSOCIATE_NATL_NEW V Availableto Order Members Only M Renewable KEYSTONE Zero Price I OnePriceOnly Has Assigned MV Renew Components IV IncludeinCount IV Recalculate R National Associate Member Category 1 New National Associate Member Category 1 New Membership Products Primary Structure Detail Level 1 Nationa AT Primary T Include Zip Links Record Type ap NATIONAL T Zip Linked Secondary Membership Reporting Structure Fill out th
84. nts can report on this data For instance how many calls were received per topic how many touch points have we had this year with this person company etc Adding a Contact Tracking Record If you start adding a new contact tracking record but navigate away before saving it when you try to again select any of CRM360 s tasks links for contact tracking that record will come up and a warning message will display on the bottom right of the screen This record will display no matter how you try to access contact tracking either a detail record or the list You must do something with this record before you will be allowed to proceed Either you can save the record or if you wish to remove it you can select the refresh button and select No when asked if you wish to save their changes To add a new contact tracking record 1 From the Background Information task category click Activity and Contact Tracking The list of activities and contact tracking records display below the header in CRM360 2 Click New 3 Please note that the Contact Tracking for field does NOT display in CRM360 detail page because the header already identifies the owner of the record This field will only display when a contact tracking record is created from the Contact Tracking stand alone screen 4 Ifnecessary click Email Staff to open a blank email to the selected Staff Assigned As a courtesy we recommend that you click the Email Staff button to giv
85. oducts Order Information pajime Order Number 1000321232 Order Date 9 15 2013 Rate Structure Member Pri v Certifications raer Number rder Date ate re ember Price Digital Electronic Content Delivery Currency United States d v Order Status Active X Status Date 9 15 2013 Exhibitions R Facility Management Additional Order Information Fundraising Identify Products Here Inventory Meetings Product Code KEYSTONE ASSOCIATE Add a Line Item Add a Sub Line Item Delete a Line Pik mE i rk i F ASSOCIATE_NATL_NEW National Quantity 1 Unit Price 730 00 Market Code Discount vi ASSOCIATE_NATL National Assoc Description KEYSTONE ChapterAssociate Member Category 1Rene List Code Coupon ASSOCIATE_NEW Chapter Assod s 7 Rate Structure List Price v RateCode Chap industryPr Key Code Contract ID 9 v ASSOCIATE Chapter Associate M CONTRACTOR_10_NATL National 4 X Order Entry C31589 Benchmark Construction Co Inc Step 1 Order Products Step 2 Shipping Information Step 3 Payment Information CONTRACTOR_10_NEW_NATLN Order Detail CONTRACTOR_10_NEW Chapter CONTRACTOR_10 Chapter Contr ASSOCIATE_NATL KEYSTONE Nationa 1 200 00 0 00 0 00 200 00 Proforma Active CONTRACTOR_11_NATL National CONTRACTOR _11_NEW_NATLN ASSOCIATE KEYSTONE Chapter Assoc 1 730 00 0 00 0 00 730 00 Proforma Active CONTRACTOR_11_NEW Chapter CONTRACTOR_11 Chapter Contr CONTRACTOR_12_NATL National CONTRACTOR_12_NEW_NATL N Order Summary CONTRAC
86. on Company Name AB8C National y Phone Preferred Primary Contact Business 703 812 2002 Edit Primary Main Number 703 812 2000 Home 555 555 5555 Edit On Do Not Call Registry Website Business 555 555 555 Edit ABC National 4250 North Fairfax Drive Sth Floor Arlington VA 22203 y Email Do Not Solicit Business bellaman abe org Edit Primary y Address March 2014 Pearl Lewis User Manual docx 35 Associoted amp and Contract tractors ullders oO bng Constituent s Activities and Contact Tracking Records The Activity and Contact Tracking screen gives you an overall view of all communication with a constituent From the Activity and Contact Tracking screen you can track certain events that pertain to a constituent in Personify These fall into the following two general categories events that are auto created by Personify activities and those that are manually created by staff contact tracking Contact tracking records are created when staff needs to log a phone call save the contents of a constituent email note that a fax was sent and etc These are entered on a case by case basis at the discretion of staff Typically organizations have policies in place to dictate when a contact tracking record should be created rather than jotting notes onto a notepad or saving them elsewhere The benefit of having these notes in a standard place and format is that clie
87. on in the Credit Card Information section highlighted below March 2014 Pearl Lewis User Manual docx 66 SABC and Contractors bmo Order Entry 0000000 n on Sr e Hzy Step 1 Order Products Step 2 Shipping Information Step 3 Payment Information Create New Receipt Transfer Credit Balance Receipt Information Receipt Type X Amount Currency United States Dc v Check Number PO Number Exchange Rate 1 0000000 Payor 000000005822 0 Johnson Smith Receipt AE Credit Card Information Credit Card Issuer Security Number Start Date Expiration Request ID Authorization Address On Credit Card Retrieve Credit Card of Record SOSY ILon SEn Name on Credit Card Johnson Smith Make this CreditCard of Record Credit Card Address 1919 Gallows Rd Ste 400 Vienna 22182 4038 Country Code USA Print Acknowledgement Print Invoice Previous 7 Verify that the appropriate credit card is selected as the Receipt Type in the Receipt Information section above Note Alternatively if credit card information is on file for the customer click Retrieve Credit Card of Record to automatically populate the appropriate information a Enter the Credit Card number b Enter the Issuer c Enter the Security Number This number is typically three digits and is located on the back of the credit card Select the Start Date and Expiration date from the drop downs Enter the Authorization number f Verify the Address on Cr
88. onships grid Y Related Constituent displays the constituent to which the constituent you re viewing is related Type of Relationship Miller Terri Miller Terri Hummel Terry Hummel Terry Callahan Michael Troxell Kristen Miller Terri Orsag Kim Orsag Kim Callahan Michael Wilson Clif Ireland Phillip Wilson Clif Wilson Clif Callahan Michael Malacarne Art Y Relati ip T Contact Contact Contact Contact Contact Contact Contact Contact Contact Contact Contact Contact Contact Employment Employment Employment M Current Go Y Related As Admin Education Financial Hr Legislative Marketing Membership Ojt Online Ojt Pac Primary Contact Safety Workers Comp Employee Employee Employee Add Delete V in Date 01 01 2012 10 03 2013 10 03 2013 10 03 2013 01 01 2012 10 03 2013 10 03 2013 01 01 2012 01 01 2012 01 01 2012 01 01 2012 10 03 2013 10 03 2013 01 01 2012 05 08 2002 01 01 2012 Y End Date v Y Relationship Type displays the type of relationship between the related constituent and the constituent you re viewing Y Related As displays the role of the related constituent to the constituent you re viewing v Begin Date displays the date in which the relationship began v End Date display the date in which the relationship ended End Dating an employee Relationship 1 2 3 Search for the individual From the Relationship task select View
89. or the constituent Click on the hyperlinked receipt number to open the item in the Receipt Review screen The description of the receipt will display Payment Received and then the actual currency and appropriate symbol for the receipt Click the Create New link to open the Receipt Entry screen Latest Interactions Activities Orders and Donations View All Create New 12 23 2013 Receipt 47831 Payment Received 1 125 00 09 03 2013 Receipt 43678 Payment Received 452 00 12 27 2012 Receipt 34061 Payment Received 230 00 12 27 2012 Receipt Payment Received 230 00 10 10 2012 Receipt Payment Received 765 00 Quick Create Order opens the Order Entry screen in a new screen tab to create a new order for the constituent Activity opens the Contact Tracking screen in a new screen tab to create a new contact tracking activity for the constituent Constituent at Same Address opens the Shared Customer Address window to add a constituent at the same address as the constituent open in CRM360 Alert opens the Alert Message window to add edit delete an alert on the constituent s record in CRM360 Financial Data Order and Donation History opens the Order and Donation History screen below the header within CRM360 Financial Analysis opens the Customer Financial Analysis screen in a new screen tab Show Orders System Wide opens the Global Orders across the Organization screen in a new Screen tab Background Info
90. pen the web site directly in a browser e Fax March 2014 Pearl Lewis User Manual docx e Domain you can enter a company s name as a registered domain On the web group managers are able to manage individuals with the Domain that the staff member assigns them to This is beneficial for when we move to an e commerce environment later on Emergency Contact Additionally you can define a constituent s emergency contact from this screen 1 To access a constituent s contact information click Edit Contact Information link 2 Click the In Case of Emergency link Michael Bellaman ID 000019299047 President amp CEO ABC National 9 N ina lt lt Main Page Contact Informatio y Phone In Case of Emergency Allow All Solicitation Relationships BUSINESS Michael Bella President amp C amp ABC National 4250 North Sth Floor Preferred X Pe Emergency Cont O Emergency Contacts Emergency Contact Information Add Delete Priority Up 1 555 555 5555 Cell Mrs Bellaman March 2014 Priority Down Wife Pearl Lewis Details Priority Phone Type Contact Number Contact Name Relationship Comments 1 Cell X 555 555 5555 Mrs Bellaman Wife User Manual docx 26 fn SBC Associated Bulldars and Contractors bno Communication Method Options From the Contact Information section you can perform the following actions by using the w
91. port Search Results i Excel iv Mail Merge SA CSV Suet Feet aes x tit E Cit ZState li Constituent Class bz Pri W C pescrintion 7 Primu7 16 gt Deroche Industries Inc Dba Williams ServiceCo C19202785 York PA COMPANY Kepstons Check 10014538 Ephrata COMPANY Keystone Chapter NON MEMBER Williams Caulking Company C19237780 Dillsburg COMPANY Keystone Chapter NON MEMBER Williams Scotsman C53054 Harrisburg COMPANY Keystone Chapter NATIONAL Sherwin Williams Company X To search for co mpanies enter Company in the Customer Class field in addition to searching the Name field CRM360 Identify A Constituent Identify an Employee Search Parameters Constituent ID City Postal Code Create New Constituent Reset Search Settings 52 record s found Save Layout J Export Search DD Y Csr sr art tt gt 6 i Y Or 4 Results 3g Excel W Mail Merge Sg Keystone Chapter PAHouseDemocrat NON MEMBER i F N a gt Bishop Louise Williams 000019440340 Harrisburg McWilliams Dave 000019430052 East Berlin PA INDIV Keystone Chapter WaggonerConstuc NATIONAL Williams Alan 000019444412 Lancaster PA INDIV Keystone Chapter Thaddeus Stevens NON MEMBER Williams Albert 000019426342 Harrisburg PA INDIV Keystone Chapter Williams Scotsman NATIONAL Williams Andy 000019430416 Harrisburg PA INDIV Keystone Chapter A P Williams Inc NON MEMBER Williams Anne 000019265106 Lancaster PA
92. propriate code 7 From the Identify the Group section select the appropriate radio button and click Select a Group 8 Search for and select the appropriate Committee Employer or Family The members are displayed in the grid below 9 Select the appropriate members to be registered or click Select All to register all members of the group for this meeting 10 Select the Step 2 Select Sessions tab 10 The Session Organizer displays as shown below Group Meeting Registration for ABC National Step 1 Selecta Meeting Step 2 Select Sessions Step 3 Review Registration Optionally select sessions to duplicate for each registrant Session Organizer Group b C Session Type C None Filter by Day Session Type All v Social Event v SessionDate 02 11 2014 2 items Golf Tournament Luau SessionDate 02 12 2014 1 item Beach Party 11 If necessary use the Group by and Filter by sections to organize the available sessions 12 Select the sessions to register the group for 13 Click Next 14 Select the Step 3 Review Registration tab 11 A screen including a listing of all group members with each session he she is registered for appears on the screen including order line information for each session member March 2014 Pearl Lewis Step 4 Payment Information Session Track All 07 00 00 AM 08 00 00 AM 07 00 00 AM 08 00 00 AM 07 00 00 AM 03 00 00 PM User Manual docx Group Meeting Registration
93. r 4 Click Save Peace oe he cri CONTRACTOR_6 CHES Chapter Contr Hre 1 wf AT CONTRACTOR_6_NATL CHES National 1 0 00 0 00 0 00 0 00 Active Transfer CONTRACTOR_4 CHES Chapter Contr 1 810 00 0 00 0 00 810 00 Proforma Active CONTRACTOR 4 NATL CHES National 1 260 00 0 00 0 00 260 00 Proforma Active March 2014 Pearl Lewis User Manual docx 71 fn SABC 5 You now have a newly created Membership line item fir ON nN Ne rr Code Unit Price Unit Disc Line Total Line Status Fulfill Status CONTRACTOR_6 CHES Chapter Contr 1 0 00 0 00 0 00 0 00 Active Transfer CONTRACTOR_6_NATL CHES National 1 0 00 0 00 0 00 0 00 Active Transfer CONTRACTOR_4 CHES Chapter Contr 1 810 00 0 00 0 00 810 00 Proforma Active CONTRACTOR_4_NATL CHES National 1 260 00 0 00 0 00 260 00 Proforma Active Order Summary Product Total 1 070 00 Total Discount 0 00 Order Total 1 070 00 Total Tax 0 00 Total Shipping 0 00 Order Balance 1 070 00 Agency Discount 0 00 Defer Order Calculations Recalculate Discount OnInv Lines i CalculateDiscounts and Shipping i Previous Next Save Cancel 3 Dropping a Member 1 Right click on both line items 2 Select Terminate At End Non Member Pricing To insure that dropped companies do not get member pricing when they sign up for an event update the grace date on the current membership order to the end date of membership 1 Right c
94. rch Parameters Subsystem Meeting Subsystem Parent Product Product Code Invoice Description Search for and select the meeting you want to register the committee member for The Committee Meeting Registration screen displays as shown below X If necessary to override existing pricing select the Rate Structure Rate Code and Ship Via from the drop downs If you do not select a Rate Structure or Rate Code the system will create the meeting order s by assigning the best rate structure for which the committee member qualifies and will use the default rate code for that rate structure March 2014 Pearl Lewis User Manual docx 54 Committee Meeting Registration Committee Information Commitee PAC Holiday Committee Select a Meeting Product Meeting Information Product Code BAND SPONSOR Band Sponsor Pricing Override Rate Structure List Price v Rate Code Band Sponsor v Ship Via Select Break Out Sessions and Events Product Code Product Description 0 Purchase This Product DOOR PRIZE SPONSOR Door Prize Sponsorship a DRINK SPONSOR Drink Sponsor v FOOD SPONSOR Food Sponsor O HOLIDAY PARTY 2012 December Holiday Party y PHOTO BOOTH SPONSOR Photo Booth Sponsor 0O TACKY SWEATER SPONSOR Tacky Sweater Sponsor 5 Click Process Orders Meeting orders are created for all the customer records listed as committee members on the Committee Members tab The status displays in the Order Creation S
95. registrants attended the meeting or session and automatically update the grade code for the registrants using this screen You can also create transcripts for all sessions all attendees and or no shows 1 From the Subsystem Specific task category on the Meeting Product Maintenance screen click Meeting Attendance The Meeting Attendance screen displays as shown below By default all registrants display as Attended Meeting Attendance Meeting Attendance Meeting Session Information Invoice Description Annapolis Crab Feast at Fisherman s Crab Deck Registrants Filter Last Name First Name Employer Select All DeselectAll LIST CHAPTER STAFF Y Justis Elizabeth ii N Scott Chuck N MEMBER EARLY Scott Betty N MEMBER EARLY v Marhurner Fric Y N MFMRFR FARI Y Set Attendance Create Transcripts IV te forall S Update Attendance and Grade Code for Registrant ee ee m l Create Transcript for Attendees Create Transcripts I Create Transcript for No Shows 2 Ifnecessary enter any Filter information and click Go The registrants matching the filter criteria display 3 Select the checkbox next to the registrant s you want to update as having attended the meeting 4 Alternatively click Select All or Deselect All 3 Click Update March 2014 Pearl Lewis User Manual docx 58 SABC 5 The Attendance Flag value changes accordingly 6 Ifnecessary select the registrants you want to create a transcript
96. rench icon at the communication method level Contact Information nCaseofEmergency XV Allow All Solicitation gt Phone Preferred p Email Address gt Web Social Media p Fax Domain If the constituent does not under any circumstance want to be solicited in any communication method uncheck the Allow All Solicitation checkbox Doing so will add Do Not Solicit in right text to the right of each communication method as shown below Contact Information n Case of Emerge ency F Allow All Solicitation Phone Do Not Solicit Preferred X gt Email Do Not Solicit gt Address Do Not Solicit Web Social Media p Fax Do Not Solicit March 2014 Pearl Lewis User Manual docx 27 GA YABC Associoted Bulldars amd Contractors bna Action Description Communication i Method s CONTACT INFORMATION LEVEL WRENCH From the Phone section this link opens the Contact Method Details window to add a new phone number From the Email section this link opens the Contact Method Details window to add a new email address Email From the Address section this link opens the Add Additional Aadress Customer Address window to add a new address Web Social From the Web Social Media section this link opens the Contact Media Method Details window to add new web social media information From the Fax section this link opens the Contact Method Details window to add a ne
97. ress 1919 Gallows Rd Ste 400 Print Acknowledgement Print Invoice Previous Save 12 Select the Receipt Type from the drop down f The Amount defaults to the Order Balance Change this if necessary g Ifyou selected Check enter the Check Number h Ifyou selected Check or Cash enter the PO Number i Ifthe Payor is different from the bill to customer click the link and search for a payor The payor ts the individual customer company or committee who pays for the order who may not necessarily be the customer March 2014 Pearl Lewis User Manual docx 75 fn S4BC Associated Bulldars and Contractors bmo j Enter any Comments as necessary 13 If a credit card was selected as the Receipt Type enter payment information in the Credit Card Information section highlighted below Order Entry 000000005822 Jonnson smith o H 2 v Step 1 Order Products Step 2 Shipping Information Step 3 Payment Information Create New Receipt Transfer Credit Balance Receipt Information Receipt Type X Amount 0 00 Currency United States Dc v Check Number PO Number Exchange Rate 1 0000000 Payor 000000005822 0 Johnson Smith Comments Receipt AE Credit Card Information Credit Card issuer Security Number Start Date Expiration Request ID Authorization Address On Credit Card Retrieve Credit Card of Record Name on Credit Card Johnson Smith Make this Credit Card of Record Credit C
98. rmation Activity and Contact Tracking opens the Activity and Contact Tracking screen below the header within CRM360 March 2014 Pearl Lewis User Manual docx e Contact Information opens the Contact Information screen below the header within CRM360 e Demographics opens the Individual Information or Company Information screen depending on the constituent class below the header within CRM360 e Education opens the Education screen below the header within CRM360 e Attached Files opens the Resume Related Documents screen below the header within CRM360 e Biography opens the Biography screen below the header in CRM360 e Segmentation Details opens the Segmentation Control screen in a new screen tab e Name Details opens the Individual Name Edit or Company Name Edit window depending on the constituent class e Miscellaneous Comments opens the Miscellaneous Comments screen below the header within CRM360 e Notification Messages as of 7 5 0 opens the Search Notification Sent Messages screen in a new screen tab filtered to display notification messages sent to the constituent open in CRM360 Relationships e All Relationships opens the Relationships screen below the header within CRM360 e Adda Family Member individual only opens the Shared Customer Address window to add a family member at the same address as the constituent open in CRM360 Please note that this does NOT create a family relationship between th
99. roducts Step 2 Shipping Informatio Step 3 Payment Information Create New Receipt Transfer Credit Balance Receipt Information Receipt Type CONV_CHK Amount 780 00 Currency United States dc v Check Number PO Number Exchange Rate 1 0000000 Payor 19639068 0 ACW Corporation Comments Receipt CONV_CHK Credit Card Information Credit Card Issuer Stag Date Q Can I spread out one payment across several meeting orders A Receipt Entry Screen allows you to apply a single payment to multiple orders for an event If a company pays for multiple meeting registrations spread out across separate orders with a single check you can pay all of them as long as the bill to is the same company In Receipt Entry enter the Bill To customer ID and you will see all open invoices for that customer in one screen This screen allows you to choose which lines to apply payment to and which to not apply payment March 2014 Pearl Lewis User Manual docx 86 Create Receipt for an Order View Edit Receipts Customer ID 0 Name eted City State Phone Email Search Create New Receipt Reset 1 record s found Expo gt ETEC Mechanical Cor 3117 Norfolk St Richmond VA Receipt Entry SHF R Bill To ETEC Mechanical Corp Batch 2014010901 Batch Type Direct Posting Batch Receipt Number 45316 Batch Status Editing Balance 4 725 00 Payor wEctranical Corp TransferCredit Balance Currency UnitedStatesd X Rate
100. s box this gives the employee the same address as the company g If you selected a parent constituent select the Create Employee Employer Relationship checkbox to create an Employment relationship This creates a relationship link to the company and gives employees member pricing on all orders 4 From the Step 2 Contact Information tab complete all necessary fields 5 Click Save amp Close March 2014 Pearl Lewis User Manual docx 20 SABC Parent Constituent Conatituent ID poian ConstiuentName o O Ee Raion C19725790 0 A 1 Refrigeration V Link Constituent to This Parent Constituents Addres Address Link to Different Address Company Name A 1 Refrigeration Create Additional Relationships From a constituent profile screen you can create additional relationships to a company You may want to designate an employee that is also a primary contact safety contact a beam club sponsor or an educational contact 1 From the Quick Create task category click New Employee Additionally from the Relationship task category click Add an Employee 2 The Shared Customer Address window displays complete necessary fields 3 The Relationship Type Relationship and Reciprocal determine the type of contact relationship an employee has with the company X If an employee has more than one role in a company they should be listed more than once witin the Relationship window See Viewing a constituents relationsh
101. s the Address History screen Marks the communication records as primary Only one phone number can be marked as primary per Type For example you can have a primary Phone Home number and a primary Mobile Personal Mobile number but you cannot have a primary Phone Home and a primary Phone Business Only one email address can be marked as primary March 2014 Pearl Lewis Prefer m ai User Manual docx Email Web Social Fax Phone Email Web Social Media Fax Phone Email Web Social Media Fax Domain Phone Email Address Web Social Media Fax Domain 33 Mark as Bad and Add New Only one address can be marked as primary Only one web social media record can be marked as primary Only one fax number can be marked as primary Address Status to BAD Addresses marked as bad will display Bad Address to the right of the address on the Contact Information screen as highlighted below y Address Home Bill Ship Edit Primary Jane Middleton Smith Tenure Professor 123 First Street NW Coal Mountain WV 24823 Home Edit Bad Address Jane Middleton Smith Tenure Professor 129 E State Rd Island Lake IL 60042 1000 Address If you want to make a bad address good click Edit and select Good from the Address Status drop down Changes the Address Status to BAD and opens the Add Additional Customer Address window Addresses marked as bad will display Bad Ad
102. ser Manual docx SABC and Contrec bn Indicates that the constituent does not want to be included in solicitation mailings from the organization The primary purpose of this checkbox is to exclude constituents from receiving multiple Do Not mailings when there is more than one member in a household sae aa The system does not display any visual representation Address that this option is selected Once selected the Send Internal Mail option described below will display in the wrench menu to reverse the selection Send If the Do Not Send Internal Mail option described above is Address Internal Mail selected this option now displays in the wrench menu Indicates that the constituent does not want to be included in label sets sold to third parties This is used by the MKT800 process when selecting constituent records for exported marketing lists used outside the organization If this option is selected Do Not Solicit will display in red text to the right of the Address communication method as shown below Do Not Do Not Solicit Include in i Address Label Sales Home Bill Ship Edit Primary Jane Middleton Smith Tenure Professor 123 First Street NW Coal Mountain WV 24823 Once selected the Include in Label Sales option described below will display in the wrench menu to reverse the selection If the Do Not Include in Label Sales option described above is Include in selected this option now displays in
103. signed as shown below 4 Overdue 1 Due Today 13 1 Future e Additionally the red overdue icon will display to the left of the record in the list of all activities and contact tracking records for the constituent in CRM360 as shown below lt lt Main Page Search Parameters Contact Date from to 9 11 2013 v Filter by Show All Select 6 record s found 09 11 2013 09 11 2013 Membership Note C3 Abel Fence LLC 08 29 2013 08 29 2013 Dues Renewal Abel Fence LLC 10 26 2012 Membership Note Abel Fence LLC 09 16 2012 Membership Note Abel Fence LLC 03 12 2012 Membership Note el Fence LLC 09 16 2011 Membership Not March 2014 Pearl Lewis User Manual docx If you want to add more than one topic subject to the contact tracking record click the More link to open the More Topics and Subjects window To view activity and contact information 1 In CRM360 from the Background Information task category click Activity and Contact Screen Tasks TX Tracking as shown below What do you want to do a Abel Fence LLG Financial Data R ID C19262986 e i Primary Contact Erb In addition to CRM360 you can search across all Order and Donation History we casa constituents for contact tracking records from the Contact nae m G Never Updated Tracking screen This screen is very similar to the list E R Sins gt Credit Ca nfommation described here but is used by each user to manage their Tax E
104. sorship Other Fees M Meeting S Break out Session To create a session product select Break Out Session from this drop down Meeting sub products include Badge Exam Product and Sponsorship Other March 2014 Pearl Lewis User Manual docx 43 Fees Product Maintenance Session Summary Parent Product Product Code 07 16 2013 EIC 07 16 2013 EIC Session Summary Shows All Sessions within this Master Me Setup Sponsors as Sub Products with a Product Type of Sponsorship Session Registrants Session Wait List Sessio i i then register sponsor with session BIM Workshop 7 16 2013 4 00 00 F 5 Bronze Sponsorship 7 16 2013 4 00 00 PM AN 6PM SESSION Chicken 7 16 2013 6 30 00 PM End Date amp Time 7 16 2013 9 30 00 PM SESSION Diamond Sponsorship 7 16 2013 4 00 00 PM SESSION Fish 7 16 2013 6 30 00 PM Session Class Session j SESSION Gold Sponsorship 7 16 2013 4 00 00 PM Session Status Active v SESSION Platinum Sponsorship 7 16 2013 4 00 00 PM l Capacity 99999 SESSION Premier Sponsorship 7 16 2013 4 00 00 PM SESSION Silver Sponsorship 7 16 2013 4 00 00 PM Registrations e SESSION SponsorDinnerTicket 7 16 2013 4 00 00 PM Available 99997 Rooms Related Customers Facility Room _ Configuration Name Classification Status X TIP SET UP SPONSORS AS SUB PRODUCTS AKA SESSIONS 10 If you change the Product Type to Break Out Session two checkboxes appear in the Meeti
105. st Name is Jane the informal spouse would be Jane Formal with If a husband wife relationships has been defined on the Relationships screen the system Spouse will automatically create the formal with spouse salutation as Prefix and Mrs First Name Last Name For example if John Smith has a husband wife relationship defined the formal with spouse salutation would be Mr and Mrs John Smith Informal with If a husband wife relationships has been defined and the Spouse First Name field has been Spouse defined on the Relationships screen the system will automatically create the informal with spouse salutation as husband First Name and Spouse First Name Last Name For example if the Spouse First Name of Jane is defined for a husband wife relationship with John Smith the informal with spouse salutation would be John and Jane Smith Q amp These salutations display on mass email exports such as FND630 and MKT800 printed acknowledgement letters such as ORD660 notifications and duplicate merges CUS595 Add a New Employee 1 From the Home Page select Add a new customer gt CRM360 gt Create New Constituent 2 From the Step 1 Constituent Info tab fill out the Constituent and Name fields 3 From the Parent Constituent section a Click the Constituent ID link and search for a company b Check the Create Employee Employer Relationship box c Check the Link Constituent to This Parent Constituent s Addres
106. t Wilson Cliff Benchmark Construction Primary Contact Email cwilson benchmarkac com dhe tes gt Order x 7 Brownstown PA 17508 Donation gt Contact Tracking G 9 14 2013 6 09 PM New Employee Overview Involvement gt Alert Teniti m emel Balance Due Current Total Inv Proforma 7 490 00 0 00 7 490 00 National Contractor Member Category 12 R y aaa abel rir 2 From the Product Research expand All Products and then Memberships 3 Select the appropriate membership d Note You will have at least two line items one for the Chapter and one for National Voluntary and State products are also optional products which can be added 4 Make sure you are choosing the correct product you may want to expand the screen task pane rewnewryp _ Meetings nt wv ASSOCIATE_NATL_NEW National Associate Member catego Nen ASSOCIATE_NATL National Associate Member Category iv ASSOCIATE_NEW Chapter Associate Member Cate ASSOCIATE Chapter Associate Member Category 1 Renew CONTRACTOR_10_NATL National Contractor Member Category 10 Renew C CONTRACTOR_10_NEW_NATL National Contractor Member Category 10 N _ GANTRACTOR_ 0_ ter Con r Member Category 10 5 Click the Create Order Gift button March 2014 Pearl Lewis User Manual docx Sc Associoted Bulldears and Contractors bmo Product Research Cross Sell Up Sel Premiums Search All Products 9 Sub Products All Pr
107. tatus section of the screen Order Entry Edit an Existing Order F identify the order and add or delete the products update the quantities enter payment change Create aNew Order Edit an Existing Order Search Parameters Ship Customer ID Bill Customer ID Order Number Name Search Name Order Date 10 8 2013 v City City Order Status gy State State Subsystem Phone Email Phone Email Invoice Number Renewal Created F Search Edit Selected Order Reset Search Settings 7 record s found Save Layout J Export Search Results Excel Mail Merge Orde gt 7 gt 7 Bill Custome 7 Shig tome 7 Descriptio 7 es 7 Git 7 Orde Dat 7 Stat 1000321608 1 ISCConstructors LLC Gremillion Michad Band Sponsor 420 Dickinson Avenue League City 10 08 2013 P 1000321608 2 ISCConstructors LLC Gremillion Michael Drink Sponsor 420 Dickinson Avenue League City 10 08 2013 P 1000321608 3 ISCConstructors LLC Gremillion Michael December Holiday Par 420 Dickinson Avenue League City 10 08 2013 P 1000321609 1 FosterWheelerUSAC Williams Mark Band Sponsor 585 N Dairy Ashford Houston 10 08 2013 P 1000321609 2 FosterWheelerUSAC Williams Mark Drink Sponsor 585N Dairy Ashford Houston 10 08 2013 p 1000321610 1 Mobil Steel Internation Bedell Leonard Band Sponsor 13830 South Wayside Houston 10 08 2013 P 1000321610 2 Mobil Steel Internation Bedell Leonard Drink Sponsor 13830 South Wayside Houston 10 08 2013 P March 2014 Pearl Lewis User Manual docx GA YABC
108. the wrench menu Selecting Addes Label Sales this option will remove the Do Not Solicit text to the right of the Address communication method Communication Record Options Once you have added a constituent s contact information you can perform the following actions for the records defined by using the wrench icon at the record level as highlighted below Contact Information in Case of Emergency JY Allow All Solicitation y Phone Preferred X Business 555 783 2657 Ed ary s Personal Mobile 555 239 8789 1 Edit Primary Home 555 435 6545 s Edit p Email Address Do Not Solicit March 2014 Pearl Lewis User Manual docx 31 Sic Associated Bulldars and Contractors bic Communic Action Description ation Method s Opens the Contact Method Details screen for phone email web social media and fax records or the Additional Address screen for address records This option displays as a link next to a specific communication records as well as an option in the wrench menu for a specific Phone communication record as shown below Email y Phone _ Preferred Address Edit Business 555 783 2657_ Edit rimary ee Media Fax Domain Edit Personal Mobile 555 23 Add to Do Not Call Registry Home 35 6545 De Activate p Email Delete View History When selected On Do Not Call Registry will display to the right of the
109. ti m star ic n pY TP ARAR n ahins Y aari T a lt C v d 98 29 2013 Mi 3 gt p Abel Fence LLC complete MRM Abel Fence LLC 10 26 2012 Membership Note C19262986 MRM D Abel Fence LLC 09 16 2012 Membership Note Barbara 7 MRM E Abel Fence LLC 03 12 2012 Membership Note Carrie 7 MRM a Abel Fence LLC 09 16 2011 Membership Note Barbara 7 MRM a 3 You can filter out items that are not of interest if desired using column header filters as highlighted in figure below March 2014 Pearl Lewis User Manual docx 38 KAN MBC Associoted Bulidars and Contractors bmo 4 When you double click on a contact tracking record the new detail screen opens see Contact Tracking Details below for more information Double clicking on an activity record opens the Activities screen which provides less detail than contact tracking If you select a record in the grid and click Delete the system will display a confirmation message asking if you want to permanently delete the record Please keep in mind that once a record is deleted it cannot be retrieved without getting it from a backup database Delete is offered as a way to correct mistakes but should be used rarely so as much history as possible is preserved Deleting a contact tracking record or activity will also remove it from the Activities tab in the Latest Interactions section on the Main Page 5 Click New to create a new contact tracking record Conta
110. ts Here gt Customer Centralized Audit Info Product Code ABC CONTRAC_NAT_NEW AddaLine Item Add a Sub Line Item Delete a Line gt Related Activities Tasks Quantity 1 Unit Price 0 00 Market Code Discount i Description CONTRAC_NAT_NEW 10 01 2010 to 09 30 2011 List Code Coupon Work with Orders Rate Structure ListPrice v RateCode Contractor 10 Key Code Contract ID 9 gt Change Bill to Customer Order Detail C tn niet a 3 Renewed orders will renew in proforma status this gives you the option to make any necessary changes a membership may have Next section reviews how to modify orders Modify Orders Once you ve created an order you can make changes to the order Right clicking on a line item gives you the option to Delete Make Active or Terminate at End Drop etc Order Detail Delete i ASSOCIATE_NEW HOUSTON Chapter Associate Member Categc Rane 0 0 Profom Active ASSOCIATE_NATL_NEW HOUSTON National Associate Member ADA Put On Hold Suspend Order Summary Terminate At End Product Total 1 400 00 Total Discount Show Full Line tem Detail 1 400 00 Tg A OO al Shippias OU Arden Change Category UP DOWN Below is a best practice for transferring Proforma orders you will follow this process after renewing the original order because your member needs to change category UP or DOWN This process also ensures your pro rate is applied to the new line item and alleviates you having to
111. u are prompted to open a batch for processing Click Yes and select the batch from the list 3 Click Create New Receipt From the Receipt Information section see below enter the appropriate information March 2014 Pearl Lewis User Manual docx 65 SABC Order Entry 000000005822 Johnson Smith Step 1 Order Products Step 2 Shipping Information Step 3 Payment Information Receipt Information Receipt Type X Amount Currency United States Dc v Check Number PO Number Exchange Rate 14 0000000 Payor 000000005822 0 Johnson Smith Comments Receipt AE Credit Card Information Credit Card Issuer Security Number Start Date Expiration Request ID Authorization Address On Credit Card Name on Credit Card Johnson Smith Credit Card Address 1919 Gallows Rd Ste 400 Vienna Country Code USA Print Acknowledgement Print Invoice Previous 5 Select the Receipt Type from the drop down a The Amount defaults to the Order Balance Change this if necessary b Ifyou selected Check enter the Check Number c Ifyou selected Check or Cash enter the PO Number d Ifthe Payor is different from the bill to customer click the link and search for a payor The payor ts the individual customer company or committee who pays for the order who may not necessarily be the customer e Enter any Comments as necessary 6 Ifacredit card was selected as the Receipt Type enter payment informati
112. uent Class Company ID C19262986 WORK 717 252 2950 Business Abel Fence LLC www abelfence com Primary Contact Erb Thomas Primary Contact Email abelfence comcast net eg r R Active Member Never Updated Overview Involvement Balance Due Current Total Inv Proforma 0 00 0 00 0 00 PO Box 97 Mount Joy PA 17552 Edit Contact Info Change phone email address View All Memberships View All Committees National Contractor Member Category 8 Renew Since 3 Active 01 01 2013 19 31 2013 Spending YTD Jan Lifetime 0 00 5 050 00 Chapter Contractor Member Category 8 Renew 3E2010 Active 01 01 2013 1244 2013 Score YTD Jan Lifetime 2 110 Represented on ChapterLegislative Issue al Rights Committ Active 01 01 2013 12 3 Web Credentials Create a web login Online Records Managed By Chapter Keystone Chapter View all membership orders View all Committees customers is associate with Latest Interactions View All Create New Outstanding Items Only 09 16 2013 File View Activity User BarbaraHappy 3rd An View all Activites 10 26 2012 File View Activity Ralph Simpson Notes Orders and 09 16 2012 File View Activity User BarbaraHappy 2nd Anniversary Receipts 03 12 2012 File View Activity User Carrie2012 PA One Call Dues In 09 16 2011 File View Activity User BarbaraHappy ist Anniversary ACTIVE INDIVIDUAL LOST CE
113. ustomized for ABC Online Report Submission Search Parameters Report Id mtg9 Description Report Category Y Screen Linked Search Select Report Reset Search Settings 6 record s found Save Layout J Export Search Results MTG9001 Company Participation Detail MTG_ORDER ORD001 MTG9002 Event Participation By Company Detail MTG_ORDER ORDOO1 MTG9003 Event Sign In Sheet MTG_ORDER ORD001 MTG9004 Meeting BadgeReport Avery 5392 MTG_ORDER ORD001 MTG9005 Meeting BadgeReport Avery 45395 MTG_ORDER ORD001 MTG9007 Event Participation By Company Detail MTG_ORDER ORDOO1 Meeting Reports Personify By default the base Personify application offers batch reports online reports and webi reports specific to meetings Meetings Reports By default the base Personify application offers batch reports online reports and webi reports specific to meetings Batch e MTG500 Meeting Session Roster MTG510 Meeting Registrant Listin e MTG530 Meeting Requirements e MTG681 Meeting Registrant Badge Generation e MTG700 Meeting Cancellation e MT Waitli ivation Pr Online 3 MTG1002P int Meeting Registrant Tick MTG1200CE Meeting Roster by Status Company Employer Registrant External m m MTG1200PE Meetin ter t Registrant External MTG1200PI Meeting Roster by Status Registrant Internal 1 gt egistra aphics a gt ompany Intern M1TG1201P Meeting Registrant Demographics and Order Detail by Registrant Internal
114. w fax number From the Domain section this link opens the Contact Method Details window to add a new Domain Phone Add New Fax Domain Phone Sa Email Of the five types of communications methods Phone Email Address Address Web Social Media and Fax a constituent can choose ae Web Social their preferred communication method Media Mark as Preferred Fax Indicates that the constituent does not want to receive commercial telemarketing phone calls When this option is selected the list of constituents and phone numbers generated for purposes of making phone calls to promote or sell a product service or membership etc will not include this constituent If this option is selected Do Not Solicit will display in red text to the right of the Phone communication method as shown below Do Not vy Phone Do Not Solicit Solicit by Phone Business 555 783 2657 Edit Primary Personal Mobile 555 239 8789 Edit Primary Home 555 435 6545 Edit Once selected the Allow Solicitation by Phone option described below will display in the wrench menu to reverse the selection If the Do Not Solicit by Phone option described above is selected this option now displays in the wrench menu Selecting this option will remove the Do Not Solicit text to the right of the Phone communication method Allow Solicitation by Phone March 2014 Pearl Lewis User Manual docx Associoted
115. xempt Info ea oe Spending TD Jan Lifetime Show Orders System Wide Score Di Jan Lifetime personal workload or to search for all records with a particular topic and learn how prevalent a request is or D Credentials round Information Backg ee Informat Online Records Managed 8y Chapter Keystone Chapter Activity and Contact Tracking how other staff members resolved a type of situation _ s PESA test imam Social Community Scores Activities Orders and Donations Contact Information View All CreateNew T Outstanding It Demographics 09 16 2013 File jew Activi 2 The Activity and Contact Tracking screen displays as shown Constituent Role Codes aaea Mone mound Education below In the new CRM360 screen all of these records are listed in Attached Files irae or i z A Biography the same sequential list as highlighted below so you get a CPR R complete sense for what has happened with a constituent ecHetvaaA Abel Fence LLC Relationships 15 Constituent Class MEMBER ID C19262986 pnp hae Other Fence LLC www abelfence com Primary Contact Erb Thomas l A Edit Contact Info B SE arii Email abelfence comcast net areeni S ntact Inf 9 kE lt lt Main Page Search Parameters Contact Date from 9 11 2011 to 9 11 2013 Filter by Show All Show Employees Search Select New Reset Delete 5 record s found port Search Results 38 Excel IF Mail Merge CSV c m o
116. ystem Dates Times for Meetings and Exhibitions Product Type Meeting Start Date Time 6 21 2012 7 00 00 AM Product Class Chapter Meetings End Date Time 6 21 2012 8 00 00 AM 1 New Product to be Created 2 Copy Parameters Product Code 2012 GALA Party Dates for Meetings and Exhibitions Parent Product Start Date Time 4 6 2013 12 00 00 AM 2012 GALA Party Subsystem Meeting Subsystem End Date Time 4 6 2013 12 00 00AM sw Product Type Meeting Date Available for Sale 4 6 2013 X Today Product Class Chapter Meetings j Product Description 2012 Gala Party for new members Invoice Descriptio 2012 Gala Party for new members Next n S a Ty a m Ss S S S 2 2 Se CHP_MEETING EVENT CHP_MEETING ANNUAL_MEETING CHP_MEETING CHP_MEETING CHP_MEETING CHP_MEETING DONATION DONATION DONATION DONATION CHP_MEETING MORATIOAI Locate a meeting that will have the same GL and Revenue account numbers Enter the new name of the meeting in the Product Code and Parent Product fields March 2014 Pearl Lewis User Manual docx 47 Tab 2 Rates and Pricing GL amp Revenue Accounts 1 New Product to be Created 2 Copy Parameters GL Account Parameters Copy Parameters V Rates and Prices Web Text Info System Accounts C biii M Components Shipping Fees Use ult System Account ee e Faas Impose Mask on System Accounts py System Accounts Revenue Accounts 7 Copy Sub Products py Revenue Accounts I

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