KEYSTONE ONLINE USER GUIDE

Transcription

1 KEYSTONE ONLINE USER GUIDE V1.11U November 2013 Intended Audience Unit Secretary or Equivalent Assigned Access to Keystone Online for the purpose of verifying membership details and the submission of the Annual Return Invoice

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3 Contents Introduction... 4 Accessing Keystone Online for the First Time... 5 Accessing Keystone Online Normally... 6 Add or Edit Members (Unit Level)... 8 Edit Member... 8 Add Member... 9 Assign Secretary or Treasurer Unit Ranks Processing Leavers Annual Return Processing Annual Returns & Invoices (UK and Sterling) Finalising and Submitting the Annual Return Invoice (UK and Sterling) Annual Returns & Invoices (Non Sterling Overseas) Finalising and Submitting the Annual Return Invoice (Non Sterling Overseas Provinces) Housekeeping Setting a Memorable Password Helpful Hints Internet Explorer & PDF s

4 Introduction Keystone Online (KOL) is an online web application designed to allow you to process and submit annual returns and produce invoices as well as updating member details and assigning ranks and statuses. The system is made available to all Provincial Secretaries or equivalent and to Unit Secretaries or equivalent where the Provincial Secretary has requested access via MMH Registrations Department. The table below shows the features available. NB: Some of the features described in this document are unavailable if you have been assigned Read Only access to Keystone Online. You are the Provincial/District Secretary or equivalent Your Role You are the Unit Secretary or equivalent or his delegate, granted read/write access Unit Features Look up member Contact Yes Yes Yes Details Add New Member Details Yes Yes x Edit Existing Member Details Yes 1 Yes 1 x Admit Member to Unit Yes Yes x Cease/Resign Member from Yes Yes x Unit Add New Unit Rank Yes Yes x Close Unit Rank Yes 3 Yes x You are the Unit Secretary or equivalent or his delegate, granted read only access Verify Memberships and Print Annual Return Invoice Yes Yes Yes Provincial Features Look up Provincial members Yes x x Add Provincial Rank Yes 2 x x Process Annual Returns on behalf of a unit Yes x x 1 All contact data can be edited except membership number, surname, and given names 2 After appointments only, rank changes cannot be entered in advance 3 Where members are marked as deceased, only the current unit will be affected, Registrations department will receive notification, verify, and close other memberships where necessary. 4

5 Accessing Keystone Online for the First Time In order to access the system for the first time you will need to generate a password. To achieve this, follow these steps:- 1. Navigate to with your browser (Preferred Browser is Google Chrome although Internet Explorer v8 or above is also recommended) 2. Click on the Reset Password link 3. Enter your MMH membership number (sent to you via ) in the popup box and click OK 4. A system generated password will be ed to you via the address associated with your MMH number. (You will be able to set this to a more memorable password later) 5. Once you receive your password then enter your MMH membership number and password and click on the Login button 5

6 6. You will now be asked to confirm that you accept the Data Protection terms (Clicking NO will prevent you seeing any data) 7. You will now be presented with the Provinces/ Units screen which shows all Provinces and Orders of which you are a Provincial/Unit Secretary or equivalent. This screen will also display the Annual Return A/R Status and elected payment method for each unit Accessing Keystone Online Normally There is no software to install as the system is completely web based. To get started simply follow the steps below:- 6

7 1. Navigate to with your browser (Preferred Browser is Google Chrome although Internet Explorer v8 or above is also recommended) 2. Enter your MMH membership number and password in the boxes on the left of the screen and click on the Login button 3. You will now be presented with the Provinces/Units screen which shows all Provinces and Units of which you are a Provincial/District/Unit Secretary/Recorder/Vice-Chancellor. This screen will also display the Annual Return A/R Status and elected payment method for each unit. 7

8 4. Click on an entry in the list to navigate to your desired Province or Unit. 5. Clicking on a Unit will produce a list of individual members for that Unit 6. Clicking on a Province will produce a list of Units within the Province, clicking on one of these units will produce a list of individual members for that Unit Add or Edit Members (Unit Level) If the annual return requires changes to member details or the Secretary Treasurer has changed then from the Members Screen you are able to edit or add member details and assign ranks. Edit Member The members screen contains a scrollable list of all the members in the selected unit. Clicking on a member will populate their details in the grid at the bottom of the screen and allow you to update details as required. Once you have finished making changes then click on the Save button. There are a number of read only fields that you cannot edit and these will be greyed out if this is the case. If changes are required to these fields then you will need to contact the Registrations Department. NB - You can change the number of members displayed by using the radio buttons above the grid. The default is to display current subscribing members but you can change this to display either All Members Past & Present or All Current members instead. NBB Select All Current Members to include Honorary Members 8

9 Add Member From the Member screen you can click on the New Member button and the screen will change to a search screen. This allows you to check if your new member is already an existing brother. If you find the member you want to add then click on their record and click Yes in the confirmation box that pops up. You will not be able to see any of the contact information for a new member until you have added them to your unit. You will be unable to add a member to your unit unless their record contains a valid Date of Birth or if it is missing, you will need to add one. If you can t find a record for your new member then click on the New Brother button and fill out their details in the form and click the Save button. 9

10 Assign Secretary or Treasurer Unit Ranks This function is used for assigning ranks to selected brothers. 1. Select a Brother from the grid in the top half of the screen 2. Click on the Assign Ranks button 3. Enter a Start Date and select a Rank from the dropdown then click on the Assign Rank button 10

11 4. You will get a pop up box asking you to confirm your actions. The confirmation box will include the position you are assigning, who you are assigning it to and also who currently holds the rank. Processing Leavers From the members screen you can also process leavers as follows:- 1. Select a Brother from the grid in the top half of the screen 2. Enter an End Date in the details pane (Future dates are not valid) 3. Select a status reason from the dropdown list (you can click the question mark for a popup explaining each of the options) 4. Click on the Save button 11

12 Annual Return Processing Annual Returns & Invoices (UK and Sterling) On the first of September each year the Annual Return Status for each Unit will be set to Due signalling that the Annual return process for each unit can be started. The Annual Returns process has 4 key elements and these are:- 1. Unit Secretary or his Delegate verifies the subscribing member details for his unit for the period 1 st September to 31 st August prior. 2. Unit Secretary or his Delegate views and checks the Annual Return Invoice. 3. Unit Secretary or his Delegate submits the Annual Return Invoice as correct and chooses a payment method. (either direct to MMH or Cheque to Province/District) 4. Unit Secretary or his Delegate or Treasurer makes the Payment by the chosen Method To start the process you need to Click on your Unit from the Provinces/Units screen, you will see a list of members in the main grid and a number of buttons on the left hand side. Clicking on the View A/R button will produce a popup containing all the subscribing members from the last 12 months along with various contact and other information. This is the primary method of verifying the correct subscribing member numbers and details for your Unit. (There is no need to actually print this document unless you wish to for your own records.) Any changes that are required to your Unit membership details should be made at this stage, prior to submitting your Annual Return Invoice. If you are unable to make the required changes yourself please contact your Provincial Secretary or equivalent who will be able to make the necessary changes for you. NB: It is perfectly possible to view your Annual Return Invoice prior to submitting it as correct, to do this click on the View Invoice button which will generate a draft invoice based upon the number of subscribing members for the period, together with any additional charges for yearbooks etc. You will see that, in both cases, at the top of the popup screens are options to Print or . 12

13 Print If you are using Google Chrome when you click the print button you will be presented with a print preview of the document you have selected to print. Please ensure that you have selected the correct printer and that you have chosen Landscape for page orientation. If you are using Internet Explorer then you will be presented with the Printer box from where you will need to select the properties of the printer in order to select Landscape prior to printing. Your address will be automatically populated in the input box and clicking the button will send you an message with a PDF of the Invoice or Annual Return attached. After the print or function has been completed you will automatically be asked if you want to submit/re-submit the invoice as per step 3 in the following section. Finalising and Submitting the Annual Return Invoice (UK and Sterling) Having made any required changes to your members i.e. processed leavers, new members etc, the next step is to View and Submit your Annual Return Invoice and make your payment. NB: There is no need to actually print the Invoice unless you wish to for your own records. 1. To start the process Click on the View Invoice button from your Unit Members view as before. 2. Check that the invoice values are correct and then Click on the Submit/ Close button on the Invoice screen to progress to the Invoice Submission and Payment dialogue screens. 13

14 3. The first dialogue gives you the option to submit the invoice or exit from the function if you are not yet ready to finally submit the Annual Return Invoice as correct. NB: If this invoice has already been submitted before then the text will ask if you want to resubmit the invoice and you will be notified at the bottom of this dialogue. 4. Selecting Yes from this screen presents you with two options for indicating how you have made your payment. Please click on the appropriate option. 5. Finally Click on Submit to complete the process, this will change your Annual Return status to submitted and will send a copy of the invoice to your Provincial Secretary or equivalent. A copy of the Invoice will also be sent to Mark Masons Hall. A follow up dialogue will confirm a successful submission. Please ensure that your payment is made by the method chosen as soon as possible. NB: If you make a mistake do not worry, it is possible to re-submit your Annual Return invoice at any time, the system will warn you that the invoice has already been submitted, but will allow you to proceed to re-submit. 14

15 Annual Returns & Invoices (Non Sterling Overseas) On the first of September each year the Annual Return Status for each Unit will be set to Due signalling that the Annual return process for each unit can be started. The Annual Returns process has 4 key elements and these are:- 1. Unit Secretary or his Delegate verifies the subscribing member details for his unit for the period 1 st September to 31 st August prior. 2. Unit Secretary or his Delegate views and checks the draft Annual Return Invoice 3. Unit Secretary or his Delegate Requests an Annual Return Invoice in his local currency. 4. Local Currency Invoice is sent by Mark Masons Hall and payment is made. To start the process you need to Click on your Unit from the Provinces/Units screen, you will see a list of members in the main grid and a number of buttons on the left hand side (see figure xi). Clicking on the View A/R button will produce a popup containing all the subscribing members from the last 12 months along with various contact and other information. This is the primary method of verifying the correct subscribing member numbers and details for your Unit. (There is no need to actually print this document unless you wish to for your own records.) Any changes that are required to your Unit membership details should be made at this stage, prior to submitting your Annual Return Invoice. If you are unable to make the required changes yourself please contact your Provincial Secretary or equivalent who will be able to make the necessary changes for you. NB: It is perfectly possible to view your draft Annual Return Invoice prior to requesting, to do this click on the Request Invoice button which will generate a draft invoice based upon the number of subscribing members for the period, together with any additional charges for yearbooks etc. You will see that, in both cases, at the top of the popup screens are options to Print or . Print If you are using Google Chrome when you click the print button you will be presented with a print preview of the document you have selected to print. Please ensure that you have selected the correct printer and that you have chosen Landscape for page orientation. If you are using Internet Explorer then you will be presented with the Printer box from where you will need to select the properties of the printer in order to select Landscape prior to printing. Your address will be automatically populated in the input box and clicking the button will send you an message with a PDF of the Invoice or Annual Return attached. 15

16 Finalising and Submitting the Annual Return Invoice (Non Sterling Overseas Provinces) Having made any required changes to your members i.e. processed leavers, new members etc, the next step is to Click on the Request Invoice button to view the draft invoice and then click Request Invoice from MMH on the Invoice screen to progress to the Invoice request dialogue screens. The first dialogue asks you to confirm that you wish to request a local currency invoice. If this invoice has already been requested then you will be notified at the bottom of this dialogue Clicking Submit Request from this screen will submit your request to MMH Accounts who will raise an invoice in your local currency and it to you. Clicking Not at this Time will cancel the operation and close the form. 16

17 Housekeeping Setting a Memorable Password If you would like to set a memorable password instead of having to use the system generated one, follow these steps:- 1. Click on the Set Password button 2. Ensuring you adhere to the complexity requirements, enter your desired password and click on the Reset Password button 3. You will now be logged out of the system and presented with the opening logon screen to enter your MMH membership number and new password 17

18 Helpful Hints Internet Explorer & PDF s The way that Internet Explorer deals with PDF files from a webpage is controlled by the Adobe application itself. There are two options, either open the PDF in a browser or use the Adobe program. Our recommendation is to not display PDF s in the browser and you can change this as follows:- (NB Google Chrome has its own PDF system and does not require any changes) 1. Open Adobe Reader/Acrobat 2. Click on Edit 3. Click on Preferences 4. Select Internet from the Category list 5. Uncheck Display PDF in Browser 6. Click OK 18