m360 creating invoices for tepsa products

Transcription

1 m360 creating invoices for tepsa products 1. In m360, Quick Search to search the member. 2. After m360 has located the correct member, click on the member s ACCOUNTING tab. 3. Click ADD INVOICE. 4. If there is a purchase order #, enter it in the PO NUMBER field. 5. In the INVOICE DESCRIPTION field, enter Products 6. For each item purchased: * enter a line item on the invoice. The line item description should match the description on the order form. * select GL account 3450 * enter quantity purchased * enter price, then press TAB to calculate the total amount. 7. If the member purchased multiple items, click ADD NEW LINE ITEM and follow the sequence in step 6 above. 8. When you have entered all of the line items, click SAVE. 9. Wait for the prompt that appears at the top of the screen indicating that the invoice has been successfully created. 10. Click PRINT INVOICE. 11. Record invoice # on the member s products order form. PAGE 1 OF 6

2 issuing refunds for conference registration If the registrant has NOT paid: 1. Delete the conference registration. 2. Verify that the associated invoice was voided. If the registrant has paid: 1. Create the Debit Note. 2. Click on Accounting in the top Navigation 3. Then click the Add Adjustment link from Related Tasks in the left navigation. 4. Enter a description. Hint: Add detail (e.g., check numbers, member names, reasons for the debit note, etc.)to the description. This will make it easier to research the adjustment in the future. 5. Select your Accounts Receivable (1300) from the GL account dropdown. 6. Enter the member s name in the box that appears once the AR account is selected. 7. Under Add Distribution, add a short description. Hint: Copy the first description in the description box above. 8. In the Account/Member box, select the correct GL account from the dropdown: Select Cash (1020), if the member paid by credit card. Select Refunds (2200), if the member paid by check/cash. 9. Enter the debit amount in the amount box. 10. Click Save. 11. Allocate the Debit Note. 12. Open the Accounting tab for that member. 13. Click on the Add Payment link. 14. The receipt window appears with the debit note in the documents available for distribution area. 15. Click on Open Receipts to choose an existing payment or enter a new payment. 16. Click Allocate. 17. Click Save. PAGE 2 OF 6

3 printing membership cards (single card) 1. In m360, go to Members > Reports. 2. Click on the edit pencil ( ) for the report Member ID Card. 3. In the Member Name field, search for the member. 4. After m360 has located the correct member, select SAVE. Wait for the prompt, The report has been saved. 5. Select PRINT. When you select PRINT, a dialogue box for Microsoft Word will pop up. Select OPEN to allow Word to open the report. 6. Review the member address information at the top of the report and the member ID card information at the bottom of the report. Correct any obvious mistakes. 7. Click on OFFICE BUTTON, then select PRINT and OK. 8. Click on OFFICE BUTTON, then select CLOSE. When you are prompted as to whether or not you want to save the document, click NO. 9. Create a history note indicating Membership card mailed XX-XX-XXXX. To create history note, go to member s record. Click on the HISTORY tab. Click ADD HISTORY NOTE. Type note as specified above. Select MEMBERSHIP for the History Type. Click SAVE. 10. If you have additional ID cards to print, return to step #3 and go again! printing membership cards (mass distribution) 1. In m360, go to Members > Smart Groups > Membership Cards. 2. Click on the Group Properties tab and click edit. 3. Change the Member Since Date, as appropriate, and save. 4. Click on the Group Members tab, select Export Data, and Go. 5. When exporting the data, select the following fields: Member ID, First Name, Last Name, and the Preferred Address fields. 6. In Excel, separate the data into two spreadsheets: one for those members whose mail goes to a school address; one for those members whose mail goes to a home address. 7. In Word, open g://affiniscape/membership Card Template-School Address and merge with the spreadsheet for school addresses. 8. Repeat step #7 with the Membership Card Template-Home Address document. PAGE 3 OF 6

4 processing transactions with credit card swiper Using the credit card swiper: 1. Plug the credit card swiper into the USB port on the laptop. 2. Using Firefox, go to 3. Enter your username and password. 4. Click on Virtual Terminal. 5. Click on Swipe Credit Card. 6. Swipe card. The credit card information should be read. 7. Enter the dollar amount you are charging. 8. Enter a description in the Account Code field. 9. Click Submit. On m360: 1. Go to the member s record. 2. Click on the Accounting tab. 3. Click Add Payment. 4. Under Payment Info: Enter Payment Amount. Enter Description. Select the appropriate GL code. 5. Under Payment Method: Select Credit Card. Select Card Type. Enter the Name on the Card. Enter the LAST 4 DIGITS of the card number. Do NOT enter full card number. Select Save this information without charging the card. 6. You can allocate the payment to any open invoices or leave the payment open. 7. Click Save. PAGE 4 OF 6

5 transferring conference registration from one member to another On member who is the original registrant: 1. Add Click on the member s Accounting tab. 2. Unallocate the payment for the conference invoice. 3. Void the conference invoice. 4. Click on Accounting at the top of m Click Add Adjustment from the related tasks on the left. 6. Write a description, e.g., Transferring 2009 Summer Conference registration from John Doe to Jane Smith per member request. 7. Select your General Accounts Receivable (1300) GL account. 8. A new box will appear where you can search for the member s name (original registrant). Find the member. 9. Under Add Distribution, add a short description (same as above). 10. Select the Cash (1020) GL account. 11. Input the amount of the debit. NOTE: This amount should be the same as the original registration payment amount.) 12. Click Save. 13. Return to the member s profile and click on his/her Accounting tab. Note there is now a debit note on their account. 14. Allocate the payment against the debit in order to 'zero-out' the balance. Click Add Payment. Open the payment and click Allocate. Then select Open Receipts and select the debit note. Allocate it and click Save. 15. Delete the registrant from the conference. On member who is the receiving registrant: 1. Before you register the new person, create the credit note. 2. Click on Accounting at the top of m Click Add Adjustment from the related tasks on the left. 4. Write a description, e.g., Transferring 2009 Summer Conference registration from John Doe to Jane Smith per member request. 5. Select the Cash (1020) GL account. 6. Under Add Distribution, add a short description (same as above). 7. Select the Account Receivable (1300) GL account. 8. A new box will appear where you can search for the member s name (new/ receiving registrant). Find the member. PAGE 5 OF 6

6 9. Input the amount of the credit. NOTE: This amount should be the same as the original registration payment amount. 10. Click Save. 11. Register the new person for the event. 12. Click the Accounting tab for that member. 13. Click on the Invoice for the event. 14. Click on Pay and Allocate. 15. Click on Open Receipts to find the credit note. 16. Click Allocate. 17. Click Save. transferring payment from one member to another On original paying member: 1. Add an adjustment >> Select AR 1300 and original paying member s top >> Select Cash 1020 and enter bottom. Save. 2. Go to accounting tab on original paying member. Add payment >> Select Open Receipt Check/CC Payment and apply to the debit note. On member receiving transferred payment: 1. Add an adjustment >> Select Cash top >> Select AR 1300 and receiving member s bottom. Save. 2. Go to accounting tab of receiving member. Add payment >> Select Open Receipt Credit Note and apply to the open invoice. PAGE 6 OF 6