PERSONIFY: GETTING STARTED MANUAL

Transcription

1 Personify Standard Operating Procedures PERSONIFY: GETTING STARTED MANUAL Associated Builders and Contractors... by Pearl Lewis This guide has been created to assist you with the transition from your Access database to the new Personify AMS. It has been created as workflow documentation; tasks are organized by your daily processes. i

2 Table of Contents Working with Customers... 1 Find a Customer... 1 Customer Demographic Screen... 1 Add a New Company... 2 Add an Employee... 2 Sample relationships... 3 Link Existing Individuals to Company... 3 Terminating employment relationship Change Name or Address... 5 Add Demographics... 5 Contact Tracking... 7 Order History... 8 Branch Offices... 8 Creating Branch Members... 8 Assign branch relationship to existing companies... 9 Searching for branch companies: Committees Committee Central Adding Members Viewing Committee Members Add a New Committee Members Change Committee Name Creating a Committee Committee Members Inactive Members Committee Details Tab Membership Products Find a Product Create a Membership Order New Members (Year One) Renewing the Member s ORDER (Year Two Pro rate) New Members joining in October/November (15 for 12) Renewing Members (Year 3+) Change Category UP/DOWN Modify Orders Dropping a Member Grace Members Expired Members Terminated Members Non Member Pricing Shipping Information tab Payment Information tab ii Page

3 Open a batch and process payments Creating a Receipt Printing Invoices Cancel Only View a member s joint date Meeting Products Create a Meeting Product Copy a Meeting Product Sponsorship Products Define a Facility Add a Facility to a Meeting Product Register Attendees Payment Information Print Acknowledgement or Invoice Printing Rosters & Sign In Sheet Printing Badges Marking Attendance Meeting Reports Working with Orders Searching for Existing Orders WORKING WITH BATCHES Create a New Batch Reviewing a Batch Closing a batch Finalize, Post or Delete a batch iii Page

4 Personify Daily Workflow Record all daily money transactions Open a batch Create a Customer Add an individual or company Create a member Event registration Order a Product Close a batch Close so that others can open, review or post; if given rights Post all deferred batches at end of day. Post a batch

5 WORKING WITH CUSTOMERS The Customer Central screen is centered on inter-connected functions used to manage information concerning individuals, companies, and committees. A unique customer number assigned to each record aggregates all other information in the system. This screen focuses only on customer details, participation, contact tracking, and order history. FIND A CUSTOMER From the Home Page, click Find a Customer. Perform the customer search by using either criteria; Name, Customer Class, etc. To search for companies, enter Company in the Customer Class field; in addition to searching the Name field. CUSTOMER DEMOGRAPHIC SCREEN 1 P age

6 ADD A NEW COMPANY 1. From the Page Home 2. Click Add a New Customer. 3. Select the Company radio button 4. Customer Class is defined as Company, Prospect, or Branch. Note: The Customer ID link enables you to link a Branch company to a Subsidiary parent company; this is what enables member to receive member pricing! 5. Enter the new company s address. 6. Click Next to complete Contact Information. 7. Complete all necessary contact fields. Highlighted fields are required to be filled out. ADD AN EMPLOYEE Additional contact methods enables you to add more than one phone, , etc. From the Customer Central screen, you can add employees to the company. 1. Find and open the company. 2. From the Common Tasks task category, click Add an Employee. 3. Enter customer detail information; complete the Customer Class, Relationship Type and Relationship. This creates a relationship link to the company and gives employees member pricing on all orders. 2 Page

7 4. Click Add and then Save. SAMPLE RELATIONSHIPS Relationship Type Relationship Reciprocal Beam Club Referred Referred By Branch Branch Member Branch Contact Employer Primary Contact Contact Employer PAC Contact Employer Membership Contact Employer Safety Contact Employer Secondary Contact Contact Employer Financial Corporate Subsidiary Parent Employment Employer Employee Liaison Liaison Liaison LINK EXISTING INDIVIDUALS TO COMPANY During the Access conversion, you may have individuals that converted without their employer relationship; if individual(s) are not showing with their employer, then you need to relate the individual(s) to the company. 3 Page

8 1. Search for the individual. 2. From the Relationship task, select View All Relationships. 3. Click Add to active the Relationship Detail fields, located at the bottom. 4. Select the Relationship Type drop-down menu and select Employment. 5. Select the Relationship drop-down menu and select Employee. 6. Click the Related Customer link to search for the employee s company. 7. Select the Reciprocal drop-down menu and select Employer. TERMINATING EMPLOYMENT RELATIONSHIP. 1. Search for the individual. 2. From the Relationship task, select View All Relationships. 3. Locate and highlight employee, from the Relationship Detail area, fill in an End Date. This does not delete the employee from the company, it simply hides the employee if the Current checkbox is selected. 4 Page

9 CHANGE NAME OR ADDRESS Changing name of an individual or company from the Change Name link on the Customer tab will also update the name on the primary address ONLY if the names matched to begin with. To edit an address Click Change Address or Create a New Address. ADD DEMOGRAPHICS For your access contacts, you had descriptions located within Details, Trades, Contacts and the Individual buttons; within Personify, you will find these descriptions under Demographics company profile, contacts, number of employees, trades, etc. Viewing demographics 1. From a customer s demographics screen, click Demographics. 2. Demographics will show the customer s class and status. a. Customer Class is merely a classification and defines customer as Company, Prospect, or Branch; this field is advantageous when running member reports and getting counts for your prospects, drops, branches, etc. b. Customer Status should be Active if orders are to be placed; you cannot place an order for Inactive customers. 5 Page

10 Viewing Trade Codes Your contact s trades where all imported into Personify, member trades are now demographics on your member. 1. From a customer s demographics screen, click Demographics then Lists 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. Adding Demographics 1. Click Add 2. Click the Demographics drop-down menu to choose a demographic 3. Select a Sub-Demographics 4. From the Number field, enter a value 6 Page

11 CONTACT TRACKING All access Notes were imported into Personify as contact tracking records. You can create a new contact tracking record, create a follow-up to an existing contact tracking record and view the entire text of a contact and all follow-ups in a single place. 1. From the Contract Tracking tab, click Add Record. 2. Select the Contact Type and Contact Date for the contact. 3. Select the date that you expect to resolve the contact record from the Due Date for the contact record. 4. If the record is resolved, then check the resolved checkbox and select the resolved date from the drop-down to the right. 5. Enter any Activity Text. 6. Select the Staff Assigned to the record. 7 Page

12 Resolving an Overdue Contact Tracking Record Selecting a due date for a contact record will update the Alerts system in Personify. This system notifies users if they have any overdue, current, or upcoming tasks to resolve. Alerts ORDER HISTORY On the Order History tab, view the orders associated with the customer. Orders in which the current customer is referenced as either the bill-to or ship-to customer are displayed, along with the status of the order. All member paid invoices in access were converted over going back to Events will not be converted into Personify. To view converted orders from access, change the Date Range year to BRANCH OFFICES 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. CREATING BRANCH MEMBERS 1. Click Add new customer and select Company 2. Customer class is Company 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. 8 Page

13 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 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. ASSIGN BRANCH RELATIONSHIP TO EXISTING COMPANIES 1. Find and open the company 2. Click Relationship task and select View All Relationship 3. Select the company then fill in the Relationship Detail area, below. 4. Relationship Type is CORPORATE and Relationship is Parent. 5. Click the Related Customer link and search for the parent company. 6. The Reciprocal is Subsidiary If the Subsidiary ends membership, enter an End Date 9 Page

14 SEARCHING FOR BRANCH COMPANIES: 1) Click Find a customer 2) Select Branch from the Customer class drop down 3) Click Search. COMMITTEES 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. 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. COMMITTEE CENTRAL The Committee Central screen displays information specific to committees in your organization. When a record is retrieved, Personify displays all information about this committee. To access the Committee Central screen, from the dashboard, select Work with a Committee. Search for a committee. ADDING MEMBERS Using the Committee Members tab of the Committee Central screen, you can add and edit members of the committee. You can access this screen by clicking Common Tasks > Maintain Committee Membership. 10 Page

15 VIEWING COMMITTEE MEMBERS You can view past, present, and future members using the filter function on the Committee Members tab. The members that display are based on the dates entered in the Committee Member Detail screen. Once a filter radio button has been selected, click Apply Filter. The following filter options exist: Current displays all of the current members, which include the members with no end date or members whose end date has not been reached yet. Past displays the members who existed in the past. When an end date is selected for the member, it is considered a past member the day after the end date. Future displays members who have a begin date that is greater than the current date. Custom Date Range displays the members who existed only within a certain date range. ADD A NEW COMMITTEE MEMBERS From the Committee Members tab, click Add New Member. The Customer Chooser displays. 11 Page

16 Search for and select the appropriate customer. The Customer Chooser search results will only return active customers. Select the committee Position from the dropdown. Complete all appropriate fields and then click Save. CHANGE COMMITTEE NAME You can renew your committees, click Change the Committee Name. CREATING A COMMITTEE 1. From the Personify main toolbar, select Customers > Committee Central. 2. From the Committee Central screen, click Create New Committee. 12 Page

17 The Committee ID is system generated, but it can be changed if necessary. 4. If necessary, select the Committee Class from the drop-down. 5. Select the Address Type from the drop-down. 6. Enter the Committee Name (60 character maximum). COMMITTEE MEMBERS INACTIVE MEMBERS When members of a committee no longer serve or belong to the committee, it is important to update their status to In-Active. 1. Check the checkbox next to the members in which you want to inactivate. 2. From the Group Actions task category, click Inactivate the Selected Members. 3. If the member holds a position on the Committee, select Yes to continue. The member s status is updated to In-Active. 13 Page

18 COMMITTEE DETAILS TAB The Committee Details tab of the Committee Central screen displays the details about the committee. You can view the information and change the committee class, status, status date, address, contact information. Demographics Tab This screen maintains demographic information for the committee. You can view the customer class and customer status of the committee. MEMBERSHIP PRODUCTS All paid invoices from Access has been converted to orders. When creating dues invoices, there will be two membership products for, one for the Chapter membership and one for the National membership (Chapter Associate Renew and National Associate Renew); this setup is due to your different revenue accounts. MBR9009 runs the new and renewed members report and MBR9007 runs Not Yet Renewed members! FIND A PRODUCT To find your membership product s in Personify, click Find a product from the dashboard. From the Product Area drop-down menu, select the Membership subsystem and click Search. 14 Page

19 Tip: You can search by Product Code by using the percent symbol and then entering a number, e.g. %10; this will return only memberships with 10 in the description. 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! Proforma No financials will be associated with the order. The customer has indicated intent to purchase, but no commitment is associated with this action. 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 Create new order from the Task bar. 2. From the Product Chooser, expand All Products and then Memberships. 3. Select the appropriate membership. Remember, you will now have two line items one for the Chapter and one for National! 4. Click Add to Order. 15 Page

20 NEW MEMBERS (YEAR ONE) 1. From the Home Page, click Find a customer 2. From Quick Create, select Create new order 3. Expand the All Products area, expand Membership 4. Add a new membership order; select a chapter product and a national product. 5. Click Add to Order 6. Click Save 7. Check the details of each line item, make sure dates are correct. 8. Line status will be Active. The membership now begins! 16 Page

21 9. Click Step 3: Payment Information tab. This enables you to 1) open a batch, 2) apply the payment and 3) create a receipt. 10. Click the Tasks tab in the lower left corner 11. From the Work with Order task, click Print Invoice. RENEWING THE MEMBER S ORDER (YEAR TWO PRO-RATE) Any company that joins pays for a full year, then when they renew for their second year the pro-rate happens. We have automated the second year pro-rate for membership orders. 1. From the Home Page, click Find a customer 2. From the Essential Information area the Last Order link will show a membership order, click the membership order to open. If the last order is a meeting product, then click the Order History tab to open the membership order. 3. From Common Customer Request, click Renew the Order; the order is automatically renewed with the correct begin and end dates. 17 Page

22 4. Right-click on both line items (chapter and National) and select Show Full Line Items 5. Check the Begin and End Date to ensure they are correct. 6. Click Step 3: Payment Information tab. This enables you to 1) open a batch, 2) apply the payment and 3) create a receipt. Proforma is just a request for a quote with no AR attached. Now s the time to open a batch, so that you can add and register the payment information and identify who s processing the money. 7. If you have not opened a batch, you will receive an Enter Payment dialog box reminding you to open a Direct Posting or Deferred Posting batch, click Yes and select Directing Posting. For the first time, the Batch Chooser dialog box may be blank; if so, simply close and click [No Batch Opened], in the upper right corner, to open a batch. NEW MEMBERS JOINING IN OCTOBER/NOVEMBER (15 FOR 12) 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 new member product. In January, renew the member (Personify will calculate the pro-rate for you). Create a special rate code on each membership product for this issue, a 15 for 12 rate code that costs $0. 18 Page

23 When you renew the order, the 15for12 is applied and the begin date is January through December. OR Another method is to apply a discount. This method is best used for chapters with regions that have different $ amounts from one another. You won t be able to use the same membership product. Apply a discount, the description can be called 15 for 12 with a fixed amount of $0; the remaining balance disappears and will be replaced with $0 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. Chapter Contractor Member Category Page

24 2. From the task bar, click Rates and Discounts > Discount Maintenance. 3. Click Create New Product Discount. 4. Fill out the Discount ID: field, e.g. 15FOR12 5. Fill out the Description: field, e.g. 15 month for 12 membership 6. Enter 100 in the Discount Percent box. 7. Check the Order Level check box. 8. Check the Manual Discount check box. Another option is to apply a special rate codes on each membership product for this issue a 15 for 12 rate code that costs $0. Creating the 15For12 Order 1. From the Home Page, click Find a customer 2. From the Essential Information area the Last Order link will show a membership order, click the membership order to open. If the last order is a meeting product, then click the Order History tab to open the membership order. 3. From Common Customer Request, click Renew the Order; the order is automatically renewed with the correct begin and end dates. 4. Save the order. 5. Enter payment information to active the order. If you have not received payment yet, you can right-click on each line item and select Make Active. 20 Page

25 Membership Dates 1. Right-click on the membership line item and select Show Full Line Items. 2. Click the Product Specific Tab. 3. The Membership Information will display the membership begin date, membership end date, membership grace date and membership join date. There are three membership status, Active, Grace and Expired Active Grace Expired Terminated Members. Active members are your current paid members. Members. The default number of months (4) for continuing member benefits prior to cancelling a membership for non-renewal. You can override this at the rate code level. When reporting membership counts, the memberships in grace months are included in the count. Not Members. These are members that have pasted their grace date. Not Members. These are members you ve dropped as of a terminated date; grace date should match the terminate date. 21 Page

26 If customers are in grace and you don t want them getting member pricing, you should change their grace date; for all future orders. Or, change the order s Rate Structure from Member Price to List Price. RENEWING MEMBERS (YEAR 3+) You re now ready to renew member for the full year January December. 1. From the Home Page, click Find a customer 2. From the Essential Information area the Last Order link will show a membership order, click the membership order to open. If the last order is a meeting product, then click the Order History tab to open the membership order. 3. From Common Customer Request, click Renew the Order; the order is automatically renewed with the correct begin and end dates January through December. 4. Save the order. 5. The new order with the correct renewal dates will appear in the Order Detail area. Make sure the orders are renewing correctly; i.e., Cat 7 New should renew to Cat 7 Renew. If a product isn t renewing correctly (i.e. new should renew to a renew product), locate the membership product, select Define Rates and Pricing, click the Rate Code Extension button. 22 Page

27 CHANGE CATEGORY UP/DOWN You may have a member who would like to change their category; If the membership order is still in proforma, you can easily change a member s category up or down; simply delete the line item and add the new desired membership product. If the order is active and money collected, you will need to right-click the line item and select Transfer, this transfers the receipt from the current order to the new order. MODIFY ORDERS Best practice is to leave the membership order in proforma status until you actually receive payment. 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, etc. DROPPING A MEMBER 1. Right-click on both line items 2. Select Terminate At End GRACE MEMBERS The default number of months (4 or 6) for continuing member benefits prior to cancelling a membership for non-renewal. You can override this at the rate code level. 23 Page

28 EXPIRED MEMBERS These are members that have pasted their grace date. TERMINATED MEMBERS These are members you ve dropped as of a terminated date; grace date should match the terminate date 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-click on both line items and select Show Full Line Item Detail 2. Click the Product Specifics tab SHIPPING INFORMATION TAB If the products are not shipped, then they are not invoiced and the payment stays in the Prepayment Liability account. PAYMENT INFORMATION TAB Once a product(s) has been added to the order and shipping information has been defined where necessary, a receipt for the order should be created. 24 Page

29 If a batch is not currently opened, you are prompted to open a batch for processing. Click Yes and select the batch from the list. OPEN A BATCH AND PROCESS PAYMENTS 1. Click on Open batch and select Create new batch 2. Select Direct Posting from the Batch Type menu 3. Click Add Receipt Type (to process payment) 4. Cash, Check and Visa (add all three) 5. Open batch You are now ready to go to Step 3: Payment Information Create New Receipt Now order will be activate and order balance will be for zero dollars. 25 Page

30 CREATING A RECEIPT It is recommended to open a deferred or direct posting (selecting either one will depend upon the type of entries you want to perform) batch type first thing in the morning. Batches can be opened by clicking [No Batch Opened] From the Batch Control screen, select Deferred posting batch and then click Add Receipt. Receipts types consist of Checks, Cash, Visa, etc. PRINTING INVOICES After an order for a membership product has been placed, an acknowledgement letter or invoice may need to be printed and sent to the appropriate recipient. An invoice can be printed when a membership order has a Line Status of Active and has an Invoice Number. 1. From the Order Entry screen, select the Tasks tab in the lower-left corner of the screen. 2. From the Work with Orders task category, click Print Invoice or Print Acknowledgement. The acknowledgement letter or the invoice prints automatically. CANCEL ONLY The annual process of creating the renewal batch happens in Sept/Oct., ORD650 report is that process. After an order for a membership product has been placed, a renewal notice (MRB655), may need to be printed and sent to the appropriate recipient. Cancelling an order, without also refunding the order, will results in a credit balance on the order. That credit balance can then be transferred to another order, if necessary. 26 Page

31 The credit balance displays in parentheses as the Final Balance in the Receipt Analysis section of the Cancellation and Refunds screen. 1. On the Order Entry screen, right-click on a line item and select Cancel. 2. From the Scope of the Refund section, select the Cancel Only radio button. 3. On the Receipts Referenced tab, highlight the appropriate receipt. 4. On the Cancel Only tab, select the Effective Date of the refund and cancellation. 5. Select the Reason Code from the drop-down and enter Cancellation Comments. 6. Click Process. VIEW A MEMBER S JOINT DATE 1. From the Order Detail area 2. Right click on an order 3. Select Show Full Line Item Details 4. Select the Product Specific tab The initial begin date is the join date converted from your Access database! 27 Page

32 MEETING PRODUCTS This section details how to register attendees and create an order. A meeting can range from a single-day course to a large multi-day annual meeting with breakout sessions. Before you can register people for a meeting, a customer record must exist. CREATE A MEETING PRODUCT 1. From the Home Page click Add a new product 2. Click Meetings, General Product Setup appears. 3. Define Rates and Pricing 28 Page

33 4. Sample Rate Codes 5. Once a rate code has been selected, click Add Price to assign a price. COPY A MEETING PRODUCT Copy This Product allows you to copy account details from an existing event; simply search for the event, highlight and select Copy This Product. When copying a meeting, copy meetings that will have the same Product Type. 1. Click Find a Product from the Home Page 2. Enter Meeting Subsystem in the Product Area field 29 Page

34 3. Locate a meeting that will have the same GL and Revenue account numbers 4. Click Copy this Product SPONSORSHIP PRODUCTS For your sponsors, create a meeting product and click the Parent Product link to choose the main/parent product. DEFINE A FACILITY To setup your event locations and then select them from the Facility link, you will need to define the facility. 1. From the Home Page, click Add a new Product 2. Click Define Facility under Product Related Task 3. Click Create New facility, then Create New Customer 30 Page

35 4. Complete the Customer Info tab then Save & Close; the facility is now created. 5. Click on the ContactID and enter contact individuals for the facility; you can choose to enter a chapter staff contact. 6. Clink on Facility link and then Add Room Type. 7. Enter a Room Type and Description. 8. Directions should be typed within the Comments text box. 9. Click Save. Comments will print on the meeting confirmation! Without a ContactID, the facility will not show in your search result. ADD A FACILITY TO A MEETING PRODUCT 1. Find a meeting product, 2. From the Meeting product, click Facility. 3. Search for and select a facility. REGISTER ATTENDEES ABC usually bill s the company for any attendee. To set this up you will need to create an order under the company and then change the Ship-to Level to each attendee. 1. Click Find a Customer to locate a company 2. Click Create New Order from the Task pane. 31 Page

36 3. The Product Chooser tab appears. Expand the All Products category and then click Meetings. 4. Locate the desired meeting, enter a checkmark and click Add to Order. 5. Highlight the line item and click the Task tab (located next to the Chooser tab). 6. From Working with Line Items, click Change Line Level Ship-To 7. Search for the attendee and double-click to add the individual as a ship-to. 8. Repeat steps 5-7 for each attendee. To confirm the individuals are the ship to, click the plus icon next to Additional Order Inform. If there are five attendees, you will have five line items of the meeting. 32 Page

37 9. Click Work with Orders > Print Acknowledgement, to confirm all attendees are shown on the company invoice. PAYMENT INFORMATION 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; either Direct or Deferred Posting. 1. Click Create New Receipt. 2. Select the Receipt Type from the drop-down. 3. Click Add Receipt Type 4. Click Open Batch. 5. Complete the Bath Type with Direct Posting Batch 6. Click Add Receipt 7. Select Check or a Credit Card Once the batch has been successfully opened, you can now go to Step 3: Payment Information, to Create New Receipt and pay the order. PRINT ACKNOWLEDGEMENT OR INVOICE To print Proforma line items, you will use an acknowledgment; a confirmation is sent to the customer informing them that their registration or order has been received. 33 Page

38 To print Active line items, you can print invoice. 1. In the Order Entry screen, select the Tasks tab in the lower-left corner of the screen. 2. From the Work with Orders task category, click Print Acknowledgement or Print Invoice (ORD660). PRINTING ROSTERS & SIGN IN SHEET 1. Find a Meeting Product 2. From the Subsystem Specific task category, click Meeting Registrants 3. Click Print Roster or Event Sign In. Note: the default view for attendees are Active Registrant, to view attendees in proforma status, click Proforma Registrants. PRINTING BADGES 1. From the Home Page, click Run an Online report from the 2. Search for MTG9004 or MTG The report parameters gives you the option to select the meeting and whether you want a logo on the badge. MARKING ATTENDANCE Once the meeting is over, you can mark attendance for all attendees. 1. Find the meeting. 2. Click Subsystem Specific > Meeting Attendance. 34 Page

39 MEETING REPORTS Review the additional online meeting reports, MTG9001 through MTG Page

40 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, a meeting event, or a certification. A customer can have multiple orders such as renewing a membership and registering the customer for a meeting. 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 subsystems of Meetings or Membership WORKING WITH BATCHES 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. From the toolbar, select Accounting > Batch Control. If a batch is already opened, the Batch Control screen displays automatically in read-only format. Click Close Batch and reopen the Batch Control screen to close the batch and create a new batch 36 Page

41 . 2. Click Create New Batch. 3. Select the Batch Type from the drop-down. 4. Select the Operator and/or User Group that can process the batch. Be aware that 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 Add Receipt Type and enter the receipt type information. 7. Click Open Batch. At the end of the day, make sure to close the batch for editing by opening the batch from the Batch Control screen and clicking Close Batch. 37 Page

42 REVIEWING A BATCH 1. Select Accounting > 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: Batch Summary - displays the control amounts and control counts of the batch(es). The counts and amounts only reflect the non-cancelled receipts. Batch Control Detail displays payment methods, cash accounts, currencies, and where applicable, control counts and control amounts. 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. Batch Order Review displays all orders created within the active batch. Transaction Review displays all financial transactions associated with an order. 3. 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. 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: 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. 38 Page

43 Post all Completed Batches when clicked, a message displays saying all completed deferred batches were posted successfully. If any error occurs, the system informs you. Delete Batch when clicked, a message displays saying the batch was deleted successfully. If any error occurs, the system informs you. 39 Page