COOLJC Financial Reporting System PastorReport.COOLJC.org User Guide

Transcription

1 COOLJC Financial Reporting System PastorReport.COOLJC.org User Guide Developed for The Office of the Executive Secretary Dr. Elijah Solomon, Executive Secretary Developed By Information Technology Committee Bishop Clarence Groover, Sr., Chairman Miss Alicia Smith, International Director of Technology Elder Jule Bostick, Software Developer Apostle Dr. James I. Clark Jr., Presiding Apostle COOLJC FINANCE is a secure, web-based application that allows the COOLJC Pastors, District Elders and Bishops both domestic and international to manage their demographic information online and report finances to the corporate organization any time during the year. It allows pastors to apply and submit for Church Charters, Tax Exempt Authorizations, Credentials and Renewable Credential Cards on-line. Payments can be done via Credit Card Pastors can Request Usernames and Passwords Sign electronic documents on-line Credential Applications Approvals are done automatically Integration with Charter And Credential Printing Component Integration with Credential Card Printing System Produce Camera Ready Copy of Pastor Reports for Minute Book Printing This document will review the basic principles of data entry in COOLJC FINANCE. Date Created: January 21, 2014 Last Updated: April 2, 2017 For More Information or Any Questions Send to: support@cooljc.org Copyright- This publication, including all photographs, illustrations and software, is protected under international copy-right laws, with all rights reserved. Neither this manual, nor any of the material contained herein, may be reproduced without written consent of the author Disclaimer: The information in this document is subject to change without notice. We make no representations or warranties with respect to the contents hereof and specifically disclaims any implied warranties or merchantability or fitness for any particular purpose. We reserve the right to revise this publication and to make changes from time to time in the content hereof without obligation of the manufacturer to notify any person of such revision or changes.

2 Table of Contents Register a New User... 4 Figure 1- Register... 4 Figure 2- Enter Registration Information... 5 Logging In to COOLJC Financial Reporting System... 6 Figure 3 -Login Screen... 6 Accessing Your Church... 7 Figure 4- Select Church Screen... 7 Figure 6- Pastor s Menu Option... 9 Figure 7- Statistics Screen Figure 8- Property & Tithe Screen Figure 9- Assessment & Finance Screen Figure 10- Credit Card Input Screen Figure 11 Credit Card Payment Receipt Charter Form Figure 12 Pastor s Menu Options Figure 13- Enter Data for Charter Form Tax Exemption Form Figure 14-Pastor s Menu Options Figure 15- Enter Data for Tax Exempt Authorization Create a New Credential for the First Issuance Figure 16- Pastor s Menu Options Figure 17 Add New Credential Figure 19- Enter Data for Credential Application Figure 20- Shopping Cart View New Credentials Figure 21- View Credential Listings Figure 22- Credential Listings Figure 23- Search Credential Holder Figure 24- Select Credential Holder Figure 25- View Credential Holder Renewal Information Figure 26- Update Credential Holder Renewal Information Figure 27- Credential Card Renewal Shopping Cart Elevation of Existing Credential Holders

3 Figure 29- Select Credential Holder Figure 30- View Credential Holder Information Figure 31- Update Credential Application for Elevation APPENDIX Figure 32- Pastor Report Hardcopy Figure 33-Church Charter Application Hardcopy Figure 34- Tax Exempt Request Hardcopy Figure 35- Credential Application Hardcopy

4 Register a New User Figure 1- Register Visit and click on Register link at the top right of the menu bar or click on Register if you don't have an account. 4

5 Figure 2- Enter Registration Information The user enters registration information and click on the Submit button. The following message will appear below once it is submit. 5

6 Logging In to COOLJC Financial Reporting System Open a browser (Google Chrome, Mozilla Fire Fox and Microsoft Internet Explorer) and enter the following URL in the address line: Enter your username and password that you created when you were given access to COOLJC Financial Reporting System as seen in Figure 5 Figure 3 -Login Screen 6

7 Accessing Your Church From the Select Church Screen, click on the select by the church for which you will be entering data or making online payment (Figure 4). The screen displays Church and Pastor information from the database (Figure 5). Figure 4- Select Church Screen Select displays a view of the church record (Scroll Figure 5 by clicking Next at the bottom of each screen). 7

8 Figure 5- Church/ Pastor Info Screen This allows the pastor to edit and update information to the record by clicking the Save Button (Click on Save at the left top Screen Figure 5) 8

9 Figure 6- Pastor s Menu Option Selecting the menu option from the Form to Add or View dropdown to Pastor Report 9

10 Figure 7- Statistics Screen One statistical record is created for each Minute Book year. The statistics can be updated as long as the Minute Book Year does not change. Example, as long as the system is processing for the 2017 Minute Book Year the statistics record can be updated. When processing start for Minute Book Year 2018 a new statistical record is created. Statics are kept for each year for comparison purposes. 10

11 Figure 8- Property & Tithe Screen One Property & Tithe record is created for each Minute Book year. The Property & Tithe record can be updated as long as the Minute Book Year does not change. Example, as long as the system is processing for the 2017 Minute Book Year the Property & Tithe record can be updated. When processing start for Minute Book Year 2018 a new Property & Tithe record is created. This information is kept for each year for comparison purposes. Figure 9- Assessment & Finance Screen This screen accepts Pastor Assessment a financial transaction for the current Minute Book Year. You can enter multiple assessments within a Minute Book Year. 11

12 Figure 10- Credit Card Input Screen This screen allows the user to input their credit card information to submit payment. 12

13 ONLINE RECEIPT MERCHANT NAME: Church of Our Lord Jesus Christ of Apostolic Faith, Inc Adam Clayton Powell Jr, Blvd New York, NY Phone: URL: Thank you for submitting your Pastor Report and payment. SUMMARY DETAILS: Holy Convention Year: Report Date: 3/17/2017 9:22:53 PM Purchaser s Information: John Doe 123 Martin Luther King Blvd Orlando FL United States Payment Details: Payment Type: Credit Card Card No:xxxxxxxxxxxx1111 Total Amount Paid: $ Payment Details: Church Assessment: $200 Confirmation No:241PNI Transaction Date/Time: :22:03 Figure 11 Credit Card Payment Receipt The user will get a receipt for payment by . 13

14 Charter Form Figure 12 Pastor s Menu Options Selecting the menu option from the Form to Add or View dropdown to Charter Form 14

15 Figure 13- Enter Data for Charter Form The user enters the required information designated on the form and submit for payment by selecting the Next-Submit Payment button at the bottom of the screen. Tax Exemption Form Figure 14-Pastor s Menu Options Selecting the menu option from the Form to Add or View dropdown to Tax Exemption Form 15

16 Figure 15- Enter Data for Tax Exempt Authorization The user enters the required information designated on the form and the electronic signature by using the mouse to draw a signature in the box. The user submits for payment by selecting the Next-Submit Payment button at the bottom of the screen. 16

17 Create a New Credential for the First Issuance Figure 16- Pastor s Menu Options Selecting the menu option from the Form to Add or View dropdown to Create or Search for Credential Figure 17 Add New Credential Click on the + button to add a new credential 17

18 18

19 Figure 19- Enter Data for Credential Application The user enters the required information designated on the form and the electronic signature by using the mouse to draw a signature in the box. The user submits for payment by selecting the Submit Form button at the bottom of the screen. 19

20 Figure 20- Shopping Cart Once the credential submitted, it is place in an electronic shopping cart. This screen allows you to do the following: The user can create additional credentials for a single church by selecting the + button to add new credential. This allows for multiple types of credentials to be submitted i.e. Elders, Senior Missionary, Deacons, etc. This screen also allows you to check out and make payment for all credentials submitted for processing by selecting the check box and then click on the Check Out Button in the middle of screen. Once you select Check Out Button, the credit card payment screen will appear. 20

21 This screen also allows you to view credentials status of those submitted and paid for. View New Credentials Figure 21- View Credential Listings Selecting the menu option from the Form to Add or View dropdown to View New Credentials Listings. This allows the user to view any NEW credentials submitted during the Convocation Year at any time. Figure 22- Credential Listings Credential Card Renewals 21

22 Figure 23- Search Credential Holder The user can for search by the following with their church: Search by Individual Name- Enter last name in the Last Name text box and then click on Search Members button Search by All individuals- Leave Last Name text box blank and click on click on Search Members button Search by Credential Type Select from Credential Type dropdown list and select the type and click on Search Members button Figure 24- Select Credential Holder Select the individual for credential card renewal by click the View link. 22

23 Figure 25- View Credential Holder Renewal Information The user can view the credential holder information and select Renew Credential Card. Figure 26- Update Credential Holder Renewal Information The user can update the credential holder s information and submit for payment. The record is place in the shopping cart and the user 23

24 Figure 27- Credential Card Renewal Shopping Cart This screen also allows you to check out and make payment for all credentials submitted for processing by selecting the check box and then click on the Check Out Button in the middle of screen. Once you select Check Out Button, the credit card payment screen will appear. The user can renew additional credentials for a single church by searching for credential cards. This allows for multiple types of credentials to be submitted i.e. Elders, Senior Missionary, Deacons, etc. Elevation of Existing Credential Holders This allows the credential holder to one level to the next by submitting a new credential application. For example, a social missionary elevated to a senior missionary. Search and View for Credential Holder Figure 28- Search Credential Holder 24

25 Figure 29- Select Credential Holder Select the individual for elevation by click the View link. Figure 30- View Credential Holder Information Select the Create Elevation Credential Button to create a new credential application for user. 25

26 Figure 31- Update Credential Application for Elevation The current information copied over on the new credential form and the user will update the information. For example, change the credential type to the new one. Once information updated, the user clicks on the Submit Form Button at the bottom of the screen. Once the credential submitted, it is place in an electronic shopping cart. The user can check out. See Figure

27 APPENDIX The system is designed to accommodate manual transcription of information from the hardcopy forms into the online data entry forms. There is one Data Entry Form for each section of the hardcopy Pastor Report Form (Figure 32), Church Charter (Figure 33), Tax Exempt Authorization (Figure 34), and Credential Application (Figure 35). 27

28 Figure 32- Pastor Report Hardcopy 28

29 Figure 33-Church Charter Application Hardcopy 29

30 Figure 34- Tax Exempt Request Hardcopy 30

31 Figure 35- Credential Application Hardcopy 31