V2 Premiums and Fulfillment

Table of Contents Table of Contents... 2 Create Catalog Items... 3 Create Packages... 8 Create Shippers... 11 Create Inventory Purchases... 11 Create Ask Ladders... 15 Attach Premium Ask Ladder to Online Giving Sources... 17 Create Offline Giving (General) Sources... 18 Offline Gift Entry... 19 Process a Donation No Fulfillment Items... 19 Process a New Fulfillment Order... 23 Create a Picklist... 31 Download a Picklist... 36 Import Fulfillment File... 37 Look Up an Existing Order... 39 2

This documentation will step you through the premium/fulfillment admin portal setup, order/donation processing, and fulfillment process. Please note: This documentation assumes that you have completed the V2 Admin Portal Initial Setup. Create Catalog Items 1. Login to thev2 Admin Portal and navigate to Catalog > Items & Packages > Items > + 2. In the Name text box, provide a name for the item 3. In the Identifier text box, provide a unique identifier for this item. Example: UPC, Lot ID, etc. 4. In the Description text box, provide a description of the item. Please note: this description is public facing 5. Leave the Create a Package check box selected 6. In the Available Start Date text box, enter the date that this item will be available 7. In the Available End Date text box, enter the date when this item will no longer be available (optional) 8. For the Quid Pro Quo check box 3

a. Selecting the item will provide a text box where you can define the cost of the item. The dollar amount you enter in this text box will not be part of the tax deduction for the donor. You will be recouping this dollar amount for the item cost to you. b. De-selecting this item indicates that the donor will receive a tax deduction for the full donation amount. You will not be recouping any part of the donation to cover the item cost to you. 9. For the Is Amount Fixed check box a. Selecting the check box will allow you to set the minimum donation amount for the item. Best practice: set the dollar amount equal the cost of the item plus the minimum donation amount you would like to receive. b. De-selecting this check box allows you to set a minimum and maximum amount for the item. Best Practice: set the Minimum amount equal to the cost of the item plus the minimum donation amount you would like to receive. 10. Under the Photos section, click the Add Photo + button 11. Click the Change Photo button to upload an image for this item Please note: This photo will be visible to the public 4

a. If the image has not been uploaded to your library: i. Click the Upload tab ii. Click the Browse button to search for the image you need iii. Click the Save button b. If the image has been uploaded to your library: 5

i. On the Library tab, click the image you wish to use and then click the Use Selected Photo button 12. You can add additional photos for this item by clicking the Add Photo + button 13. After all desired images have been uploaded, click Save & I m Done 14. To enable options for an item (size, color, etc.), select the Enable options for this item check box. 15. In the First Option Category text box, provide the category name 16. Click the Add a First Category Option + button 6

17. In the Option Name text box, provide a name for the option 18. In the Sequence text box, provide the position number for this option in the list (for example, if you are using size as a category, you may want to set Small as the first in the sequence) 19. In the Description text box, provide a description of this option. Please note: This description is public facing. 20. You may choose to provide an additional image for this option (this section is helpful if color is an option) 21. Click the Add a First Category Option + button to add another option 22. Continue adding the remainder of your options for this category 7

23. If you need to add a second list of options (style, size, translation, etc.) click the Enable a second category of options for this item checkbox. 24. To add additional Catalog items, click the + Save & Add Another button 25. Follow steps 2-24 to finish adding your catalog items 26. Click Save & I m Done Create Packages To create a package consisting of two or more items, please follow the steps below 1. Navigate to Catalog > Items & Packages > Items > + 8

2. In the Display Name text box, provide a name for the package 3. In the Description text box, provide a description for the package. Please note: this description is public facing. 4. Verify the Is Active check box is selected 5. Provide an Available Start Date 6. Provide an Available Until Date (Optional) 7. Click Change Photo button to add/upload a photo for this package 8. In the Items section, click the Add Item + button 9

9. In the Search for Item search box, type an asterisk (*) to pull up a list of available items 10. Select your first item and provide the Quantity of items the donor will receive with this package 11. To continue adding items to this package, click the Add Item + button 12. The Quid Pro Quo dollar amount and Minimum Dollar Amount will automatically update based on the items and quantity you add to the package. 13. Click the + Save & Add Another button to create additional packages 14. Follow steps 2-13 to continue creating packages 15. Click Save & I m done when finished creating packages 10

Create Shippers To create the shippers you will use to deliver fulfillment items, please follow these steps 1. Navigate to Catalog > Fulfillment > Shippers > + 2. Provide the Name and Identifier for this shipper 3. Click + Save & Add Another to add an additional shipper 4. Click Save & I m Done when you are finished adding shippers Create Inventory Purchases To create a receipt of inventory, please follow these steps 1. Navigate to Catalog > Inventory > Inventory Purchases > + 11

2. In the Purchase Order text box, provide the purchase order number 3. In the Receipt Date text box, enter the date the inventory was received 4. In the Supplier section, type the vendor name and hit the Tab key. Existing matches will appear on the right hand side. 5. Click the Select button under the correct vendor 6. If this is a new vendor, complete the Profile Information section. Once the Receipt of Inventory has been saved, V2 will automatically create the vendor organization in your V2 Admin Portal. 7. In the Items section, click Add Item + button 8. In the Items Received search box, type an asterisk (*) 12

9. Select the item you have received from the vendor 10. If there are options for the item, specify the options 11. In the Quantity text box, type the number of items you received 12. In the Total Cost text box, enter the dollar amount for this line item 13. The Unit Cost will calculate based on the quantity and total cost you entered for the line item 13

14. To add line items for additional inventory received from the vendor in the same shipment, click the Add Item + button in the bottom left corner of the Items section 15. Repeat steps 8-14 to add remaining received inventory items from the same vendor in the same shipment 16. Click + Save & Add Another to add inventory received from another vendor 17. Follow steps 2-16 to add all of your received inventory 18. Click Save & I m Done when all received inventory has been added to the system 14

Create Ask Ladders To create ask ladders for your premium packages, please follow these steps 1. Navigate to Marketing > Ask Ladders > Ask Ladders > + 2. In the Name text box, provide the name of this ask ladder 3. In the Description text box, provide a description of this ask ladder 4. Click the Use Impact or Premium by Amount check box 5. In the Amounts section, click the Add an Amount + button 15

6. In the Order number check box, enter the number that this item will appear on the list 7. In the Amount text box, enter dollar amount you set for this item 8. Optional: Check the Amount is Editable check box if you would like the donor to be able to change the dollar amount given. a. In the MinAmount text box, enter the minimum amount you wish to receive in exchange for this premium 9. Click the Use Premium Check box 10. In the Provide why you are sending this package text box, enter a description to the donor as to why you are sending this package 11. In the Package Search box, type an asterisk (*) 12. Select the package that corresponds to this ask 13. To add additional asks, click the Add an Amount + button 14. Follow steps 6-13 to finish adding amounts to this ask ladder 15. Decide which option should be the Default Ask. (on the web, the Default Ask is the item the donor sees as pre-selected) 16. Click the radio button to enable that item/amount as the Default Ask 16

17. Click + Save & Add Another to create an additional ask ladder 18. Complete steps 2-17 to add all of you ask ladders 19. Click Save & I m Done when you have created all of your ask ladders Attach Premium Ask Ladder to Online Giving Sources To edit your existing online sources to include the premium ask ladder, please follow these steps: 1. Navigate to Marketing > Web Sources > Giving Sources 2. Click the pencil next to the source you need to edit 3. In the Marketing section, click the drop-down list under Default Ask Ladder and select the premium ask ladder you created 17

4. Click Save & I m Done Create Offline Giving (General) Sources To create sources for offline data entry, please follow these steps 1. Navigate to Marketing > Offline Sources > General Sources > + 18

2. In the Name text box, provide a name for this general source 3. In the Description text box, enter a description for this general source 4. In the Marketing Effort drop-down box, select the marketing effort 5. In the Channel drop-down box, select the channel for these donations 6. In the Source Code text box, enter a unique, short-code identifier for this source. This will streamline data entry. 7. Click the Use Ask Ladder for Premiums button 8. In the AskLadderID drop-down box, select the ask ladder for this general source 9. Click + Save & Add Another to add an additional general source 10. Follow steps 2-9 to add additional sources 11. Click Save & I m Done when you are finished adding your offline sources Offline Gift Entry Process a Donation No Fulfillment Items To process a pure donation, please follow these steps 1. Navigate to Data Entry > Giving > Gifts > + 2. In the Source search box, type the appropriate short code and hit your Enter key 3. Make any necessary changes to the Site/Campus, Gift Date, and Channel fields 19

4. In the First Name text box, type the first name of the individual and hit your Tab key 5. Potential matching profiles will populate on the right hand side of the screen. a. If this is an existing donor, click Select under the name of the individual b. If this is a new donor, complete the remaining Profile Information fields. The new profile will be created once the gift is saved 6. In the What is the gift for? section, click the Add Designation + button 7. In the Designation search box, type the designation short code (or type an asterisk (*) in the search box to select from a list of available designations) and hit your Enter key 8. In the Gift Amount text box, enter the dollar amount for the donation 9. If the donor would like to schedule this gift for the future or setup a recurring gift, click the Add Schedule button a. One-time gift for a future date: Select Once and enter the date to process 20

b. Recurring gift: Select the recurrence pattern (weekly, monthly, etc.), set the day of the week, and set the date to start. You can also add an end date if the donor wishes Please note: if the donor does not want a donation (one-time or recurring) to process today, you will need to click the purple edit button to remove the Payment to Apply Today. Make sure the Payment to Apply Today field zeroes out. If the donor changes their mind and would like to add a payment for today, click the purple lock button to re-add today s payment. 10. For additional donations, click the Add Designation + button under the first gift details 11. To process the donation payment, select the appropriate funding method in the Funding Provided by section 21

a. Cash or Checks: simply click the payment type you are recording. These two payment options will record the payment type, but will not process a transaction. b. Credit Cards require card number, month and year of expiration, and billing address (see image below) c. Bank Accounts require bank name, routing number, account number, account type (checking, savings or unknown) 22

12. You can add a note by clicking the Add Note+ button example: In Memory of My Aunt 13. When ready to process, click Save& I m Done 14. You will receive a screen with the processed donation details Process a New Fulfillment Order To process a new order, please follow these steps 1. Navigate to Data Entry > Giving > Gifts > + 2. In the Source search box, type the appropriate short code and hit your Enter key 3. The Ask Ladder associated with the source you entered will populate 23

8. In the Designation search box, type the designation short code (or type an asterisk (*) in the search box to select from a list of available designations) and hit your Enter key 9. In the Gift Amount text box, enter the dollar amount for this gift and hit your Enter key. The default qualifying premium will auto-populate 10. To override the default premium, click the Choose Premium button 11. Click Change 25

12. Type an asterisk (*) in the search field and select the desired premium from the list that populates 13. If options are available with the premium selection, set them according to the donor s request 14. If the item will be shipped to the donor, leave the Ship to person giving checkbox selected 15. If the item will be shipped to another individual, de-select the Ship to person giving checkbox and complete the shipping information 26

16. For additional donations, click the Add Designation + button under the first gift details 17. As you add additional gifts, the previous entries collapse into a clickable link and the total amount due auto-calculates 27

28 18. To process the donation payment, select the appropriate funding method in the Funding Provided by section a. Cash or Checks: simply click the payment type you are recording. These two payment options will record the payment type, but will not process a transaction. b. Credit Cards require card number, month and year of expiration, and billing address (see image below)

29 c. Bank Accounts require bank name, routing number, account number, and account type (checking, savings or unknown)

30 19. You can add a note by clicking the Add Note+ button example: In Memory of My Aunt 20. When ready to process, click Save& I m Done 21. Once processed, the Gift Summary screen shows the details of the order. If you need to make changes to the gift after clicking Save & I m done, you can click the Edit Gift button in the bottom left hand corner of the Gift Summary Screen

Create a Picklist To create and download a picklist of inventory to be shipped by the Fulfillment team, please follow these steps 1. Navigate to Catalog > Picklists > + 31

32 2. In the Name text box, enter the name of this list 3. You can pull picklists based on the following: a. By Package i. In the Package search box, type an asterisk (*) ii. Select the package you need to fulfill iii. Click Save & I m Done

33 b. By Date i. In the Fulfillment Requests Prior to Date, enter the desired date Please note: the picklist will pull all fulfillment items submitted before the date you enter here ii. Click Save & I m done

34 c. All Outstanding Orders i. After entering the name of the picklist, leave the Package and Fulfillment Requests Prior to Date fields empty ii. Click Save & I m Done

35 4. You will be returned to the Picklist main screen. The create picklist job runs in the background. If your picklist is not in a Picking Complete status, please refresh your browser until the status changes to Picking Complete.

Download a Picklist To download a picklist for fulfillment, please follow these steps 1. Login to the V2 Admin Portal and navigate to Catalog > Fulfillment > Picklists 2. From the main picklist screen, click the Name of the picklist you need to download 3. On the picklist details screen, you will see the list of individual items toward the bottom of the screen 36 4. Click the Download Information button to download the picklist

5. The Excel file will provide the detail data required by the Fulfillment team. The Fulfillment team will update the following on the Excel File a. Fulfillment Status should be changed to Shipped once item has been sent b. Date Shipped should be updated to the date the item went out c. Shipper will be the code created in the V2 Admin Portal (for example: USPS, UPS, FEDEX, etc.) these codes will be created by your Admin Team d. Tracking Info should be the tracking number provided by the shipper Import Fulfillment File To import a completed fulfillment file, please follow these steps 1. Login to the V2 Admin Portal and navigate to: Data Entry > Imports > Manage 2. Click the Add an Import + button 37

38 3. In the Job Name text box, provide a name for this job 4. In the Type drop-down box, select Fulfillment 5. In the File Type drop-down, select the file type 6. Click Browse to search for and select your fulfillment import file 7. Seledct the First Row Header checkbox 8. Click Save & Continue 9. On the New Import Template you can choose to save this import template for future use. Click the Save this import template checkbox and provide a Template Name 10. On the New Import Template page, use the search boxes to map the following fields a. Fulfillment Id = FulfillmentId b. Fulfillment Item Id = FulfillmentItemId c. Date Shipped = DateShipped d. Shipper = ShipperIdentifier e. Tracking Info = TrackingInfo f. All other field names should be mapped to Not Applicable 11. Scroll down and Click Save & Continue 12. On the Fulfillment Import screen, you will see your import job details

13. The import job runs in the background. If the import status is not Completed Processing, please refresh your browser until the status changes to Completed Processing. Look Up an Existing Order To look up an existing order for a caller, please follow these steps 1. Navigate to Data Entry > People > Individuals 2. Click Use Advanced Search button (if you are not already in advanced search mode) 3. Enter a combination of the donor s First Name, Last Name, Phone Number, Email Address and/or Physical Address 4. Click Search 5. A list of potential matches will populate below the search fields 39

40 6. Using the data you entered in the search fields, click on the name of the individual that matches

7. On the caller s Profile Details page, click the Reports button in the upper right hand corner 8. Click on the Fulfillment tab 9. Scroll down to see a list of fulfillment orders and their statuses. For each order, you will see the Receiver, Status, Items in the order, Date Created and Date Shipped. 10. If the list is several pages long, you can use the search feature to locate a specific order. You can search by Status, Created Date Range, Shipped Date Range and Catalog Item. 41