Reward & Recognition (R&R) Order Import Training Guide January 2016
Table of Contents Order Import Overview page 3 Order Import of Premiere Choice Gift Certificate Awards page 4 Order Import of Cash Awards page 21
Overview 3 The Order Import tool on this site allows nominators to place large Premiere Choice Gift Certificate or Cash Award orders through an upload file instead of through the traditional order process The Order Import tool is particularly useful for an award order where you are ordering more than 25 items in a single session have a variety of different awards to order, with varying award amounts, custom messages, logos, etc. know the award recipients employee IDs NOTE: Premiere Choice Gift Certificate Awards and Cash Awards CANNOT be ordered in the same Order Import file. They must be entered in separate files.
Award Ordering Guide 4 Large Order Import Process for Premiere Choice Gift Certificate Awards
5 Process for Premiere Choice Gift Certificate Awards Select the Premiere Choice Gift Certificate Award Program button To order Premiere Choice Gift Certificate Awards, begin the order import process by clicking on the Order Import button.
6 Process for Premiere Choice Gift Certificate Awards To create your order import spreadsheet, start with the upload template provided.
Process for Premiere Choice Gift Certificate Awards 7 Anyone using Order Import will need to download a new template that contains a column to note the Reason Codes for each employee. Upload the CSV Template The field descriptions are listed below for Premiere Choice Gift Certificate Awards. If you would like a printer-friendly document with these descriptions, click the Print Field Descriptions button.
Process for Premiere Choice Gift Certificate Awards 8 Example of printer-friendly field descriptions for Premiere Choice Gift Certificate Awards. New Reason Code field added with a link to all 10 reasons to recognize.
Process for Premiere Choice Gift Certificate Awards 9 Sample of a completed Premiere Choice Gift Certificate Award Upload Spreadsheet Reason Code Customer Service Safety Innov Disruptive Customer Service Op Excellence Tips to Avoid Import Errors 1. Fill in appropriate fields and save as an Excel file. 2. To accommodate Exelon s employee ID structure of some, but not all, employee IDs beginning with leading zeroes, you need to enter an apostrophe before the ID number. For example, if you are entering 999847 in the Employee ID field, you would enter it as 999847. 3. If you do not know the Employee ID, you can look it up by exiting the Order Import process and entering into the single order process where you will be directed to an recipient search page. The search results will return employee ID. Exit the single order process and resume the Order Import process. 4. If you choose either NOM or REC as the Shipping Options, you do not need to fill in Delivery Email or Address fields. This information will be pulled from the HR file.* Shipping Options Legend (for Premiere Choice Gift Certificate Awards only) NOM - Ship to Nominator REC - Ship to Recipient *For Premiere Choice Gift Certificate Awards only
10 Process for Premiere Choice Gift Certificate Awards Click on Return to Upload Screen
11 Process for Premiere Choice Gift Certificate Awards Click Browse button. Locate your order file saved to your computer. Click on Upload File.
Process for Premiere Choice Gift Certificate Awards 12 The Additional Greeting field is a 30 character field that displays directly below the recipient s name on the Premiere Choice Gift Certificate Award. If you left the Additional Greeting field blank by design, just click Continue. If you inadvertently left it blank, click Re-Import, update, add your additional greeting and save your spreadsheet. Click the Upload button again.
Process for Premiere Choice Gift Certificate Awards 13 Example of a Premiere Choice Gift Certificate Award import with errors VEXELON (the email award background) was entered in the Award Background field but paper was entered in the Award Delivery Method field. Click the Re-Import Order button, correct the spreadsheet and go through the upload process again.
14 Process for Premiere Choice Gift Certificate Awards Example of a successful import for Premiere Choice Gift Certificate Awards Click the Add to Cart button to continue. Reason Code Cstmr Svc Safety Process Imprvt Cstmr Svc Dmnst CComp
Order Import 15 Process for Premiere Choice Gift Certificate Awards Review the Cart. Use the Preview link to preview the award, the Edit link to make changes and the Remove link to remove the award from your cart. Preview of Employee # 3 Award
16 Process for Premiere Choice Gift Certificate Awards Here is where you can review the shipping information for your order. For Awards that have the shipping option of OTH, you will notice a CHANGE ADDRESS link, if you need to change the address or email address that was on the form, you may click on the link and edit. The addresses and email addresses for awards with the shipping option of NOM and REC cannot be edited. The shipping summary page displays first by shipping method (email awards are always at the top) and then by the value of the award with the highest value awards listed first. Once you have verified the shipping information is correct, click Continue.
17 Process for Premiere Choice Gift Certificate Awards The first time you order awards, you will see this screen. Click Add Credit Card.
Process for Premiere Choice Gift Certificate Awards 18 Fill in required information and click Add. Please use a valid Exelon credit card. Do not use your personal credit card.
19 Process for Premiere Choice Gift Certificate Awards This page is an opportunity to review your order before placing it. Confirm the Order Payment Summary section, check the Email Order Confirmation box if you d like to receive an order confirmation email, change the Order Name if you d like and click on Place Order.
20 Process for Premiere Choice Gift Certificate Awards Order Confirmation page. 6/3/2015 1:55:17 PM
Award Ordering Guide 21 Large Order Import Process for Cash Recognition Awards
Order Import for Cash Recognition Awards Advantages and Disadvantages 22 Advantage o Faster ordering rather than performing an individual recipient search Disadvantages o A large Order Import file will often contain a variety of cash award amounts. Before Hallmark can process the order, approvals must be granted for all cash awards contained within the order. For example, if the order contained 10 $1000 awards and 20 $5000 awards the individuals receiving $1000 will need to wait for all $5000 awards to gain approval from the BU President before being processed. o If the approval time expires (after 30 days) with any nomination in an order not being approved or denied, none of the approved awards will be sent to employees. o It s recommended that the Order Import of cash awards be done by the office of BU president so the only award approval needed is the OpCo HR Lead, minimizing the number of different approvers involved.
Process for Cash Recognition Awards 23 Select the Cash Program. Begin the Cash Awards order import process by clicking on the Order Import button.
24 Process for Cash Recognition Awards To create your order import spreadsheet, start with the upload template provided.
Process for Cash Recognition Awards 25 The field descriptions are listed below for the Cash Recognition Awards. Upload the CSV Template If you would like a printer-friendly document with these descriptions, click the Print Field Descriptions button.
26 Process for Cash Recognition Awards Example of printerfriendly field descriptions for Cash Awards. Dollar value of award (do not include dollar signs or decimals.) Available in increments of $50 above award minimum value.
27 Process for Cash Recognition Awards Sample of a completed Cash Award Upload Spreadsheet Tips to Avoid Import Errors 1. Fill in appropriate fields and save as an Excel file. 2. To accommodate Exelon s employee ID structure of some, but not all, employee IDs beginning with leading zeroes, you need to enter an apostrophe before the ID number. For example, if you are entering 999847 in the Employee ID field, you would enter it as 999847. 3. If you do not know the Employee ID, you can look it up by exiting the Order Import process and entering into the single order process where you will be directed to an recipient search page. The search results will return employee ID. Exit the single order process and resume the Order Import process.
28 Process for Cash Recognition Awards Click on Return to Upload Screen
29 Process for Cash Recognition Awards Click Browse button. Locate your order file saved to your computer. Click on Upload File.
30 Process for Cash Recognition Awards Example of a successful import for Cash Awards Click the Add to Cart button to continue.
31 Process for Cash Recognition Awards Review the Cart. Use the Edit link to preview or make changes to the award and the Remove link to remove the award from your cart. Preview of a Cash Award
Process for Cash Recognition Awards 32 This page is an opportunity to review your order before placing it. Confirm the Order Payment Summary section, check the Email Order Confirmation box if you d like to receive an order confirmation email, change the Order Name if you d like and click on Place Order.
33 Process for Cash Recognition Awards Order Confirmation page.
Award Ordering Guide 34 Contact Hallmark Business Connections with Ordering Questions vip.customer@hallmarkbusiness.com 1-800-675-4438 Account Managers are available Monday through Friday from 8:00 a.m. 5:00 p.m. Central time, excluding holidays.