Adding Memorial Roll and Distinguished Service Awards
Log Into Luminate (Convio)
Select eCommerce under FundRaising.
Select eCommerce Reports then select eCommerce Order Details Report from the drop-down and click GO.
Click Blue Add All >> button
Then Next button
Click Custom Date Range, then change month to current month.
Click green Submit Report button.
Select eCommerce Fulfillment Report from drop-down and click GO
Click green Add All >> button. Then Next button.
Again –
Click green Add All >> button. Then Next button
Third time, just click Next button.
Click Custom Date Range, it should stay the same as the first report. If not, change month to current month.
Click green Submit Report button.
Your screen should look like this.
Click the Refresh this Page button until both reports say Download in Actions column.
Save both reports by clicking Download then Save as. You can name them anything you want.
YOU ARE NOW DONE WITH Luminate (Convio). You may log out.
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Fulfillment Report – No changes needed
Open Order Details Reports
Delete all columns from CK and beyond.
Save.
Open MR_DSA.adp
Click Import Online Order Data
Browse to reports and click Import Data button
On Main Menu
Click Edit/Lookup MR Certificates
Make sure Unprinted is checked.
Click Search.
For each certificate –
Check Church Number and make sure Date is in proper format.
For US certificates delete United States in the address. (If the certificate has been entered by hand then the country says US and cannot be deleted.) If not US make sure the State box says the province or region.
Click Update.
Click red X to close Edit/Delete MR Record.
On Main Menu
Click Edit/Lookup DSA Certificate.
Make sure Unprinted is checked.
Click Search.
For each certificate –
Check Church Number and make sure Date is in proper format.
You may have to use the lookup button to find the church number. If there is no date leave it blank.
Make sure that reason fits inside box. It can’t be more than four lines. Occasionally it may run over a couple of words. If it is too long an error message will show up when you click Update. Change the wording to “you” instead of he/she/they. Make the paragraph even for all lines as much as possible. (Make it look “pretty.”)
For Spell check- highlight Presentation Reason and press F7.
For US certificates delete United States in the address. (If the certificate has been entered by hand then the country says US and cannot be deleted.) If not US make sure the State box says the province or region.
If there is more than one certificate per church uncheck the Print Label box. Then no need to delete country. If the DSA is for the same church as an MR, uncheck the Print Label box. No need to delete country.
Click Update.
Enter New MR and DSA information for order forms mailed in.
- They will come in via email. Print the forms from the emails received. If the form is old, print new blank ones to send to them. Put a sticky note on the front of the form saying “Please use these forms.”
- If they sent in multiple forms with one name each but they all go to the same address put a sticky note on the front of the form saying “You can put up to six names on a form.”
- If they check the youth box, verify it really is a youth. Do a Google search for their obituary. If they weren’t a youth highlight on the form what it says about the box.
- If they leave the church number blank (or if it is wrong) fill it in and highlight it.
- If you can’t read their writing very well highlight the part about typing or printing clearly.
- If there is no date, put the month and year they should receive the form – i.e. September 2014. If it is near the end of the month check the calendar to see if you need to put the next month.
- If the certificates says “No date” or “TBD” or “none,” etc., put a ? in the date line. After updating go back to certificate lookups and take out the ?. Just leave it blank and click Update. (In order to complete the entry process, something must be in the date field. However, it can be removed once you have initially saved it)
On Main Menu
Click Print Certificates/Labels
Click MR Address Preview. Then print the report.
Click DSA Address Preview. Then print the report.
Feed labels face up in tray one on printer.
Click Print DSA Mailing Labels.
Click “NO” to print
Enter number of blank labels to skip.
Click “OK”.
Click Print MR Mailing Labels.
Click “NO” to print
Enter number of blank labels to skip.
Click “OK”.
Click Print DSA English Certificates.
Click “YES” to preview. Make sure they look good. Go to end and count how many there are and mark them on record sheet.
Load blank DSA certificates in printer.
Click “NO” to print.
Click Print DSA Spanish Certificates to see if there are any to print.
Click “YES” to preview.
If there are some load Spanish certificates and print.
Click Print MR English Certificates.
Click “YES” to preview. Go to end and count how many there are and mark them on record sheet.
Load blank MR certificates in printer.
Click “NO” to print.
Click Print MR English Youth Certificates to see if there are any to print.
Click “YES” to preview.
If there are some load Youth certificates and print.
Click Print MR Spanish Certificates to see if there are any to print.
Click “YES” to preview.
If there are some load blank regular MR certificates and print.
YOU ARE NOW DONE WITH PRINTING.
MAILING INSTRUCTIONS
The items you will need are as follows:
DSA
2 chipboards
1 evaluation form
DSA(s)
Order form (if applicable)
Envelope
MR
1 chipboard
1 evaluation form
MR(s)
Order form (if applicable)
Envelope
The following is the order to put them into the envelope:
When just DSA, no MR
Chipboard
DSA face down
Original order form (if applicable)
Evaluation form
Chipboard
Put in envelope with the DSA facing the front of the envelope
When MR (and possibly DSA from same church)
Chipboard
DSA face down (if applicable)
MR
Original order form (if applicable)
Evaluation form
Put in envelope with the chipboard facing the front of the envelope
If express ship is marked use UPS envelope. Write the date needed on a sticky note on the envelope. Make sure the label is on the left side of the envelope. *Check the address. UPS cannot ship to a PO Box.*
If regular mail use “Do Not Bend” envelope. Make sure the label is on the bottom right side of the envelope – per post office regulations.
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BUSINESS CENTER ONLY
On record sheet
Write the times from start to finish.
How many extra pages were printed
Any order forms that had to be printed from email
Address preview sheets
Any new blank order forms that had to be printed
How many MRs were printed – including Spanish and Youth
How many DSAs were printed – including Spanish
How many labels were printed
If you had to replenish the chipboard – usually 100 at a time (easier to charge)
If you had to print evaluation forms – usually 100 at a time (easier to charge)
Enter all into master spreadsheet.
END OF MONTH BILLING
Set up work order in Work Order Database.
Dates – all last day of month
WO Name – NMI – MR & DSA
Job Details – Enter online & mail-in orders into database. Print certificates & labels. Put into envelopes and mail.
Codes are as follows
Department – NMI
Contact – Darryl Bennett
WO Type – Printing
Activity Code – APR1016
Budget Code – F115
Supply ID – get information from master spreadsheet
BC b/w copies (printing MRs, DSA, evaluation forms, other)
L-11b (labels) – charge per sheet, not per label (30 to a sheet)
PS-10 (chipboard)
Your name and time spent for the month
Article Number: 42
Author: Tue, Oct 15, 2019
Last Updated: Tue, Oct 15, 2019
Author: Krista Block
Online URL: https://itkb.nazarene.org/itkb/article.php?id=42