PET TRUST VET PORTAL TABLE OF CONTENTS

Transcription

1 PET TRUST VET PORTAL TABLE OF CONTENTS Pet Trust Vet Portal... 2 Vet Portal Overview... 2 Vet Clinic Submission Side Online Portal Entry... 3 Cannon Processing of Online Vet Clinic Submissions (Batch Letters)... 5 Cannon Processing of Vet Clinic Submissions from other sources (mail/fax)... 8 Review Committed Transactions Processing Vet Clinic Notification Letters Vet Clinic Submissions Matched/New Constituents Mark Letters as Acknowledged on a Constituent Record (No PT Historical) Vet Clinic Submissions PT Historical (Export Process) Vet Clinic Payment Processing and Recognition Credit Vet Portal Online Creating/Changing Password Pet Trust Statement Attribute Vet Portal Online Forgotten password Vet Clinic Statements Vet Clinic Summary Import Selection for mailing labels and source code Printing Mailing Labels for statements Printing Billing Statements Resetting a balance to Zero Last Revised Dated: February 12th,

2 PET TRUST VET PORTAL Vet Portal Overview This section describes the basic workflow of the custom functionality from the online Vet Portal through to the batch processing in CannonCRM. To avoid duplicates, you should search and make sure the constituent does not have a constituent record. Once you add a record, you can use the search screen at any time to find the constituent record.. 2 Last Revised Date: February 12 th, 2018

3 Vet Clinic Submission Side Online Portal Entry As a Vet Clinic, they log into vet portal to fill out a tribute form: 1. Vet Clinic user logs into the Vet Portal 2. Vet Clinic user completes the donation form, filling out all the required fields Last Revised Dated: February 12th,

4 3. Vet Clinic user submits form, and is taken to Submit Preview page. User may select Add New to return to the donation form and create another commitment; Delete to remove one or more commitments; or Commit to submit all entries to UofG: 4. Vet Clinic user commits submissions from Vet Portal. Note: If a Vet Clinic user logs out of the Vet Portal prior to submitting the commitments, those commitments will remain in the approval queue and will be available upon the next login. 5. Vet Clinic user may view all pending submissions on the Donation History page in the Vet Portal: 6. Clinics may also view their balance summary and a RECENT history of the payments applied to their account (including payments made on their behalf) 4 Last Revised Date: February 12 th, 2018

5 Cannon Processing of Online Vet Clinic Submissions (Batch Letters) In CannonCRM, Vet Clinic Submissions completed online are created automatically and populated in a batch. All submissions made through the Vet Portal Online will be loaded into the same Vet Clinic Submissions batch until that batch is committed in CRM. A new Vet Clinic Submission batch will be created upon the next submission of commitments through the Vet Portal. (Each batch will have up to 50 transactions) The Description of the batch that gets automatically created will be labeled BBIS Vet Portal Batch Import 1. Edit the pending Vet Clinic Submission batch in CannonCRM and review the data (eg. batch PT-251) in the Batch entry processes Last/Org/Group/Household name column should only contain last name only First name should only have one constituent name Last Revised Dated: February 12th,

6 Address type should be HOME Owner Salutaion edited only if needed Vet Clinic Signature edited if needed (eg. K. Jones Veterinary Professional Corporation is Ajax Animal Hospital as the vet clinic signature. Granville Island Animal Hospital is PT Historical) For PT Historical: Once these fields are blank, you can then do a constituent search for the PT HISTORICAL record and the first name and last name will get populated If there is insufficient data to properly create a new constituent (first name and last name), link the transaction record to Historical Pet Owner (Cannon Lookup ID PT HISTORICAL) NOTE: for PT HISTORICAL entries, you will need to ensure the Last Name, First and Address fields are left blank prior to linking an existing constituent as this will update the actual record. Pet Owner fields does not need to removed. 2. Validate the batch to execute duplicate Constituent checking for the pet owners. 3. Save and close the batch and commit the batch Where no match is found and when there is not a link to PT HISTORICAL user, a new constituent record will get created for the notification recipient (owner) 4. Once the batch has been committed, you can view the Vet Clinic commitments on the Organization record in the Vet Submissions tab and/or also on the Pet Owner constituent record. 6 Last Revised Date: February 12 th, 2018

7 Vet Clinic Organization Record Pet Owner Constituent Record The Vet Clinic will be able to see all submissions on the Donation History page in the Vet Portal: Last Revised Dated: February 12th,

8 Cannon Processing of Vet Clinic Submissions from other sources (mail/fax) When Vet Clinic Submissions are done outside of the online vet portal, an import is required from CannonCRM. These submissions could be via mail, fax, in person, etc. 1. Mail, faxes and submissions outside of the portal will be entered in a portal import file spreadsheet that will contain 2 worksheets: - Owner (where there is sufficient owner data to create/match a constituent record first name/last name) - PTHistorical Owner (where there is NOT enough data to create/match a constituent record and PT Historical is used as the lookup ID) This spreadsheet with list the following columns: ColumnName VetClinicCannonID Description/Example CannonID of Vet Clinic submitting the memorial trans_date Date submission is received ( should be in MM/DD/yyyy format ie Oct = 10/18/2016) Note: ensure to format the cell in Excel as a date and the location is English (United States) 8 Last Revised Date: February 12 th, 2018

9 NotificationRecipientID NotificationRecipientLastName owner_salutation ( "Dear ) owner_firstname owner_lastname Submission_first_name Submission_last_name address type address On filled in for "Historical PT Owner" sheet - use "PT HISTORICAL") On filled in for "Historical PT Owner" sheet - use "Pet Owner Mrs. Smith, Smith Family, Dave and Susanna etc. Susanna Smith The name that is exactly entered from portal (eg. Bob and Jane and) only to be used for the acknowledgement letter The name that is exactly entered from portal (eg. Smith Family) only to be used for the acknowledgement letter "Home" or "Business" eg 1795 O'Neill Rd ( this field can be multiple lines using Alt-ENTER) city ProvinceState abbreviation (ON, QC, etc) postal_zip_cd use proper format (L0G 1S0) Country pet_name Pet CodeTranslated OtherSpeciesField amount Submission reason VetClinicSignature Canada, USA, etc name of deceased pet dog, cat, bird, Other Only fill in when "Other is used value of memorial submission death if Vet Clinic wants to be acknowledged as something other than their corp name on the letter ( ie "From your friends and family at Allendale Vet Clinic") Last Revised Dated: February 12th,

10 2. Once data entries are filed, save each worksheet as a separate.csv file PTHistoricalDDMMYY.csv and LinkedConstituentDDMMYY.csv 3. Upload data file using CannonCRM Import Process (Administration -> Import) 4. Expand the chevron to Edit the Vet Clinic Submission you wish to import For the PTHistorcial file, use Vet Clinic Submissions PT HISTORICAL OWNER For the LinkedConstituent file, use Vet Clinic Submissions Matched/New Constituents 5. Change the Import Source to the directory where you saved the file in Step 2. And Upload the appropriate file. 6. Click Save (no other setting should be altered) 7. Expand the chevron of the Import Process and Start Import 8. Review the status of the import and confirm the # of rows imported match the total # of rows in the import file (review exceptions if any exist) 10 Last Revised Date: February 12 th, 2018

11 9. A Vet Clinic Submission batch gets created and these submissions can be reviewed and committed (similar to Online Portal process noted above) Review Committed Transactions Once a transaction has been committed from a batch, from the Vet Clinic Submissions tab on a Clinic Organization record, you can edit each clinic submission, including marking it as Acknowledged. Last Revised Dated: February 12th,

12 Processing Vet Clinic Notification Letters Once a transaction of a Vet Clinic has been made, you will need to process acknowledgement letters from the Clinics to send out to the owners. Vet Clinic Submissions Matched/New Constituents For all Vet Clinic Submissions Matched/New Constituents 1. Go to Marketing and Communications functional area and Manage Correspondence 12 Last Revised Date: February 12 th, 2018

13 2. Expand the chevron for the Vet Clinic Submissions Acknowledgement Process and Start Process 3. You can review the status of the process. Pay close attention to the number of records processed, the exceptions and how many records successfully processed align with the original batch. If all records align, you select the Merge Letter to open the word document of all the acknowledgement letters Last Revised Dated: February 12th,

14 NOTE: It is very important that no new submissions are COMMITTED between running the correspondence process and the next step (Marking letters as Acknowledged via Global Change) Mark Letters as Acknowledged on a Constituent Record (No PT Historical) This will be done from a Global Change. All records that get processed and committed in a batch will be the total records combined when this process is started. It is very important to ensure that no new submissions are committed until this process is complete. If you have PT Historical, this step can be skipped. Go to the Export Process (next step). This acknowledged process is only applied if no PT Historical 1. Go to Administration Functional Area and Global Change 2. Expand the Vet Clinic update Acknowledgement global change called Mark Vet Clinic Submissions Acknowledged and Process global change The number processed should match the total number of batches that were committed prior to this global change. Vet Clinic Submissions PT Historical (Export Process) Because the same constituent record of PT HISTORICAL is used multiple times, the Manage Correspondence cannot be done as CannonCRM only sees this as one record (with one merge letter). In order to create a merge letter, an export of the record needs to be done and the merge letter is done outside of the system. 1. Go to Administration functional area and Export from the Tools 14 Last Revised Date: February 12 th, 2018

15 2. Select the PT Historical Vet Clinic Submissions to be Acknowledged and Start Export. This will create an excel file of submissions for PT HISTORICAL which can be merged into the tribute acknowledgement letter (template similar to the document from the manage correspondence file) outside of CannonCRM. 3. The number of records processed should be the number of records that were entered for PT HISTORICAL from the batch entry. Download the input to Excel and use the Merge letter tool to merge content of this file to the Acknowledgement letter. NOTE: It is very important that no new submissions are COMMITTED between running the correspondence process and the next step (Marking letters as Acknowledged via Global Change) Last Revised Dated: February 12th,

16 Vet Clinic Payment Processing and Recognition Credit When the Vet Clinic remits payment on their commitments and the payment is processed in CannonCRM (via BBIS standard donation form or CannonCRM enhanced revenue batch), that payment must be coded with the Vet Portal revenue category. This will add the payment ot the Payments summary total and reduce the total balance that is due from the clinic. This is from the batch On the Vet Clinic Submissions tab on the Clinic Organization record, you can see the Total Commitments, Total Payments and Total Balance for that specific clinic NOTE: The total commitments amount may be incorrect due pre-cannon implementation but the balance will be correct as of Oct 31, The Vet Clinic will be able to view all past payments from the Vet Portal online from the Payment History page When payments are made on behalf of another Vet Clinic (in most cases when there are subsidiary clinics), recognition credit must be applied to the other clinic(s) for a specific amount. This is applied to the payment record with a Recognition Credit type Vet Clinic payment on behalf of. 16 Last Revised Date: February 12 th, 2018

17 1. Go to the Revenue payment record and click on the Recognition tab. Note: the self credit will automatically get applied but you will need to edit the recognition credit add payments on behalf of 2. Click on Edit recognition credit to add/modify the recognition credit, ensuring that the recognition credit type is Vet Clinic payment on behalf of Last Revised Dated: February 12th,

18 Vet Portal Online Creating/Changing Password Vet clinics who will need to access the Vet Portal will require a BBIS user account. New Clinics will need to be registered in BBIS using the new user signup process. Clinics who existed in the Pet Trust database as of July 26, 2016 were migrated into CannonCRM/BBIS with the final data conversion (which includes their passwords). 1. Go to and click on New User Registration 2. Fill out the Registration Form The First and Last Name are both required fields on the registration form. Enter the FULL Vet Clinic name in to the Last Name field. Anything entered in the first name will be removed in the Vet Clinic New User Registration batch. (eg. For Smith Lane Animal Hospital, enter the name in the last name field and fill out Vet Clinic in the first name field) The password must meet the following criteria: Must be at least 8 characters in length Must contain one lowercase letter Must contain one uppercase letter Must contain one numeric or special character (1, 2, 3 or #, %, *) 18 Last Revised Date: February 12 th, 2018

19 Upon the submission of the form, an will automatically be sent to the address provided in the registration form. 3. From CannonCRM, go to the Web Functional area, and in the web transactions, download the pending transactions under Vet Clinic New User Registration. 4. After the download is complete, find and open the batch that should now be located under the Uncommitted batches list. Last Revised Dated: February 12th,

20 5. From the batch, you will need to link to the existing clinic in Cannon. Clear the fields of the current batch entry and do a search of the existing clinic record. Click on the empty Constituent field to search for an existing record. This will link the existing Clinic in Cannon and update the name, lookupid and other fields in the row of the batch. 6. Review the batch, Validate, Save and Close Validating the batch will ensure there are no errors with the entered data. (There should be a lookupid from linking to an existing record in Step 5) 7. Update the status of the batch and commit. The Vet Clinic has now been added as a new constituent (or linked to an existing constituent) in CannonCRM and tied to a BBIS user account. Verify this by searching for the clinic in CannonCRM and logging in as that vet clinic on the Vet Portal. Pet Trust Statement Attribute After the clinic has been added to Cannon, for the proper billing statements to be sent, the Pet Trust Statement Clinic must be added in the Attribute tab. 1. Go to the Clinic Record that was created 2. On the Attributes tab, Add 20 Last Revised Date: February 12 th, 2018

21 3. Pet Trust Statement with Value of YES Vet Portal Online Forgotten password If a vet clinic wishes to change their own password (or has forgotten the password), they can do so by using the Forgotten password link on the login page They must use the address associated with their BBIS user account Last Revised Dated: February 12th,

22 Vet Clinic Statements Statements are run on a quarterly basis. These statements are driven based on the Pet Trust Statement Clinic Attribute. (See below instructions below on how to add/edit this attribute on the record) Note: If a clinic stops using the billing system, the attribute will need to be modified with an end date. Vet Clinic Summary This report can be run for any period. This is a report that will produce a summary of activity for Vet Clinics who are noted as participating in the billing system (Pet Trust Statement Clinic attribute). This report is used to do the initial check for any misapplied payments and a list of IDs of all clinics that require a statement. 22 Last Revised Date: February 12 th, 2018

23 Notice the options where a summary can be produced for those clinics without the attribute set and/or show all clinics regardless of the attribute. Import Selection for mailing labels and source code Once the Vet Clinic Summary has been vetted and statements are ready to be issued, a request to import the Cannon IDs is initiated to generate a mainling labels and a source code reference. 1. Save the.xlsx of Cannon IDs to T:\List Requests\Selection Requests\Requests for IS team\ 2. Go to the Request for CannonCRM Select form to provide list of Cannon IDs to be imported into Cannon. (Note that IS requires 2 business days) 3. IS will provide a name of the selection (and will cc Annual Fund to process the Direct Marketing Effort and provide a source code please allow 2 business days from the time IS provides Annual Fund with the Selection name) Printing Mailing Labels for statements Once Billing Statements are ready for printing, the following process can be started to print the mailing labels 1. From the Marketing and Communcations functional area, go to Manage Correspondence Last Revised Dated: February 12th,

24 2. Expand the Vet Clinic Labels from the Correspondence List and edit 3. By default, a mailing label template will be in place, along with an Export definition to identify the address information. No modifications are required to this area 4. In the Select Constituents, search for the Selection name that IS provided 5. Save the Process 6. Start the Process and verify the selection name is correct and Start 24 Last Revised Date: February 12 th, 2018

25 7. Once the process is completed, click on the Merge Label. A word document with the mailing labels will open in MS Word with the mailing address of the IDs requested and can be printed. Printing Billing Statements When the billing statements are ready to be printed, they can be done in one of 2 ways: on a one-off basis using the Vet Clinic Billing Statement and selecting the specific clinic: or using the Vet Clinic Billings Statements (Batch): Once the dates are entered and the options are selected based on the same criteria used to print the Summary, the statements will open in PDF form. Last Revised Dated: February 12th,

26 Note: if billing statements with a zero balance is not required, ensure the flag is specified for lesser statements. Resetting a balance to Zero There are cases where a Clinic will require a balance reset to zero such as : New ownership Haven t been using the online portal thus far and a new account setup is required To ensure that the edited transaction does not show up on the next Vet Clinic Statement, it is suggested to go back and modify an adjusted transaction to the zero out the balance. Step 1: On the Clinic record in Cannon, go to the Vet Clinic Submissions tab Step 2: Sort through the submissions to the July 28 th, 2016 entry that has a credit amount. (This is the date of conversion and all Vet Clinics were entered a credit amount of a balance). Click Edit 26 Last Revised Date: February 12 th, 2018

27 Step 3: Enter the Owner Salutation as Historical Payment Adjustment and enter Pet Name as Historical Payment Adjustment and Other as N/A and the total amount to make the balance to zero for statements moving forward. Last Revised Dated: February 12th,