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Fundraising

Fundraising is now live in WebFez!

The Fundraising module has been designed to track products sales and ticket book assignments and payments for specific fundraisers for each Temple. This WebFez module has been designed to operate much like the RedFez module, so many of the screens should have a familiar feel to them. Regardless, this document will cover the complete functionality of the WebFez module. The tabs are laid out in a logical order for Temple Staff to follow. Below is a summary to help familiarize staff with the processes and procedures.

Events Tab

The Events Tab is where we begin to create a new Fundraising Event. This tab is the most important because you will need to either create or select an event before you will be able to continue. Notice to the left that all other tabs are grayed out until you create or select a Event. It is important that you select the correct event before moving on.

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From the Events Tab, all previous and current Events will be listed. It is important to note that the event that is selected from this Tab will be the event that any changes made in future screens will affect. To Create a New Event click on the button at the bottom of the module.

After clicking on Create a New Event the screen below will ask for a Title, Description, Year, and launch date for the event. At this time you can designate if this is a Hospital Fundraiser by clicking on the checkbox, and provide a Contract Renewal Note if needed.

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After a New Event is created, or an existing Event is selected the rest of the navigation tabs are accessible, and you can navigate to the other tabs within fundraising. In this example, we are going to move to Products.

Once Products is selected any existing product types for the event that was selected earlier will be listed. Since there are no products showing, you will need to Create a New Product.

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When creating a new product the following will need to be entered. Name, Description, the cost of the product, price of the Product, how many in Initial inventory, and weather or not it pays commissions. Please remember that the cost is how much the temple paid for a product, and the price is how much the product will be sold for.

Once the product is added, you will see it in the list of products, as shown below.

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After entering in the products, commissions may be added. Clicking on the Commission Rules tab will show all active commissions, or you can create a new Commission Rule

Below is a sample screen showing the available fields when creating a New Commission Rule. When creating a new rule it is important to remember that the commissions accrues on the sales, not the payments, and are paid to the seller.

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Once the commission rule has been added, it will now show under the commission rules for that event.

From the Transactions Tab all Payments and Sales will be processed. First a New Sale needs to be added, then payments for the sales can be entered.

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When adding a New Sale a Seller and Customer must be entered. A New Customer can be created by clicking on the Create button. After they have been entered a product and any applicable Unit/Club credit can be selected. When the product is selected, it will automatically populate the price based off what was set up when the product was created. When the Quantity is entered, the total amount will be automatically calculated.

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Once the information has been entered in the Sale, and it has been saved, the Sale Transaction should show under Sales Transactions.

The Sales transactions will now appear under the transactions for that Event. If needed the sale can be removed, as long as a payment has not been posted to it.

To pay for a sale, a payment needs to be added. To add a new payment, click on the Add New Payment button ( next slide )

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To add a payment, a customer(buyer) needs to be found or added. After selecting the customer, the system will automatically list the sales for that customer. Adding the payment is similar to adding a payment in other modules of WebFez.

After adding the payment, it will show under payment transactions for the event.

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After the product sales are paid for, Commissions will automatically generate under the Commissions Tab.

There are two ways to list a commission as paid. The first way is to click on the Edit Pencil, check the paid checkbox, and enter the date. Once this information is entered click on the “update” checkbox on the left to save the information.

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Once the information is saved, the commission will now be marked as paid.

The other way to pay commissions, is to click on the “Pay All” button at the top of the grid. This will pay all commissions that have not yet already been paid, using todays date.

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Ticket Books

Ticket Books are separated into three tabs. The Ticket Books tab contains a list of all Ticket Books types defined for the event. The Ticket Transactions tab contains a list of the transactions for sold/unsold ticket books. The All Ticket Books tab contains a list of all Ticket Books and their numbers for the event, regardless of the title of the book.

The Ticket Book Tab, will show all Ticket Books. To Create a new Ticket Book, click on the Create a New Book button

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When creating a new book, a Book Title must be entered first. There are a few ways to lay out the numbering for the ticket book. Book – Book and Ticket will be the same number. All tickets in the book will be labeled Book 1 and Ticket 1 regardless of how many tickets. Tickets –Ticket numbers will be sequential regardless of how many tickets in a book. Book 1 and Tickets 1,2,3,4, then to Book 2, Tickets 5,6,7,8. Ticket/Book – Book numbers will be sequential, but the ticket will start over for each new book. Book1 and Ticket 1,2,3,4 then to Book 2 and Ticket 1,2,3,4. Book equals 1st Ticket – Book number is not sequential, the book number will start with the 1st Ticket from the book. Book 1 and Ticket 1,2,3,4 then to Book 5 and Ticket 5,6,7,8. When clicking on the checkbox for each option, the graphic of the Ticket book will change to illustrate the option that is checked

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After entering the Title and How the Books/Tickets are numbered, the tickets details need to be added. To add tickets to the book, click on Add New to begin adding tickets. After clicking on Add New, the grid will open up the ability to add Title, Price, and Number of Tickets. Once this information is entered, click on the checkmark to save the information that was entered. The Amount of the set of tickets (usually the book price) will be calculated and displayed once saved.

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After the Ticket information is entered, any special allocations for the ticket book can be entered. Such as if you wish to assign a certain book number or range of numbers to a Unit/Club or a Noble. To do this, click on Special Allocations. This will bring up a screen where you can click on Add New Record to begin adding the Special Allocation.

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From this screen the type of Special Allocation can be selected. When you select a Unit/Club a find button will populate under the name field. After clicking on find you can select the unit or club. The same process is followed to select a noble. Instead of using Unit/Club, select Noble and search for the noble. After that information is entered the starting book number can be specified, as well as how many books for that particular Special Allocation.

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To begin assigning to books, click on the arrow pointing to the right at the bottom of the grid shown below.

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When assigning ticket books, you can Include the following categories. Active Members, Courtesies, Candidates, and Non Solicitation. You can select more than one group, such as Active Members, and Non Solicitation. After selecting which groups to include the amount of books per member, and Starting book number needs to be entered. You can also include any mail flags that have been setup to mail out to particular groups that the Temple has previously designated.

After all of the information is entered and correct, clicking on Assign Book will bring up the popup below. The popup will inform that the books have been assigned. It is important to verify and make sure the information is correct before assigning the books.

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After the book is created and assigned it can be seen with the other Ticket Books

After the Ticket Book has been created the book can be paid for on the ticket transactions. You can select the Book Type from the drop down, then search for the Customer, or if you know the book number it can be entered under Book Number.

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After the Customer is found, or the book numbered entered, the ticket information will be populated into the grid, and a payment can be entered. This functions very similar to entering in a payment for a noble. A Donation can also be added by clicking on the Donation button. After the payment is entered, a popup will come up informing that the payment was successful.

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The All Ticket Book tab can be used to look up all ticket book details related to the selected event. The books can be filtered by clicking on the funnel icons at the top of the column you wish to filter by. The information may be sorted by clicking on the column header you wish to sort by. On this screen, you can also reassign an unsold ticket book or remove all payments from a book. The grid will also show the value of the book, any discount to be applied upon completed sale of the book, and if the book has an unpaid balance remaining.

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By clicking on the down arrow, the individual tickets in that book will be displayed. Also you can see if the ticket was paid for, used, or returned. This information can be edited by clicking on the edit pencil.

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If the information needs to be edited to show if the book was used or returned while editing, simply click the checkbox. After the fields have been edited, click on the update checkmark.