Personify360 Beginners’ Boot Camp Presented By: Julie M. Smith

Personify360

Beginners’Boot Camp

Presented By:Julie M. Smith

DROP AND GIVE ME 20!

Relax –

It’s Not That Kind of Boot Camp!

Our Agenda:

• Terminology

• 12:30 – 12:40

• The Foundation of Personify

• 12:40 – 12:55

• Navigation and Personalization Tips

• 12:55 – 1:15

Our Agenda:

• The Power of CRM360

• 1:15 – 1:45

• Constituents (IND & CO)

• 1:45 – 2:05

• Constituents (CMTE)

• 2:05 – 2:25

Our Agenda:

• Constituents (SubGroups)

• 2:25 – 2:35

• Contact Tracking

• 2:35 – 2:55

• Modules/Subsystems

• 2:55 – 3:25

Our Agenda (con’t):

• Orders

• 3:25 – 3:45

• Reports

• 3:45 – 4:00

• Online Help

• 4:00 – 4:05

Our Agenda (con’t):

• Questions/Review

• 4:05 – 4:30

We’ve got a lot of Ground to Cover, Let’s Get Started…

10

Terminology

• What’s in a name? Here are some common ‘Personify’ terms that you’ll hear:• Proforma• A status that indicates that the customer has

an intent to purchase, but has not committed to the purchase.  • Can typically be thought of as “payment

pending”. • No financials exist for proforma orders. • If an order status is “proforma”, all order

lines in the order must also be proforma.

11

Terminology

• Group Management• Allows a user to manage a group, if

assigned the correct permissions. Please note that prior to 7.5.1, this is known as “Affiliate Management”

12

Terminology

• Back Orders• When an inventoried INV product is out

of stock yet the product has been positioned to still expect orders.

Note::There is a flag on the e-Business control that identifies whether or not a product with depleted inventory will display online; if so, an ‘Out of Stock’ message displays.

13

Terminology

• Flag• Another way of identifying a checkbox.

• Enable/Disable• Another way of saying check or uncheck.

14

Terminology

• Bill-To customer• The constituent getting the invoice.

• Ship-To customer• The constituent getting the product.

15

Terminology

• Batch• Batch is an accounting term used in Personify.  • In order to enforce accounting controls and

facilitate bank statement reconciliation and troubleshooting, Personify requires that all payment transactions be entered as part of a batch.  • Operators are assigned to batches so that

transaction entries can be tracked back to a staff person.  Although not required, batches can be opened when orders are being entered. 

16

Terminology

• Constituents• Because an association's constituency is

broader than just its membership, Personify uses the concept of “constituent".  • Members are a subset of constituents.  • All people, companies, committees, and

subgroups (i.e., chapters, special interest groups, district branches, etc.) are considered “constituents" in Personify.  • In this way, demographics, relationships,

orders, etc. can be tracked for all constituents, not just members.

17

Terminology

• Line Item Invoicing• Personify provides the capability of multiple

invoice numbers per order. • One invoice number may refer to multiple line

items. • Personify maintains invoice number and invoice

date in the order detail table, rather than in the order master table.

18

Terminology

• List Price• The default rate structure for a customer not

qualified for any other rate structure. • The list price rate structure is usually the

nonmember price for product sales, particularly for online web sales. • You must define at least one rate structure  as

the list price, which is usually your default rate structure

19

Terminology

• Member Price• The default rate structure for a customer

qualified as a member. • Each organization defines what qualifies a

customer for this price. • One rate structure is identified as the Member

Rate Structure• Multiple rate structures can be created to

provide unique pricing for targeted membership populations.

20

Terminology

• Master Product• A product that is visible and available for

selection at the highest-level in the centralized order entry screen.

21

Terminology

• Sub Product• Products that are not master products cannot

be ordered until the master product has been ordered. • (In other words, a non-master product cannot

be entered directly into an order without already having, at the next level up another product with the same parent product but different product code.)

22

Terminology

• Product Code• When using Personify, you usually deal with

product codes for most products, the parent product will be the same as the product code. • A book, for instance, will have a unique product

code as will a subscription

23

Terminology

• Product ID• A unique ID number assigned by Personify to

each product in Personify. • The product ID is invisible to the your

customers or members, but is used to make reporting easier. • A unique system ID is created for each product

(product ID) to make all the various detail tables simpler in terms of key structure.

24

Terminology

• Rate Structure• The Rate Structure Maintenance screen lets you

enter and maintain rate structures for orders. • Rate structures are used to categorize

customer’s pricing.• There is no limit to the number of rate

structures that can be defined; typically 3-5 rate structures are defined, with not more than 8-10 rate structures. • Rate structures have a set of qualification

criteria.• The first rate structure that matches all

qualification criteria will be identified on the order.

Logging In

• User is promoted for User Name and Password• User can elect to remember their login

information• Optional: selection of the database• Users may have access to both Production

and Test environment

Your Login Credentials

• User name – admin• Password – admin

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The Foundation of Personify

• Application Parameters• System Types and Codes• SubSystem Priority• Security• Notifications

28

Navigation and Personalization Tips• Menu Bar: Adding Favorites• Home Pages Defaults & Pictures• Contact Tracking alerts• Recent Items – helpful when assisting callers• Getting more real estate on the screen• Printing screens• Comparing screens• CRM360 searches

29

The Power of CRM360®

• Alerts – use them sparingly• Hovering reveals information• Review of the sections on the Main Page• Review of the Task Bar

30

Constituents (IND and CO)

Individuals• Addresses• Primary, Default Bill-To, Default Ship-To addresses• Address Types• Linking• Job Titles

• Employment & Relationships

• Duplicate Checking

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Constituents (IND and CO)

Companies• Searching for employees• Addresses• Primary Contacts• Financial Considerations• Relationships• Segmentation

32

Constituents (Committee)

• Nomination tracking• Committees as customers• Linked to Subgroups• Group Actions• Affiliate/Group Management

33

Constituents (SubGroups)

• Auto-populates members • Captures historical count snap-shots• Linked products• Group Actions

34

Contact Tracking

• Setups• Mapping defaults• Uses• Overview of screen• Anonymous contacts

35

Modules/Subsystems

General tidbits:• Adjust the Price• Pricing• Revenue Recognition• Revenue

36

Modules/Subsystems

Membership• Structure Definition• Product Attributes

37

Modules/Subsystems

Subscriptions• Digital and Print versions• Product Attributes

38

Modules/Subsystems

Inventory• Stock tracking options• Product Attributes• Warehouses

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Modules/Subsystems

Meetings• Large or small meetings• Product Attributes

40

Modules/Subsystems

Not enough time to go over:• Abstracts• Advertising• Certification• Coupons• Electronic/Digital Content Delivery

41

Modules/Subsystems

Not enough time to go over:• Exhibits• Facilty• Fundraising• Miscellaneous• Package• Transcripts

42

Orders

• Batch date• Order Master Ship-To/Bill-To customers• Changing an address• Default Rate Structure• Line-Level Ship-To customer• Fulfill status• Payments/Balances can be tricky!

43

Orders

• Freeze Selections• Quick Picks• Cancellations vs Terminate at End• Renewing the Order vs Renewing the

Line• Payment Schedules/Auto-renewing on a

credit card• Credit limits

44

Reports

Operational/Online• Access• Purpose: to collect and display data

Data Analyzer• On-the-Fly query builder• Recommend training first!

45

Reports

TRS• Purpose: Primarily, to update data• User Setups• Parameters• Advance Parameters• Job output/reports• Scheduling• Review of prior runs.

46

Reports

TRS Examples: (in no particular order)• ORD650• MBR900• SUB670• INV620• FAR680• CUS520• So many more!

47

Online Help

Your “Best Friend”

48

We’re near the End!

Questions? Need to Review Something?

Personify360

Beginners’Boot Camp

THANK YOU!!