Ruby Magic Applications Step by Step Guide

June 2012

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Ruby MagicRuby Magic

• Ruby Magic allows Managers to apply for a pool of additional Rubies to use as motivation to achieve goals and objectives, as set by themselves, in the form of customized Incentive campaigns.

• Cost Centres fund their own additional Rubies.

The Ruby Magic application process has been improved. A step by step guide follows…

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Step 1Step 1

After logging in, click on “Ruby Magic”.

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Step 2Step 2

Click on “Request funds” under Quick

Links.

Quick links only available to those with rights to Ruby Magic applications.

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Step 3Step 3

Complete all of the required fields of the Ruby Magic Request

form.

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Step 3.1Step 3.1

Once all fields are complete, click on

“Send me a Pro-forma invoice”.

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- PIF at 9.6% (Postage, Insurance & Freight)

- VAT at 14%

Ensure box is ticked to be able to complete

application.

Step 4Step 4

A message will pop up asking if you are

sure you want to submit your request.

If you are sure, click “OK”.

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Step 5Step 5

Message will pop up confirming that your

request has been made – it also advises on steps to

follow.

Click on “x” to exit message.

• After receiving the pro-forma you will need to gain the internal approvals required.

• To obtain a PO number, contact your Finance Department.

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Account details for payment

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Example of a pro-forma invoiceExample of a pro-forma invoice

Total cost for points requested

After you have received your PO

number, come back to the Ruby Magic page and click on

“Review a request”.

Step 5Step 5

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Step 6 & 7Step 6 & 7

Update your application with the:

•Pro-forma Invoice Number•Purchase Order Number

Then click on “SEND ME AN INVOICE”.

Click the “Manage” button of the

application you wish to proceed with.

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Step 8Step 8

Message will pop up confirming that your

request has been made – it also advises on steps to

follow.

Click on “x” to exit message.

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Please note: applications pending for longer than 60 days will automatically

expire.

Step 9Step 9

Click on “Allocate funds from my

campaign” to award points.

Once the following has occurred, you can carry out this step: •Arranged for payment accordingly•Funds have reflected in the Trust account•Points have been issued to your campaign

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Step 10Step 10

After selecting the desired campaign, fill in

the RUBY MAGIC ALLOCATIONS form.

Insert value of Rubies to be awarded

Once completed, click “ADD PARTICIPANT”

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Step 11Step 11

Selected information will be populated into a field, click on

“ALLOCATE” to award the points.

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Step 12Step 12

Click on “OK” to confirm allocation.

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Step 13Step 13

Your application will then appear in the

“Previous Allocations section”.

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Ruby Magic ChequeRuby Magic Cheque

Cheque can be completed and printed and used to publicly recognise the awarded individuals.

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If using Firefox as your browser, you may come across this message: Firefox is trying to make your browsing experience “better” by giving you the option to hide unwanted popups (e.g. on slide.7,8, 12…).

If using FirefoxIf using Firefox

If you no longer want to receive the pop up messages then tick the box and click “OK”.

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•Toll-free Ruby Club Helpline: 0800 007 829

•info@rubyclub.co.za

•www.rubyclub.co.za

THANK YOUTHANK YOU

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