Difference between revisions of "Drycleaning & Laundry Institute (DLI)"

Revision as of 18:58, 26 January 2016

Adding New Members to Bulk Membership Accounts

To add new members to bulk membership accounts, such as the Australian, Ontario or Alberta Association accounts, you must add a contact person, organization and account for the new member.

Adding a Contact

To add a contact, follow the steps below:

1. Login and click on ADMIN.
2. Click on MANAGE USERS and then PEOPLE.
3. Click on ADD to open a new user record.
4. Enter all contact information in the DETAILS tab. (Note: You will select the organization in a later step.)
5. In the GROUPS tab click on ECOMMERCE CONTACTS and DLI MEMBERS.
6. Click OK to save the new record.

Adding an Organization

To add an organization, follow the steps below:

1. Login and click on ADMIN.
2. Click on MANAGE USERS and then ORGANIZATIONS.
3. Click on ADD to open a new organization record.
4. Enter all contact information in the DETAILS tab.
5. Click OK to save the new record.
6. Go back to the USER record and select this organization in the DETAILS tab for the person associated with this organization.

Adding an Account

To add an account, follow the steps below:

1. Login and click on ADMIN.
2. Click on MANAGE ADD-ONS, ECOMMERCE and then ACCOUNTS.
3. Click on ADD to open a new account record.
4. Enter a Name for the Account.
5. Select the CONTACTS from the drop down menus in the CONTACTS tab.
6. In the MEMBERSHIP tab, choose one of the bulk membership types, such as Australian Association SubAccount.
7. Choose ACTIVE as membership status.
8. Enter a JOIN and EXPIRATION date.
9. Click OK to save the new record. The record ID will be the login for the account.

Setting Up Membership Types

To add or edit DLI Membership types, login and click on ADMIN.

Next, click on MANAGE ADD-ONS, DLI MEMBERHSIP APPLICATION, and then MEMBERSHIP TYPES.

You will then see a list of all membership types currently in the system. Click the paper/pencil icon next to one if you want to edit it, or click ADD to add a new type.

In the DETAILS tab, you will name the membership type, specify the maximum numbers of organization and individuals for that type, and check the "Use in JSA Reports" field if appropriate. For the US Cleaners, you will also enter something in the MEMBERSHIP TYPE GROUPING field (such as US Cleaner - Gold). This is used on the join form to include both the yearly and monthly options for each US Cleaner type as options. Make sure that the text entered for the monthly and annual memberships are EXACTLY the same for this field.

In the MEMBERSHIP tab you will LEAVE THE GROUP FIELD BLANK because ALL MEMBERSHIP TYPES are added to the DLI MEMBERS GROUP when they join. You will also choose the DURATION TYPE (periodic or annual), the duration of membership (number of days or months), specify whether or not to renew upon expiration and the renewal price.

In the PRICING tab you will put the regular price for the membership type.

In the FULFILLMENT tab you will specify whether or not a notification email will be sent when this membership type is purchased and you can specify the group that will be notified.

In the PURCHASE tab, you can set up invoice and receipt messages.

Click OK when you are done adding or editing the Membership Type.

Setting up Membership Categories for the Join Form

To make sure the correct membership type choices show up in the correct place on the join form, you need membership types set up by category. On the first page of the join form are four choices US, Foreign, Allied Trade and Other. To change how membership types show up on the join form or to add new types, login and click ADMIN. Next, click MANAGE ADD-ONS, DLI MEMBERSHIP APPLICATION, and then DLI MEMBERSHIP CATEGORIES. Click the paper/pencil icon next to the name of the category you want to change, or click ADD to add a new category.

In the DETAILS tab you will name the category, choose a parent membership category if any, and the default selection for this category.

For example, for the US DRYCLEANER category, there is NO Parent, and the default selection is US CLEANER - SILVER: ANNUALLY and for the GOLD category, the PARENT is US DRYCLEANER and the default selection on the join form is US CLEANER - GOLD: ANNUALLY.

Click OK to save your changes.

Adding & Editing DLI Keys

To add or edit a DLI Key for an account:

1. Login and click on ADMIN.
2. Click on MANAGE ADD-ONS, DLI and DLI KEYS.
3. You will see a list of all accounts and their DLI KEY.
4. To edit a current record, click on the paper/pencil icon next to the record, or click the ADD button to add a new record.
5. In the NAME field, type the DLI KEY (digits they should use to login to the system).
6. Select the ACCOUNT from the drop down in that field for new records.
7. Click OK to save changes.

JSA Reports

To see the JSA report for the JSA managed:

The user needs to be in the group for the specific JSA.

To edit these groups or add new ones, login and go to ADMIN.
Click on MANAGE ADD-ONS, then DLI JSA REPORTING, then JSAs.
Here you will enter the name of the JSA, and choose the group to associate to it.

To add an account to a JSA:

For a state to be included in a JSA, edit the state and select the JSA from the selector. This state's abbreviation must be set correctly.

A membership account is included in a JSA if any of its organizations have a state set to the state abbreviation noted above.

For a Membership Type to be included, it must have the checkbox "Include in JSA" checked. To get to the Membership Types, login and click on ADMIN. Click on MANAGE ADD-ONS, MEMBERSHIP MANAGER, and then MEMBERSHIP TYPES. Open the record and click on the checkbox in USE IN JSA REPORTS. Click OK to save changes.

Membership Manager Application Notes for DLI

Accounts

The accounts table holds a list of accounts that have an ecommerce relationship to DLI. All transactions occur through these accounts.

When an individual makes a purchase online, through the ecommerce cart, join form, meeting manager, etc. the purchase uses their account and is recorded in the account. A user’s account is set in their people record in the billing tab. (Login and go to ADMIN, MANAGE USERS, PEOPLE. Find the record you want and click on the paper/pencil icon next to it. Click on the BILLING tab and you will see a drop down list of all ACCOUNTS. Select the appropriate account and click OK to save changes.)

Account Charge Methods

When an order is charged to an account, it is charged using the Charge method selected for the account. (To change the ACCOUNT CHARGE METHOD, Login and go to ADMIN, MANAGE ADD-ONS, INVOICE MANAGER. Find the account you want and click on the name. In the CHARGE METHOD field you will see a drop down list of all charge methods. Select the appropriate method and click OK to save changes.)

• No Payment Necessary-All invoices charged to this account are given a $0 amount.
• On-Demand-The account has no billing terms. All orders must be paid immediately.
• Bill and Fulfill on Payment-The account can be billed, but fulfillment does not occur until payment.
• Bill and Fulfill Now-The account can be billed, and is fulfilled on billing regardless of payment.

Orders

Any purchase through the ecommerce system creates an order. When an order is Complete, it is ready to be paid and/or fulfilled.

Recurring Purchases

There are records that create periodic invoices and charge them to an account. (To add or modify a RECURRING PURCHASE, Login and go to ADMIN, MANAGE ADD-ONS, INVOICE MANAGER. Find the account you want and click on the name. Next, click on the RECURRING PURCHASES tab. Click ADD or DELETE to make the necessary change and click OK to save the modification.)

Membership Accounts

With the Membership Manager installed, an account becomes a membership account if it has a valid Membership Type selected. An active membership account grants website membership privileges to users by adding and removing them from a membership group. The membership group is set in the membership type record. (To add or modify a MEMBERSHIP TYPE, Login and go to ADMIN, MANAGE ADD-ONS, MEMBERSHIP MANAGER and then MEMBERSHIP TYPES. Find the type you want and click on the name. Next, click on the MEMBERSHIP tab. Here you can select the group to add this membership type to, the duration, the expiration period and the renewal price. Click OK to save the changes.)

Individuals and/or organizations can be added to a membership account. When an organization is added to a membership account, any user set to the organization is eligible for membership. (To add an organization, Login and go to ADMIN, MANAGE ADD-ONS, MEMBERSHIP MANAGER. Find the account you want and click on the name. Next, click on the ORGANIZATIONS tab. Click ADD to add a new organization and check the box next to the organization and then click REMOVE FROM ACCOUNT to delete the person or organization. Click OK to save the modification. To add people to a specific account, Login and go to ADMIN, MANAGE USERS, PEOPLE. Click the paper/pencil icon next to the person you want to add. Select the ORGANIZATION for the account you want the person added to. Click OK to save changes. Now the person should appear in the PEOPLE tab when you click on ADMIN, MANAGE ADD-ONS, MEMBERSHIP MANAGER.)

Resetting Anniversary Dates and Fulfilling Membership Kits

When a user has an anniversary date on or before the first date of the billing period of a paid bill, then it triggers the anniversary event process to add the account to the fulfillment kit report and the addition of free items based on membership type. If the anniversary date for the user is after the first date of the current billing period, then the anniversary date does not change and the account is not added to the fulfillment kit report.

Adding Free Services By Membership Type When Joining DLI

In order to add FREE services based on DLI membership type, follow the steps below:

1. Login and click on ADMIN.
2. Click on MANAGE ADD-ONS, ECOMMERCE and then ITEM CATEGORIES.
3. Click ADD to add a new item category and enter the category name, such as Technical Advice & Analysis, Profit Programs, Marketing & Outreach or Education & Certification. Click OK to save.
4. Click on ITEMS (under ECOMMERCE) and then ADD, or click on the paper/pencil icon next to an item to edit it. Next add the NAME of the item. Then click the CATALOG tab to select the correct ITEM CATEGORY. Finally, click the PRICING tab to enter the regular price when the item is not offered for free.
5. To set up the item as FREE for a certain membership type, click on MANAGE ADD-ONS, DLI MEMBERSHIP APPLICATION and then FREE SERVICE RULES. Click ADD.
6. When the record opens, enter a name for the rule such as SILVER ANNUAL-GARMENT ANALYSIS. Next select the MEMBERSHIP TYPE and ITEM from the drop down. Then you will either click the box next to INCLUDED if it is always free for the membership type, or you will enter a number in the QUANTITY field if the member only gets a limited number of this item type. If the MEMBERSHIP TYPE gets a certain number of items from a CATEGORY, rather than just a certain number of one specific item, you will select the category from the CATEGORY drop down instead of selecting something from the ITEM drop down. NOTE: If INCLUDED is checked, the quantity field will be ignored and the item will ALWAYS be free for this membership type.
7. Click OK to save changes.

NOTE: The chart of free services on the /membership-information page under US Drycleaners is set in the layout record DLI MEMBERSHIP APPLICATION - MEMBERSHIP SUB TYPES FORM.
To get to this record, login and click ADMIN, MANAGE DESIGN, LAYOUTS. Find the layout titled MEMBERSHIP SUB TYPES FORM. Click on the paper pencil icon to open it, make changes and click SAVE.

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