The whole team at Great Lakes Scrip Center is excited to have you on board as coordinator for your non-profit organization! This guide will help you

Transcription

1 The whole team at Great Lakes Scrip Center is excited to have you on board as coordinator for your non-profit organization! This guide will help you through the steps of getting your scrip program up and running, and walk you through our ordering process. Using our two websites: GLScrip.com and ShopWithScrip.com, you ll be able to manage your organization s scrip program easily and conveniently from any internet-connected computer or device. Inside you ll find a step-by-step guide to all of our online management tools. So, let s start at square one.

2 Table of Contents Getting Started Setting Up Your Program... First Steps... Coordinator Accounts & Logins... 4 Enrollment Code... 4 Coordinators Home... 5 Changing Coordinators... 6 Managing Families Family Accounts... 7 Adding New Family Accounts... 7 View/Edit Family Accounts Details... 8 Announcements PrestoPay PrestoPay (Online Payment System)... Managing Families PrestoPay Reports Generating a Report Resources Promoting Your Program... Promotional Tools Coordinators Corner Scrip Idea Exchange User Guides Managing Family Orders Family Order Notifications Proxy Orders Editing/Deleting Family Orders Processing Orders View Family Orders & Create Purchase Orders... Import Purchase Order Finalizing an Order on GLScrip.com Packing Slips Purchase Order History Managing Products Local Suppliers & Products Virtual Scrip Products: Reload & ScripNow! Automatic Orders Other Ordering Options Using Paper Order Forms... Ordering on GLScrip.com... Customer Service Policies Ordering Scrip... Order Turnaround Schedule Placing Phone Orders Running an Inventory with SCRIPWARE Shipping Returning Scrip Service Hours Contact. Us GLScrip.com ShopWithScrip.com Table of Contents *These two images will be used to distinguish between our two websites

3 Getting Started Setting up Your Program We know you re excited to get started raising money for your organization, but there are a few decisions you ll want to make first so your program is easy to manage, and meets your members needs. Take some time to make a plan and come up with a scrip strategy that fits your organization. How are members going to order their scrip? Offering your families the option to order online makes it simple for them to participate. You can use ShopWithScrip in conjunction with paper order forms if not all families will be able to order online. The most successful scrip programs start out with ShopWithScrip from the beginning. In fact, programs that do are three times bigger after the first year! How are you going to manage your program and track earnings? Using ShopWithScrip means you ll be able to roll up the family orders and place your organization s order easily and quickly. You can track family order and rebate history, and run all of the reports you need to manage your program. First Steps 3 There are a few steps you should take before you direct families to sign up on ShopWithScrip.com. Making these decisions early on will make it easier for your families, because you can give them all the information they need to get started all at once. Establish an Ordering Schedule Will you order once a week? Once every other week? Once a month? This is important for your families to know so they can plan their budget. Note: Our most successful organizations order on a weekly basis. Getting Started Set Your Deadlines When will you need to collect orders and payments? Let your families know so they can mark their calendars. Determine Your Payment Guidelines How do you want your families to pay? If you ll be taking cash or checks, make sure your families know when to get their payments to you. If you want your families to have the option to use PrestoPay for easy and secure online payment, be sure to enable PrestoPay for your organization before your members begin enrolling. (For more information about how to enable PrestoPay, see page 21). Make a Plan to Distribute Scrip Orders Plastic cards and paper certificates are shipped in bulk to the address you choose. Think about the easiest way to get cards to your members. If your program is a school, consider having parents sign waivers to have orders sent home with students. If members gather at your organization regularly, use the opportunity to distribute orders during that time.

4 Coordinator Accounts and Logins Great Lakes Scrip Center provides accounts on both of our websites to organizations when they register. As coordinator, you can use ShopWithScrip.com to manage online scrip orders placed by your members. You ll also use GLScrip.com to place your organization s bulk order, and for assets to help you run your program including promotional materials and paper order forms. If your organization just enrolled with Great Lakes Scrip Center, you should have received Welcome to ShopWithScrip and Welcome to GLScrip s containing the logins and other information to help you get started. Passwords can be reset for both sites using the Forgot Password link in the login area. If you re having trouble accessing your accounts, give our helpful Customer Service team a call at option 3. GLScrip.com Login Account ID - The ten digit number assigned when your organization enrolled with Great Lakes Scrip Center. ShopWithScrip.com Login Username - Typically an address. *These two images will be used to distinguish between our two websites Enrollment Code 4 Getting Started In order for your families to create their personal accounts on ShopWithScrip.com, they will need the enrollment code for your organization. Make sure your families have this code before they begin their ShopWithScrip registration. You can find your enrollment code on the right side of your Coordinator Dashboard when you are logged in on GLSCrip.com (see page 7). Directly below, there is a link to print off a sheet of business cards displaying your organization name and enrollment code. Just click, print, and distribute these cards to your families!

5 Coordinators Home Get started by logging in to your ShopWithScrip coordinator account. In the top right of your Coordinators Home page, you will see a Coordinator View tab and a Family View tab. The Coordinator View is used for the scrip management functions outlined in this guide. Use the tabs on the left side of the page to navigate to the various sections of the site. Switch to the Family View to place your personal scrip orders and make changes to the account profile. 5 Getting Started

6 Changing Coordinators If you are assigning the role of coordinator to someone else, you will need to change the settings in your account to give the new coordinator access to program management functions. The new coordinator must have a ShopWithScrip account linked to your organization. If they don t have one, they will need to first set up a ShopWithScrip family account. Then you can follow these steps: 1. Log in to the Coordinator Dashboard at GLScrip.com. Click on Change SWS Coordinator in the bottom of the ShopWithScrip.com box on the right. 2. Enter the ShopWithScrip Username associated with the new coordinator s account and click Assign Coordinator. 3. The previous coordinator s account will become just a family account for their personal scrip orders. 4. The new coordinator s account will now show the Coordinator View tab with all of the program management functions available. 6 Getting Started

7 Managing Families Family Accounts Families who want to place their orders online can set up their own ShopWithScrip account and link it to your organization using your enrollment code. The enrollment code can be found on the right side of your Coordinator Dashboard when you are logged in at GLScrip.com. Note: All family orders placed online are submitted to the coordinator, who will approve and release family orders, and also receive one shipment of gift cards for the whole organization. GLSC does not process and ship family orders for plastic gift cards individually. 7 Adding New Family Accounts If you have members who cannot order online and will be using paper order forms to purchase scrip, you must set up an account for that family through your Coordinator Account on ShopWithScrip.com. This way, you can track rebates and orders for all of your participating families. Managing Families 1. First, select Family Accounts 2. Click on Create New Family Account Fill in all the required information on the form Note: an address is not required when the coordinator sets up the family account. Click I accept at the bottom of the form to complete the account set-up.

8 View/Edit Family Accounts Details In the Family Accounts section, you can see account details for all families registered in your organization, and manage families PrestoPay accounts. 1. Select Family Accounts from the left side of the page. 2. Choose Edit/View Detail on the right side of the Family Accounts screen to view and make changes. You can perform several functions in the Edit/View Detail window. 3. Access a ShopWithScrip Username and Address if a family needs assistance logging into their account. 4. Deactivate an account if a family is no longer participating in your program. 5. Add or change details like student name and classroom/group information. 8 Managing Families

9 Announcements Keep your families updated on the latest information about your scrip program. Advise families of a change in your ordering schedule, emphasize an upcoming event, and more by posting announcements that will appear on every member s Family Home Page when they log on to ShopWithScrip.com. 1. Choose Create Announcements 2. Select New Announcement 3. Fill in the Title and Message Detail 4. Click Add to finalize and send the message 9 Managing Families

10 Managing Family Orders Family Order Notifications As a coordinator, you can elect to receive notifications whenever there are outstanding family orders to be processed. You can also choose to be notified when automatic orders ScripNow! and card Reload orders that have been paid for online with PrestoPay have been processed for families in your organization (see the Virtual Products section on page 20 for more information). 1. Select Notifications from the left side of your Coordinators Home page. 2. Select the day(s) you would like to be notified about Pending Orders. 3. Check the Automatic Orders box to be notified when automatic orders have been processed for your families. 4. Click Save to keep your preferences. 10 Managing Family Orders

11 Proxy Orders ShopWithScrip gives coordinators the ability to submit proxy orders on a family s behalf so that the rebate and order history can be kept for all family orders. To place proxy orders, you will need to first set up a ShopWithScrip account for the family if they don t already have one (see page 7 on Adding New Family Accounts). 1. Select Submit Proxy Order 2. Click the Enable button 3. Select the family name from the drop-down list, or search by last name. 4. Choose New Order. Enter and confirm the family order just as you would when placing your own order. 5. When finished, click on Coordinator View to return to the Coordinators Home page. 11 Managing Family Orders

12 Editing/Deleting Family Orders Families do not have the ability to make changes to their own orders, but a coordinator can edit or delete family orders before they are submitted or before payment has been made. Any changes must be made before the family order is submitted to GLSC and cannot be edited once a purchase order is submitted. Changes to family orders paid for with PrestoPay can only be made before the family s account has been debited for the order. Remember: their account will be debited either the same day the order is placed or the next business day. 1. Select Edit Family Orders from the left side of the page. 2. Input the family order number and click Go If you need to completely remove the family order, select Delete Order 4. If you unintentionally included a family order in a purchase order that has not yet been submitted, click Remove Order from PO This action will move the order from the current PO back to the Create PO step. Managing Family Orders 5. Click Edit or Delete to change the quantity of an item ordered or to delete a line item.

13 Processing Orders View Family Orders and Create Purchase Orders Before converting family orders into a Great Lakes Scrip Center purchase order, make sure you have entered all proxy orders for families who did not order online. The next step is to review all family orders, both proxy and those submitted by families, and release them to a purchase order. 1. Select Create POs from your Coordinators Home page. 2. Orders for which payment must be collected are listed under Unpaid Orders; click the box to the left of the family name for any orders you want to release, or click on the top box to select all Family orders that have been paid for online with PrestoPay will be listed under Paid Orders and will be selected by default for inclusion in the purchase order. 4. Select Next-Review PO to view and verify all the family orders included in your purchase order. Processing Orders Continued on page 14

14 View Family Orders and Create Purchase Orders (Continued) 5. Select Create Pos to generate purchase orders for Great Lakes Scrip Center and for any local retailers (see the section on Local Suppliers and Products on page 19 for more information). 6. Click on the blue arrow under Place Order. This will open a window and bring you to GLScrip.com to complete the order submission to Great Lakes Scrip Center. 14 Processing Orders

15 Import Purchase Order To submit the purchase order to GLSC for fulfillment, you must now import the ShopWithScrip purchase order at GLScrip.com. Start by logging in to your organization s GLSC account. Any open purchase orders that have not been submitted will appear in the drop-down menu next to Select Purchase Order# the most recent will be at the top of the list. 1. Select the purchase order you created. 2. Click Import PO If you created more than one purchase order, you can select the next one from the list and continue importing until you have included all the purchase orders you need. All items from the purchase order(s) will then be in your shopping cart. 3. When you have finished importing POs, select Proceed to Shopping Cart to submit your organization s order. 15 Processing Orders

16 Finalizing an Order on GLScrip.com As you review your order on GLScrip.com, you may need to change quantities of the products in your shopping cart. 1. Click Edit for any item to change quantities. 2. Select Express Add or use the Search Brands function to add items that did not come from a family order. Remember: any items you add or change in the shopping cart on GLScrip.com will not affect the order and rebate records for families on ShopWithScrip.com. 3. Click on one of the Checkout buttons when you have completed your order and follow these steps: Check the box indicating that you acknowledge and accept the return policy, and choose Next. Verify your shipping address, or make a one-time change in the address where you would like your order sent, and choose Next. 16 Processing Orders Select the desired shipping method, and choose Next. Continued on page 17

17 Finalizing an Order on GLScrip.com (Continued) Now you can submit the order online to Great Lakes Scrip Center. Review your order for accuracy one last time, then choose one of the following options: 1. If your order is complete and correct, choose Submit Order to place your order with Great Lakes Scrip Center. You will receive an order confirmation number, indicating that the products are on order, and you will have the option to view and print a receipt. 2. Select Change Order to go back to the shopping cart and edit your order. 3. Select Change Address to modify the shipping address for this order. 4. Select Cancel Order to empty your shopping cart and start over. 17 Processing Orders Packing Slips By clicking this option on your Coordinators Home page, at ShopWithScrip.com, you will be able to run a packing slip report for individual family orders. Simply select the purchase order, and the packing slip will show each family s order along with the rebate generated. Print packing slips to include with your family orders to aid in packing and distribution.

18 Purchase Order History Choose PO History on the left side of the Coordinators Home page to view and print purchase orders you have generated in the past. These purchase orders will include orders placed by the coordinator for GLSC and local retailers, as well as automatic orders placed by families. (Automatic orders contain Reload and ScripNow! products and have been paid for online with PrestoPay - see pg. 20 for more details on automatic orders). Order numbers beginning with the letter L denote automatic orders. An entry in the GLSC Order # field indicates the order has been submitted to GLSC. 18 Processing Orders

19 Managing Products Local Suppliers & Products ShopWithScrip provides the ability to manage products that you purchase directly from retailers in your area. First, add any local suppliers you want to make available to your families for online ordering. 1. Select My Suppliers and Products 2. Select New Supplier to add information about the local retailer. 3. Include the Supplier Name 4. Add any other details you want for your records. 5. Click Save 6. Select View Products to add the retailer s gift cards or certificates Choose New Product 8. Fill in the Product Name, Face Value and Discount Make it easy for families to find the correct product when they search for it on the site by making the product name easy to identify and include the denomination in the name. 9. Select the Product Category 10. Click Save at the bottom of the page to make the product available for order If the same retailer offers other products, repeat steps 1 through 4 until all products have been added. 11. Return to My Suppliers and Products to add additional suppliers Managing Products

20 Virtual Scrip Products Card Reloads and ScripNow! Physical gift cards from participating brands that were purchased from Great Lakes Scrip Center can be reloaded by families online. When they register the card number on their ShopWithScrip account, they can add funds directly to the card. Refer to the Reload page in the Family View on ShopWithScrip.com to see FAQs and a list of retailers available for reload. When a family places a card reload order and pays online with PrestoPay, their virtual order will be processed automatically with no action required by the coordinator. When a family pays with cash or check, the coordinator will need to release the order before those items can be processed. Once the coordinator submits the order, reloaded funds will be available on the family s gift card the next morning (for orders placed by 3:30 p.m. Eastern time, on normal business days). Families who pay by cash or check will receive an notification when the reloaded funds are available on their card. ScripNow! is ShopWithScrip s newest and quickest way to purchase and use scrip. Families can order and print ecards for various retailers that can be redeemed in stores or used for online purchases. 20 When a family places a ScripNow order and pays online with PrestoPay, their virtual order will be processed automatically and their ecard will be available in minutes. When a family orders ScripNow and pays by cash or check, the coordinator will need to release the order. Once the coordinator submits the order, it will only take minutes for the ScripNow ecards to appear on the family s ShopWithScrip account. Managing Products Automatic Orders If a family places an order that includes both virtual products and physical gift cards and pays with PrestoPay, the order will be split. The Reload and ScripNow items will be processed automatically, and the physical card items will go to the coordinator for processing. Details of family automatic orders are included in the order and rebate history reports (see page 23). Receipts for automatic orders can also be viewed at GLScrip.com. Log on to your Coordinator Dashboard and select any past automatic order to view and print a receipt.

21 PrestoPay PrestoPay PrestoPay is Great Lakes Scrip Center s convenient electronic payment method that allows your families to pay for their orders online, and it is available to any organization that pays for its GLSC orders through electronic debit, or ACH. With PrestoPay, GLSC accepts the family s payment on behalf of the organization and debits the family s checking account at the time they place their order. The family will be charged a small convenience fee of $0.15 per order. If your organization is not enabled for PrestoPay, you will notice a message at the top of your Coordinators Home page like the one to the right, at the top of this page. Simply click on the link to begin the enrollment process. 21 Read the rules carefully. Watch the videos provided for more information on how families will register for PrestoPay and how to manage your scrip program using PrestoPay. Click I agree and want to enroll to enable PrestoPay for your families. Your organization s participants will then be able to register for PrestoPay and have the option to pay for their orders online. PrestoPay

22 Managing Families PrestoPay Once your organization is enabled for PrestoPay, each of your families will have the option to enroll. As coordinator, you will need to approve the family before they can use their PrestoPay account to pay for orders. First, confirm that the family is affiliated with your organization and eligible to pay for online orders. Next, you can follow the steps to complete their PrestoPay registration. 1. Select Family Accounts 2. Choose Edit/View Detail to manage the family s PrestoPay account When families set up their PrestoPay account, two small deposits will be placed into their account by Great Lakes Scrip Center. They will be prompted to enter these amounts in order to verify their account. Once this is complete, they will have a PrestoPay status of Verified. Families will then receive a four-digit approval code by , and they will be instructed to provide this code to their coordinator. 22 PrestoPay 3. Enter their four-digit approval code and click Approve If a family misplaces their orginal approval code, select Resend to send an with the approval code. To prevent a family from using PrestoPay, select Lock PrestoPay Account.

23 Reports Generating a Report ShopWithScrip generates many reports to make managing your organization s fundraising efforts as easy as possible. All reports show online family orders, automatic orders and proxy orders you submit for families. Reports also include Great Lakes Scrip Center products, as well as any local scrip products you have added to the site. Data reports can be output as PDF, CSV file, or Excel spreadsheet. To view, print or export any of these reports, select Reports from the left side of the Coordinators Home page. You will see a description and purpose of each management report. You can run PO histories, order and rebate histories for families, packing slips for family orders, and more Select Reports 2. Select the desired report Reports 3. Fill in the required fields 4. Choose the output format (PDF, CSV file or Excel spreadsheet) 5. Click Run Report

24 Resources Promoting Your Program If you re looking for help promoting your program, you can find lots of ideas right on GLScrip.com. Log in to your coordinator account to find the following links on your Coordinator Dashboard: Promotional Tools For printable materials to promote your scrip program, take a look at the Promotional Tools section. You will find flyers, posters and inserts for all sorts of occasions. Most of them can even be customized to include your organization name, or any other information you want your families to have. There s no need to start from scratch and do it all yourself. Just download, customize, and promote! 24 Coordinators Corner Another location where you can find lots of themed promotional materials is the Coordinators Corner page. This section of the website has plenty of seasonal and customizable materials for you to download, as well as a variety of tips and ideas for boosting your sales. Resources Scrip Idea Exchange For many scrip questions you may have, your best resource is often your fellow coordinators. That s why we created a forum where you can connect with other coordinators online. The Scrip Idea Exchange is a great place to get insight from the people who have been through the same issues with their own programs. Browse through the topics, post questions, or even help other coordinators by responding with answers of your own.

25 User Guides Select the Resources tab to view and download Coordinator and Family User Guides for further assistance with ShopWithScrip.com. Your families can also find the Family User Guide by logging in to their ShopWithScrip account and clicking on the User Guide link in the left navigation menu. 25 Resources

26 Other Ordering Options Using Paper Order Forms If any of your families don t have Internet access or aren t able to place their orders online, you can easily create a custom paper order form to use. Log on to your GLScrip account and choose Family Order Form from the column on the left. Choose the Comprehensive Brand List to create an alphabetical listing of scrip gift cards separated by category. You can highlight the Available Brands that you want to appear on your order form, and add them to the Selected Brands list. Click on Save to keep those choices on your account. You can then open the form as a PDF or in Excel. As the coordinator, you will need to create ShopWithScrip accounts for all families that use paper order forms. You will be able to enter their orders as proxy orders on the site (see page 11), and this will ensure that their records are also tracked for your organization. This will keep your order and rebate histories accurate for all your reporting needs. Ordering on GLScrip.com If you decide not to use ShopWithScrip.com to manage your program and choose to use paper order forms, you can still place your scrip order online using your coordinator account at GLScrip.com. Placing Phone Orders If you prefer not to order online, or if you are ever having problems with your Internet connection, you can always place your order by phone. Our friendly phone operators will be glad to take your order during our normal business hours. Give them a call Monday through Thursday between 8 a.m. and 4:30 p.m., and Friday between 8 a.m. and 4 p.m. (Eastern time). These business hours may vary depending on the time of year, so be sure to check GLScrip.com for our updated calendar. 26 Other Ordering Options

27 Running an Inventory with SCRIPWARE Many scrip programs find that the method that works best for their families is an inventory or Scrip To Go program. This can be a very successful method for selling scrip because people can buy gift cards instantly from a scrip store rather than waiting for a shipment. The key to an inventory program is that your organization needs to have enough funds up front to purchase an initial stock of gift cards. For keeping track of a gift card inventory, we recommend that coordinators use SCRIPWARE, our advanced scrip management software. To view information and subscribe to this powerful enhancement to the ShopWithScrip website, click on the SCRIPWARE tab on the left side of the Coordinators Home page. 27 Other Ordering Options

28 Customer Service Policies Ordering Scrip Remember, you can place your order online 24-hours a day at ShopWithScrip.com, and you also have the option to order by phone during our normal business hours. To speed the delivery of your order and to reduce the possibility of error, please use the following tips: For the fastest service, place your order online. Have your organization s account ID number handy. Your non-profit organization s phone number is your unique account ID. It is printed on your packing slip for easy reference. You will need your account ID for both online ordering and phone orders. If you are ordering by phone, calculate your order total (gross and net) and have it available when you submit your order. Comparing our total with your total gives you an effective way to verify your order and ensure you receive exactly what you ordered. Place your order before 2:00pm (Eastern Time) for fastest service. Orders placed before 2:00 p.m. (Eastern Time) will leave our offices no later than the following business day. Orders placed after 2:00 p.m. (Eastern Time) will leave our offices no later than the second business day (see Turnaround Schedules below). Note: If your organization pays by check, your order will not be released for processing until your check is received. The turnaround schedule is based on the day the check is received by Great Lakes Scrip Center. Order Turnaround Schedule 28 Customer Service Policies

29 Shipping All orders are shipped to your organization s normal shipping address via FedEx. Your order is insured by Great Lakes Scrip Center while in transit, and a signature is required for all orders. Please remember that orders cannot be picked up at our office. FedEx delivery guarantees don t apply to FedEx shipments which are delayed due to causes beyond FedEx s control, including the unavailability or refusal of a person to accept delivery, acts of God, riots, strikes or labor disputes, or disruptions in air or ground transportation networks, such as those created by bad weather or natural disasters. FedEx does not deliver to post office boxes. Go to GLScrip.com and choose How Scrip Works from the top navigation bar, the Shipping Options from the menu on the left to see detailed information about delivery options and prices. 29 Customer Service Policies

30 Returning Scrip If you order scrip by mistake, it s best to try to find a buyer in your organization. Of course sometimes, it s necessary to return or exchange scrip. Before you request a return, please read over the terms of our limited return policy: Returned scrip must be in its original state and saleable. If it is written on, stapled, expired, or altered in any way, it will be rendered non-returnable. All scrip returned must receive prior approval from an authorized scrip associate. Note: Reloaded gift cards and ScripNow! products cannot be returned. All return requests must come from the organization s coordinator. Returned scrip must be accompanied by the Returned Product Request form. This form will be sent to you via after speaking with a customer service representative. All returned scrip must be sent at the returnee s expense. 30 We charge a restocking fee of 10% of the face value, with a minimum charge of $5.00, on all returns and exchanges. Returns must be requested within 30 days of the order date and accompanied by a copy of the original sales packing slip. In the event of a store closure, we will authorize the return of product within 45 days of the order date, subject to the instructions received by the retailer. Refunds will be credited to your account once the returned certificates are received at our offices. Customer Service Policies If you have any questions about this Return Policy, our Customer Support team will be happy to help. Give them a call at (800) , option 3. Service Hours Great Lakes Scrip Center is open Monday through Thursday from 8:00 a.m. to 4:30 p.m. (Eastern Time), and on Fridays from 8:00 a.m. to 4:00 p.m. Summer hours go into effect between Memorial Day and Labor Day, during which time we are open Monday through Thursday from 8:00 a.m. to 4:00 p.m. (Eastern Time), and on Fridays from 8:00 a.m. to 12:00 p.m.

31 31 Thank you for using ShopWithScrip.com! Need help? Call ShopWithScrip support at , option 3 or us at ShopWithScrip@glscrip.com Contact Us