USER GUIDE. BMc azurri Gift Aid Portal. Version 2.1 1

Transcription

1 USER GUIDE BMc azurri Gift Aid Portal Version 2.1 1

2 Version Control Date Version Author Update 08/07/ Iain Maltby Initial Draft 13/07/ Iain Maltby Updated Draft 22/07/ Iain Maltby Updated Draft 12/12/ Iain Maltby Updated sections 1 and 2 09/01/ Iain Maltby Logging on with Google Chrome 27/02/ Iain Maltby Update of Gift Aid Performance Report 30/07/ Iain Maltby Update to GA Procedures 23/10/ Iain Maltby Update to Web based Application 27/01/ Iain Maltby Shop/area/region selection Help Desk Support Details BMc azurri Help Desk When logging calls please give your Charity name, shop location, name and a brief outline of the problem you have. Please ask the Help Desk for a Call Reference Number this reference can be used when querying call progress. Days: Hours: Monday to Saturday 9am to 5.30pm Telephone: charity@bmcazurri.com Stationery Orders Orders for Gift Aid Barcode Labels, Supporter Cards and Till Rolls Days: Hours: Monday to Friday 9am to 4.00pm Telephone: pauline.england@bmcazurri.com Version 2.1 2

3 Index Help Desk Support Details... 2 Stationery Orders Connecting to the Azurri Gift Aid Portal Main Menu Financial Financial, Gift Aid and Vat Report Financial - Cashier Sales Report Financial Banking Declarations Financial - Department Sales Report Financial - Product Sales Report Financial Timed Sales Report Gift Aid Gift Aid Analysis (Last 12 months) Gift Aid - Unassigned Gift Aid Sales History Gift Aid - Gift Aid Performance by Shop Report Gift Aid - Gift Aid Quarterly Conversion % Report Gift Aid - Gift Aid Quarterly Donor Sign Up Report Gift Aid - Gift Aid Quarterly Bag Donations Report Utilities View Receipts MA1595 Tills Only Utilities View Audit Files Azpos (Touch Screen) Tills Only View Reports User Maintenance (currently a Help Desk function) Version 2.1 3

4 1. Connecting to the Azurri Gift Aid Portal Open your web browser. Enter the link and the following screen will be displayed: Note: For ease of future use save the link as a Favourite Select the option Log In and the following screen is displayed Enter your designated User Name and Password then select Log In Note: The User Name and Password are case sensitive. Version 2.1 4

5 Record your details here: User Name: Password: Note: The azurri Gift Aid Portal will not run using all Web Browsers. The system has been tested using the following Web Browsers: Google Chrome (This user guide was written using Google Chrome as the Web Browsers. If you use other browsers the options to print, save etc will be available but will appear different on screen) Internet Explorer Mozilla Firefox The azurri Gift Aid Portal is known not to function correctly using the following Web Browsers. If you currently use one of these browsers please change to one of the browsers listed above. Ice Weasel 2. Main Menu The Main Menu displays a number of drop down options available based on you Log On. Use your mouse to highlight the required option and left click to select the relevant report. Select Logout to exit the Azurri Gift Aid Portal 3. Financial Financial, Gift Aid and Vat Report The Financial, Gift Aid and Vat Report displays financial information such as Net Sales, Refunds & Discounts. The report will also detail the number and value of No Version 2.1 5

6 Sales, Transaction and Line Voids. Gift Aid information is displayed as a value and percentage of the Net Sales. Select Reports, Financial and right click on Financial, Gift Aid and Vat and the following screen will be displayed. Note: When making a selection using Options availability is defined by the Users access levels: Company allows the user to select using all options Region allows the user to select their defined Region and all associated Areas and Shops Area - allows the user to select their defined Area and all associated Shops Shop allows the user to select their defined Shop Select the branches/area/region level to report upon from the drop down menu. All available branches to the user are selected by default Individual, or a range of, branches/regions/areas can be selected by ticking the relevant box All selects all available branches/areas/regions None deselects all branches/areas/regions Invert inverts the selected branches/areas/regions Select returns to the report options saving the current selection Version 2.1 6

7 Note: Not all clients use areas/regions. Charities which do not have Areas and Regions will have selection options at Company (all shops) and Shop (individual shop)level. Select the Date Range to report upon Flexible allows any date range to be entered using the From and To input boxes Alternatively select the required set period from the drop down Date Range options Select how you require the report to be delivered and saved Visibility whether the report can be view by all (Public) or only the person generating it (Private) Retain how long, when run, is the report to be saved for future review Delivery the report will be either generated on screen (Wait) or can be automatically ed in pdf and csv format to the address associated with the computer being used ( ) Select Go to generate the report based on the selected criteria. The following screen will then be displayed. Select View to display the report on screen or Export to create a csv format file. Version 2.1 7

8 The following Details are shown on the report: Report Detail Sales Item Returns Discounts Gift Aid Total/% Paid Out Voids Item Cust / NS Basket Avg Cash (Payments) Cheque (Payments) Card (Payments) Standard (Vat Analysis) Zero (Vat Analysis) Description The sales value/quantity of items sold (excluding Refunds/discounts) The value/quantity of items refunded. The value/quantity of transactions where discounts were applied. The sales value/percentage of items sold with a GA barcode linked to them The value/quantity of Paid Outs The quantity of Voided Items The Customer Count and the quantity of No Sales The Average Sales Value per Customer and the Average Sales Quantity (Items) per customer Cash Sales (Net) and the number of transactions Cheque Sales (Net) and the number of transactions Card Sales (Net) and the number of transactions Sales value (ex vat) and Vat element Sales value non vatable products By hovering with your mouse towards the bottom right corner of the screen the following options will be displayed on screen: Version 2.1 8

9 Available options from left to right Centre report on screen Use the full width of the screen Zoom out Zoom in Save document in pdf format Print document To close the report and return to the Main Menu click on the X on the tab at the top of the screen. 4. Financial - Cashier Sales Report The Cashier Sales Report displays information about cashier sales at selected branches within a period. The report will detail figures for cashiers at each branch, including the values of sales/refund/voids etc. Note: See Section 3 Financial Financial, Gift Aid and Vat Report for an explanation of the selection criteria and viewing/printing/saving the report. One additional selection criteria is available for this report. The default is for a detailed report. Click on the Summary tick box for a summary version of the report Click on the Cashier Sales Report icon to access the option. Select the required criteria and choose Go to generate the report. Version 2.1 9

10 The details displayed are as follows: Report Detail Sales Sales Count Refund Total Refund Count Paid Total Paid Count Voids Line Voids No Sale Description The sales value of items sold (excluding Refunds/discounts) The quantity of items sold The value of refunds The quantity of items refunded The value of Paid Outs The quantity of Paid Outs The quantity of Total Voids The quantity of Line Voids The quantity of No Sales The report can also be run as a summary report. Version

11 5. Financial Banking Declarations The Bankings Declaration options displays information regarding sales, bankings and discrepancies at selected branches within a period.. Note: See Section 3 Financial Financial, Gift Aid and Vat Report for an explanation of the selection criteria and viewing/printing/saving the report. Click on the Cashier Sales Report icon to access the option. Select the required criteria and choose Go to generate the report. The following Details are shown on the report: Report Breakdown Net Sales Paid Out Bankable Non Bankables Banked Daily Discrepancies Description The ZRead value automatically calculated from the transactions entered into the till by the operator The value of monies withdrawn using the Paid Outs facility of the till The sum total for Cash and Cheques tenders entered into the till by the operator The sum total for Card and Voucher tenders entered into the till by the operator The sum total for Cash and Cheques entered during the Bankings process The difference between Bankable and Banked i.e. the till overage or shortage (shortages are Version

12 highlighted in red) Click on Cancel then Exit to return to the Main Menu 6. Financial - Department Sales Report The Department Sales Report displays information about department sales at selected branches within a period. The report will detail figures for department sales at each branch, including the values of sales/refund/discounts etc. Note: See Section 3 Financial Financial, Gift Aid and Vat Report for an explanation of the selection criteria and viewing/printing/saving the report. Additional selection criteria are available for this report. The default is for a summary report at department and branch level. Click on the Summary tick boxes, removing the displayed ticks for a detailed version of the report at product/sub department level Click on the Show Products tick box to show detailed product information. (Note: not all clients use products/sub departments) Click on the Cashier Sales Report icon to access the option. Select the required criteria and choose Go to generate the report Version

13 Report Detail Description Net Sales The sales value/quantity of items sold (including Refunds/discounts) Refunds The value/quantity of items refunded. Disc The value of discounts applied. Avg The average price of each item sold % of The percentage department sales are of total sales % of Qty The percentage item sales are of total item sales The report can also be run to display Product sales. Version

14 7. Financial - Product Sales Report The Product Sales Report displays information about product sales at selected branches within a period. The report will detail figures for product sales at each branch. Note: See Section 3 Financial Financial, Gift Aid and Vat Report for an explanation of the selection criteria and viewing/printing/saving the report. Click on the Cashier Sales Report icon to access the option. Select the required criteria and choose Go to generate the report Version

15 For each shop the following details are reported: Report Detail Description Quantity The quantity of items sold Gross The value of sales Discount The value of discounts applied. % of Value The percentage department sales are of total sales % of Qty The percentage item sales are of total item sales 8. Financial Timed Sales Report The Timed Sales Report displays information for selected branches within either hour or half hour periods. Click on the Timed Sales Report icon to access the option. Note: See Section 3 Financial Financial, Gift Aid and Vat Report for an explanation of the selection criteria and viewing/printing/saving the report. Two additional selection criteria are available for this report. The default is for an Hourly report. Click on the Breakdown by drop down for a half hourly version of the report. Tick the Time Periods required. The default is for a Detailed (i.e. Daily) report. Click on the Summary or Detailed drop down for a summary version of the report Select the required criteria and choose Go to generate the report. Version

16 Report Breakdown Net Sales For Each Time Period Other Description The ZRead value automatically calculated from the transactions entered into the till by the operator The value and percentage of net sales take in the particular time period The value and percentage of net sales taken outside of the hours shown on the report. 9. Gift Aid Gift Aid Analysis (Last 12 months) This option allows the users to monitor Gift Aid performance in the shops over the previous 12 month period. This is a key management report for Gift Aid and should be used in conjunction with the Unassigned Gift Aid report. Note: See Section 3 Financial Financial, Gift Aid and Vat Report for an explanation of the selection criteria and viewing/printing/saving the report.. Click on the Gift Aid Analysis (Last 12 Months) icon to access the option. Select the required criteria and choose Go to generate the report. The time period for this report is preset and cannot be changed. Version

17 For each shop the following details reported: Report Breakdown Sales Item Count Description The value of sales associated to a Gift Aid barcode. The quantity of sales associated to a Gift Aid barcode. 10. Gift Aid - Unassigned Gift Aid Sales History This option allows the users to monitor when sales, with associated gift aid barcodes, have been entered into the till but the associated Gift of Goods (GOG) form has not been processed by azurri on the central system. There could be a number of reasons for the Gift of Goods form not being processed: The GOG form is at the shop waiting to be returned to azurri The GOG form has been returned to azurri by the shop and is waiting to be processed. The GOG form has been mislaid. The GOG form has been lost. If GOG forms are not returned to azurri for processing the Gift Aid will not be recoverable from HMRC and therefore lost. However if mislaid GOG forms are found these can be returned at any point and the Gift Aid can then be claimed. Shop staff should be encouraged to view GOG forms as money. Unassigned forms should be investigated. This is a key management report for Gift Aid and should be used in conjunction with the Gift Aid Analysis (Last 12 Months) report. Note: Stamp addressed envelopes for returning GOG forms to azurri can be ordered, free of charge, from the azurri Help Desk - telephone: Version

18 Note: See Section 3 Financial Financial, Gift Aid and Vat Report for an explanation of the selection criteria and viewing/printing/saving the report.. Click on the Unassigned Gift Aid Sales Report icon to access the option. Select the required criteria and choose Go to generate the report. The time period for this report is preset and cannot be changed. For each shop the following details reported: Report Breakdown Sales Item Count Description The value of sales associated to a barcode which are not linked to a processed Gift of Goods form The quantity of sales associated to a barcode which are not linked to a processed Gift of Goods form 11. Gift Aid - Gift Aid Performance by Shop Report This option allows the users to monitor the performance, both current and historical, of Gift Aid within the shops. Note: See Section 3 Financial Financial, Gift Aid and Vat Report for an explanation of the selection criteria and viewing/printing/saving the report. Click on the Gift Aid Performance by Shop Report icon to access the option. Select the required criteria and choose Go to generate the report. Version

19 For each shop the following details are reported: Report Header Net Sales Gift Aid Sales Net of Commission Gift Aid % Potentially Claimable Missing Forms Already Claimed Letters Printed Letters Pending Could be Claimed Description Sales Value achieved excluding Refunds and Discounts The value of sales where a gift aid barcode has been entered into the till GA Sales net of commission and vat Gift Aid sales as a percentage of Gross Sales value of claimable monies from HMRC net of commission and vat assuming all GOG forms are processed Value of sales not currently claimable due to the forms not being returned for processing, illegible, incomplete or waiting to be processed value of claims already processed & submitted to HMRC (inclusive of Commission and Vat) value of claims where a Donor Letter has already been created but a claim has not yet been made (inclusive of Commission and Vat) value of letters awaiting printing if you do a print run of everything outstanding at the point that the report is run (inclusive of Commission and Vat) value of any claim if a letter print run is submitted today (net of Commission and Vat) 12. Gift Aid - Gift Aid Quarterly Conversion % Report This option allows the users to monitor the performance, both current and historical, of Gift Aid within the shops. Version

20 Note: See Section 3 Financial Financial, Gift Aid and Vat Report for an explanation of the selection criteria and viewing/printing/saving the report. Click on the Gift Aid Quarterly Conversion % Report icon to access the option. Select the Quarter required (Note: the date indicates the start of the quarter) and the Thresholds required (Note: the thresholds highlight figures below threshold in pink and above threshold in green) and choose Go to generate the report. For each shop the following details reported: Report Header Week No Percentage Description Week 1 is the week including the 1 st April each year Gift Aid sales as a percentage of Net Sales by week 13. Gift Aid - Gift Aid Quarterly Donor Sign Up Report This option allows the users to monitor the quantity of new donors signed up to Gift Aid within the shops. Note: See Section 3 Financial Financial, Gift Aid and Vat Report for an explanation of the selection criteria and viewing/printing/saving the report. Click on the Gift Aid Quarterly Donor Sign Up icon to access the option. Select the Quarter required (Note: the date indicates the start of the quarter) and the Thresholds required (Note: the thresholds highlight figures below threshold in pink and above threshold in green) and choose Go to generate the report. For each shop the following details reported: Report Header Week No Quantities against shops Description Week 1 is the week including the 1 st April each year The quantity of new gift aid donors processed during Version

21 the week number 14. Gift Aid - Gift Aid Quarterly Bag Donations Report This option allows the users to monitor the quantity of repeat bag donations made within the shops. This option applies only to shops using the Accept Bags function when receiving repeat donations. Note: See Section 3 Financial Financial, Gift Aid and Vat Report for an explanation of the selection criteria and viewing/printing/saving the report. Click on the Gift Aid Quarterly Bag Donations icon to access the option. Select the Quarter required (Note: the date indicates the start of the quarter) and the Thresholds required (Note: the thresholds highlight figures below threshold in pink and above threshold in green) and choose Go to generate the report. Report Header Week No Quantities against shops Description Week 1 is the week including the 1 st April each year The quantity of Accept Bag receipts/labels printed when accepting repeat donations during the week number 15. Utilities View Receipts MA1595 Tills Only This option allows the users to review receipts recorded by the tills within the shops. Click on the View Receipts icon to access the option. Version

22 The selection criteria are as follows: Select the appropriate branch from the drop down list Select the date, or date range, you wish to review or a predefined option from the drop down list. The system will automatically display the data for the selected dates which can be scrolled through or can be searched using either free text entry or by the predefined options on the drop down list. 16. Utilities View Audit Files Azpos (Touch Screen) Tills Only This option allows the users to review transactions made on the tills within the shops. Click on the View Audit Files icon to access the option. Version

23 The selection criteria are as follows: Select the appropriate branch from the drop down list Select the appropriate till number from the drop down list Select the date you wish to review from the drop down list If a range of dates are required tick the Use Range box and select the to date The system will automatically display the data for the selected dates which can be scrolled through or can be searched using either free text entry or by the predefined options on the drop down list. After entering/selecting the search criteria select Find to initiate the search. Select Next to search for repeat entries in the selected data. Version

24 17. View Reports This option allows the users to review reports previously generated using the Charity Menu. Click on the View Reports icon to access the option. The system will automatically display the available reports which can be scrolled through or filtered by the predefined options on the drop down lists. The selection criteria are as follows: By Report Title By report Status By Author Version

25 The report can be either viewed as a pdf document or downloaded as a csv file by selecting the appropriate icon. 18. User Maintenance (currently a Help Desk function) This option allows the user logged onto the reports menu to review and update their logon details including password and preferred address. Click on the Maintenance icon and select the User option. A list of current users will be displayed. To update a current user double click on the relevant User ID To create a new user select the Add User function. Update/complete the fields as required. Tick the Reports and Utilities required by the User. Select Save to retain and apply the changes.. Version