Using Salesforce to Prepare F2F Fee Payment

Transcription

1 Purpose This document provides the detailed actions required to process the payments for the F2F trainers, often called Proctors, to assure they are paid efficiently and on time. Executive Summary Topic See Page Introduction 2 Preparing Salesforce 3 Exporting F2F Payment Summary 6 Verify the Mileage 7 Adjusting the Column Width 8 Adding Columns 9 Using the Fee Payment Formula 10 Total Fees for Trainers 12 Total Miles for Trainers 13 Preparing the Report for CCC 15 The PRNCCEPI File 19 CareCredit Central 20 Send Workflow to CC Finance 27 After Submission 30 Approval Process & Final Considerations 31 8/1/14 Using Sales Force Hybrid 1

2 Introduction This document instructs the user in the creation of reports, using Salesforce to pay the F2F (Face-to-Face) trainers. Requirements General knowledge of MS Excel as well as access to: Salesforce with Reports (see supervisor). The groupdata (\\MYUSSWCSMFP0010)(G:) drive. Support Central CareCredit Finance Community Workflow at Deena McCaig s PC (ID#MYUSDWCSM ) with the dedicated ADP modem. Responsibility Preparer is responsible for: Assuring the correct columns are represented in the report. Totaling up criteria for the F2F trainers. Submitting the report to Richard Enchavarri. Seeing the report is processed through all approvals. Assuring the paperwork and invoices are filed correctly. Submitting pay to ADP. Maintaining ADP Database with trainer information. 8/1/14 Using Sales Force Hybrid 2

3 Preparing Salesforce The following tables describe preparation steps for Salesforce. Step 1 Action Open Salesforce at Click Reports Select Training>F2F Payment Summary Enter the date range, bearing in mind: Start date is the Thursday after the last cutoff date. End date is the current Wednesday cutoff date. 8/1/14 Using Sales Force Hybrid 3

4 Preparing Salesforce (continued) The following tables describe preparation steps for Salesforce. Step Action Make sure the report columns headers read (from left to right): Training Assignment (TA) number. Assigned date. Training date/time. F2F (Face-To-Face) Trainer name. Account. ADP ID. Mileage. 8/1/14 Using Sales Force Hybrid 4

5 Preparing Salesforce (continued) The following tables describe preparation steps for Salesforce Step Action Click Run Report Click Export Details Click Export 8/1/14 Using Sales Force Hybrid 5

6 Exporting F2F Payment Summary Step Action 9 The program will ask for a destination file it will export to, so select: ->Export Details- >Export Save to: groupdata G Drive:\F2F\~~~Mon thly Performance Reporting\06_Fees Tracking\2014 PA Fees Tracking\(month of report) 10 Name the file Billing Report followed by the dates of the report (see page 3). 11 Open the Excel file you just created, it should look similar to the screenshot to the right: 8/1/14 Using Sales Force Hybrid 6

7 Verify the Mileage In the Excel file you just opened, make sure the mileage is checked. If The records list miles close to 51 and 101 miles A discrepancy is found in the miles listed There are two or more training sessions in the same day There are three sessions (the maximum allowed) in the same day Then Flag the entry for further investigation, as these are the cutoff points for mileage reimbursement on the fee compensation chart. Use Map Point or MapQuest to verify the distances involved, using the home address as a starting location. If the miles show to be off, contact the trainer. Verify the miles entered by calculating the miles from the first assignment to the second and back to the home, and add those together to get the miles for the second assignment. If there are three sessions in the same day: Add the miles from the second assignment to the third with the miles back home from the third assignment 8/1/14 Using Sales Force Hybrid 7

8 Adjusting the Column Width Now it is time to make changes so it will fit in the report. Step Action Shorten the Onboard/Refresh Training Assignment ID (column A) to TA# Change the date column formula from listing the full year (i.e. 6/26/ 2014 to simply 6/26/14) Delete the column D Training Status 8/1/14 Using Sales Force Hybrid 8

9 Adding Columns For processing, add the following columns to the right of Miles: Step Action Add the following columns: left to right: Fee Total Fee Total Miles Trainings 8/1/14 Using Sales Force Hybrid 9

10 Using the Fee Payment Formula Now it is time to open the Fee Payment Formula Excel Spreadsheet Step 1 Action Go to G:\F2F\~~~Monthly Performance Reporting\06_Fees Tracking\2014 PA Fees Tracking (Fee Payment Formula_New Payscale Click on cell B2 Return to the Billing Report and select cell H2 (The Fee Column) 4 Paste (control+v) and double-click on cell H2. 8/1/14 Using Sales Force Hybrid 10

11 Using the Fee Payment Formula (continued) Step Action 5 a) Position the cursor at the lower right corner of the cell b) Double-click on the bottom right-hand corner of the cell. c) Drag the cursor to the bottom of the column, which will copy the formula to the bottom of the column. Separate the data in the F2F column by using the Thick Bottom Border Button to separate the trainers by name. 8/1/14 Using Sales Force Hybrid 11

12 Total the Fees for Each Trainer Total up the fees for each trainer in the Total Column Step Action Click the Auto Sum Button on the last cell in the Total column of the Trainer s section. Highlight the Fee column for the trainer and press enter in the bottom row for each trainer. 8/1/14 Using Sales Force Hybrid 12

13 Total the Miles for Each Trainer Total up the miles for each trainer. Step Action Click on the trainers last cell in the Total Miles Column. Click the AutoSum button. 5 Highlight the entries for the trainer in the Miles column. 6 Hit Enter. 7 Repeat for each trainer. 8/1/14 Using Sales Force Hybrid 13

14 Total the Trainings for Each Trainer Count the number of Trainings for each individual trainer and enter that number on the last row of the Trainings column for each trainer. 8/1/14 Using Sales Force Hybrid 14

15 Total the Entire Columns At the bottom of the Miles column, click the cell and press the AutoSum button. Click Enter and the total for the Miles column will appear. Click on the lower right corner of the cell and drag the cursor across the row. When you release the mouse button, the totals for all the columns should be in place. This includes: Fee Total Fee Total Miles Trainings 8/1/14 Using Sales Force Hybrid 15

16 Preparing the Report for Transfer to CCC Prior to sending the report to Richard Echavarri, it is necessary to change the header in Excel by clicking Insert->Header & Footer then typing in Billing Report <DATES INVOLVED>. Once this is done, rename the TABS Billing Report, Summary, and Bonus & Referral (blank if not applicable). The latter two come from the CCC Program, which we will cover later on. the finished report to Richard, and please note the Bonus and Referral reports are run on the last fee payment of the month. If this is a referral report at the end of the month, send the additional referral spreadsheet to Richard. If The totals of your report do not match with the report he has on hand A trainer entered an assignment after the cutoff date Then Run another report in Salesforce and compare it to the first one run to find the difference. Observe the time/date stamp: Print out the training assignment page to show the date they entered it. Edit the TA and change the date to the current day so the trainer will be paid on the next fee payment. Inform Richard which TA # you took off. Inform the trainer. 8/1/14 Using Sales Force Hybrid 16

17 Checking Trainer Names To verify trainer names on the Name Verification Site (NVS): Step Action 1 Go to Select Costa Mesa from the location list. Click OK. 8/1/14 Using Sales Force Hybrid 17

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19 Checking Trainer Names (continued) To verify trainer names on the Name Verification Site (NVS): Step Action Select Consumer Authorized Buyer and Joint Adds/Changes from the drop down menu. Click OK Type in the first name and last name of each trainer on the Current Fee Payment Report. Click SUBMIT to add each name, up to four names at a time. 7 Click OK after you are finished. 8/1/14 Using Sales Force Hybrid 19

20 Wait for the Report Upload Richard will upload the report to the G Drive > F2F Margie folder. Step 1 2 Action Click and drag the PRNNCEPI.csv report file from the Margie folder to C:/ADP/PCPW/ADPDATA. Go to the dedicated PC (ID#MYUSDWCSM192231) C: drive to the folder C:/ADP/PCPW/ADPDATA Open the PRNNCEPI.csv file in NotePad 8/1/14 Using Sales Force Hybrid 20

21 The PRNNCEPI file Look for the file number in the NotePad document. If Then You scroll down and don t Notify Richard so he can fix the see the file number problem. If the file number is listed Proceed to the next step. 8/1/14 Using Sales Force Hybrid 21

22 CareCredit Central Go to: Step 1 2 Action Type in your username and password. To obtain them, speak with Grace Valle. At the CCC Trainer Payments main page: Select Fee from the Payment Type drop down menu. Select the date year and month drop down menu. Click Search. 3 Choose the most recent date of the files that result from the search. 8/1/14 Using Sales Force Hybrid 22

23 CareCredit Central continued At the F2F Fee Trainer Payments, select View Bi-Weekly Payment Summary, 8/1/14 Using Sales Force Hybrid 23

24 CareCredit Central continued At the Bi-Weekly Payment Summary, make a screenshot (using SnagIt or other screen grabbing software) of the spreadsheet and insert it into the Payment Summary file. Remember to remove the Social Security numbers first. 8/1/14 Using Sales Force Hybrid 24

25 CareCredit Central continued Next, click the back arrow and return to the CCC main page. This time, select Referral from the Payment Type drop down menu, leaving the dates the same and click the search button. Then select the most recent date under the search results. 8/1/14 Using Sales Force Hybrid 25

26 CareCredit Central continued Make a screen shot of the resulting Referral page and insert it into the referral spreadsheet. 8/1/14 Using Sales Force Hybrid 26

27 CareCredit Central continued Click the back button on your browser to again return to the CCC page. Change the Payment Type drop down menu to Bonus, leaving the date unchanged, click Search, and select the most recent date. 8/1/14 Using Sales Force Hybrid 27

28 CareCredit Central continued The Bonus Payment Summary screen will appear. Perform a screenshot of this and insert it into the spreadsheet. 8/1/14 Using Sales Force Hybrid 28

29 Send Workflow to CC Finance Now it s time to send the workflow to CC Finance Community Step 1 Action Go to: s/sup_products.asp?prod_id= and select CareCredit F2F payment Request Select CareCredit F2F payment Request 8/1/14 Using Sales Force Hybrid 29

30 Send Workflow to CC Finance (continued) Step 3 Action Fill in the following: a) Payment Amount (this is the total with the bonus, if applicable b) Pay Period Beginning Date c) Pay Period Ending Date d) Check the box for I have completed an OFAC check e) Fill in any comments about the report (if needed) 8/1/14 Using Sales Force Hybrid 30

31 Send Workflow to CC Finance (continued) Step 4 Action Browse to attach: a) The Billing Report, with Trainers Bi- Weekly Training Summary, and/or bonus referrals if run at the end of the month. (All tabs in the same spreadsheet. You will be placing the same spreadsheet in both fields). b) Attach the PRNNCEPI file in the ADP Payroll File field. c) Click Submit 8/1/14 Using Sales Force Hybrid 31

32 After Submission A confirmation will be automatically sent to you. It will contain a Request ID number. Save this /1/14 Using Sales Force Hybrid 32

33 Approval Process The approval process is as follows: 1. Grace Valle will receive the automatic of the workflow. 2. Grace approves, and an automatic is sent to you. 3. Chris Morris will receive the automatic , which he approves. 4. After Chris approves, click on the you receive. 5. The file opens up the Workflow, then check the File Sent to ADP box. 6. This sends the workflow to Jerri Armendariz for approval. Contingencies If Grace is out of the office, the request needs to be signed off by Gary Reiter. Call him directly. If Chris Morris is out of the office, as Milee Martin in the Finance Department. Place in the Fee Payment Binder Make copies of the spreadsheet pages (including Bonus & Referral tabs) to be put in the Fee Payment Binder. Final Considerations When the payroll packet is received, make a copy of the page with the grand total to submit to Jerri. Submit a copy of the ADP invoice to Jerri at this time as well. File the ADP report in the Fee Payment Binder along with a copy of the ADP invoice. 8/1/14 Using Sales Force Hybrid 33