MISSIONARY 9 Accounting Software Tutorial revised 01/06/2013

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1 MISSIONARY 9 Accounting Software Tutorial revised 01/06/2013 1) GETTING ACCESS TO THE SYSTEM a) Access the system by going to the BMDMI site homepage > scroll to the bottom of the page and click TOOLS > on the Tools page b) The direct link URL for the M9 access start page is: you can copy and paste this URL to your internet browser address bar and arrive at the M9 start page just the same as clicking the link on the mission web site Tools Page. c) You should now be on the M9 start page. Page 1 of 17

2 M9 START PAGE OPTIONS 1) Create User Account If you have never used M9 before you must first create a user account. ( If you already have an M9 User Account proceed to the next step. ) Follow the onscreen instructions until the New Account Setup is complete. a) You must have and use your BMDMI address for system access. b) You will be sent a conformation to the BMDMI address you provide. Your new account will not be active until you respond to the link in the conformation . 2) Log In Click the Missionary Log In link. After clicking the Missionary Log In link you should be at the Log In Form page. Page 2 of 17

3 ON THE LOG IN PAGE Direct access URL: 1) Enter the BMDMI address you used when creating your M9 User Account 2) Enter the Password from your User Account Creation. ( Save your password in a safe place; you will need it each time you log in to the M9 system. ) 3) After clicking the Log In Button you should be on the M9 Select Page which looks like the one below. Page 3 of 17

4 M9 SELECT PAGE Procedures and Options No direct access to this page; must be logged in. URL: 1) Before You Begin entering your receipts into the M9 system there are three criteria that must be met. a) *Scan or Photograph each receipt. i) SCANNED RECEIPT IMAGES use a scanner to produce JPEG images of the receipts. BMDMI suggests that every missionary have a scanner for this purpose; see examples of scanners here - ; Cannon scanners are shown here however, brand not important. When using a scanner for this purpose you can preset the option for Pixels per Inch of the resulting image. Setting this option on the scanner helps with the next required step, Image File Size, automatically. Also, the scanned images still need to be CROPPED. Scanners produce full page scans and most of the time receipts are not full page. ii) PHOTOGRAPHED RECIEPT IMAGES use a cell phone or camera to take a photo of each receipt; JPEG (.jpg) photos only. Opting of this method of producing your receipt images it is very likely the resulting image files will be too large in size for uploading to the M9 system; image file size reduction will be required. Image file size reduction is accomplished by reducing the pixels per inch generally. If you are a PC user a good free software for this is the Light Image Resizer from ObviousIdea - b) **Check the Image file size. c) ***Make a note of where your receipt image files are saved on your computer. During the process of entering information into an M9 expense report you will be asked to provide the corresponding receipt image. See receipt example on next page. Page 4 of 17

5 d) Example Receipt Image ( both example images were reduced in size to fit on this page ) i) Scanned Receipt 404KB, this size file will upload but you can t read it as a full page scan. Image dimensions = 2549 x 3299 ii) The same receipt after cropping 206KB; easy to read; half the file volume to upload. Image dimensions = 894 x 1801 Page 5 of 17

6 e) Getting started Enter Expenses YOU SHOULD NOW BE ON A PAGE THAT LOOKS LIKE THE ONE BELOW Page 6 of 17

7 M9 EXPENSE PAGE Settings and Procedures URL: *For the purpose of this tutorial Missionary Name = Test Missionary 1) Understanding the M9 Expense Page 2) STEP ONE Check the date of the working report. If it is correct proceed to the next step. a) Changing the report date. Page 7 of 17

8 i) With calendar dropdown showing: Then click the button to set the new report date: Page 8 of 17

9 After clicking you should be returned to the Expense Page; Observe that the new date is now displayed. b) STEP TWO Changing the Exchange Rate Page 9 of 17

10 i) Get the current exchange rate by clicking the GET EXCHANGE RATE link: First view of the BAC Bank popup window below: Scroll down until you see the rates (example below) Page 10 of 17 As soon as you know the current rate close the popup window; (continue next page)

11 you are ready to enter it to the Exchange Rate Form Field After clicking you should be returned to the Expense Page; Observe that the new exchange rate is now displayed. c) STEP THREE Upload Receipt Images Setting the default here is to provide the receipt images one by one as you go. For this tutorial we will keep the default. Later, should you desire to do so, you can change this setting by selecting the Later option and clicking the CHANGE button. Page 11 of 17

12 d) STEP FOUR Choosing an Expense Category i) Each expense you incur must be categorized under one of the three main headings: Personal, Housing, Workfund. Our example receipt for this tutorial is a receipt for medicine. That expense falls under Workfund, sub-category Medical. Start by choosing the Workfund link: ii) On the Workfund Page enter the expense. (continued on next page of tutorial to view the expense page) Page 12 of 17

13 On the Workfund Page enter the expense. ( Note: If you are not sure which expenses qualify for Workfund Expenses consult the read me file link. ) Continue to the next page of the tutorial. Page 13 of 17

14 iii) After clicking the POST EXPENSE button, and because we chose to Upload receipt images Now in the Session Settings Panel, the Upload Receipt Images page opens. The receipt transaction we just entered should be displaying. After the image uploads you will see this window. Repeat this process for each expense receipt. The next STEP on the process is to submit the completed report to the Home Office for reimbursement. Page 14 of 17

15 e) Finalizing the report for submission to the Home Office for Reimbursement. i) Open the Current Report The Available Reports window opens > Choose the report link. Page 15 of 17

16 Page 16 of 17 ii) CURRENT REPORT DISPLAY WINDOW I have added a couple more receipts so I can explain the things you need to be checking on the report before submission. Be sure to carefully check your first few reports until you are very familiar with the process. If you make a mistake, or discover a mistake while checking the report it can be corrected. The image to the left is the Current Tutorial Report. I am going to zoom in on the important parts of the page you should check.

17 iii) Final Step submit the report to the Home Office After clicking the Submit to Home Office link you will see a screen conformation of the submission receive and identical to the that is sent to the Home Office notifying them your report has been submitted for reimbursement. iv) Nothing more to do but wait for The Hattiesburg Office to notify you that your reimbursement deposit has been made; usually within one business day. If you have not received any indication from the office that the office has received your request for reimbursement by the second business day contact the BMDMI Accounting Department. 3) There are a number of other features in M9 that have not been explained herein. If you have any questions about any of those please contact the BMDMI Webmaster. The M9 software is still in a beta version and will be subject to change as we all work together to refine it. God Bless Bruce. Page 17 of 17