Chapter Management System. User Guide

Transcription

1 Chapter Management System User Guide Updated: March 6, 2015

2 Introduction Beta Gamma Sigma (BGS) has created these basic, easy to follow instructions to help aid Chapters in your initial and ongoing use of the BGS Chapter Management System (CMS). The instructions in this manual will continue to be updated as we strive to stay current with the needs of our chapters. The information in this manual will assist you in setting up your ceremony date, manage the invitation process, handle chapter memberships, order useful supplies, and much more. You may find that this system is fairly similar in its layout and functionality to the now retired Online Ordering System, and that was intentional. We did not want to reinvent the wheel and force our chapters to have to go back to square one in learning an entirely new system. However, some very useful additions have been added to the CMS that were not available in our old Online Ordering System which we are very excited about. This new system integrates with the Beta Gamma Sigma membership database in a way that allows the Society to process memberships faster and more efficiently than ever before. It provides new members with immediate access to all the benefits of being a lifetime member of BGS, something that the Society has never truly been able to offer in the past. This new system allows students to pay their memberhsip fees online, so no longer will you have to track down payments from those wishing to join. It will allow you to manage your chapter s funds in a different way than you have in the past, and streamlines the entire invitation, supply ordering and induction processes. As always, if you see something that could be improved with the CMS, we encourage you to let us know. We appreciate all your feedback, positive and negative as we at the Central Office are constantly striving to improve the experience for our collegiate chapter officers and members. If you have any questions or require any additional assistance please do not hesitate to let us know. We are here to help however we can. We look forward to hearing about your impressions of the new Chapter Management System and wish you nothing but the best in this academic year. Sincerely, The Staff of Beta Gamma Sigma 2 User Guide

3 Table of Contents BGS Collegiate Chapter Management System Sample CMS Membership Processing Timeline Initital Instructions for First Time Users 6 Administrate Chapter 7 Manage Chapter Addresses 7 Chapter Fee Settings 7 Certificate Batch Order Settings 7 Chapter Contacts 8 Removing Contacts 8 Adding Contacts 8 Manage Recognition Ceremonies 9 Creating a New Ceremony 9 Editing an Exiting Ceremony 9 Tracking Membership Acceptance 9 4 Chapter Funds 15 How Funds are Tracked 15 How Funds are Calculated for each Induction Type 15 Paying Chapter Invoices 17 Supply Orders 18 Creating New Orders 18 Certificate Orders 18 Checking Out 19 Submitting Payment 19 Searching Orders 20 Paying for Orders 20 Update Your Information 21 Chapter Members 10 Adding New Potential Members 10 Manually Entering New Potential Members 10 Uploading Lists of Potential Members 11 Verifying Potential Member Records 11 Possible Issues with Matching Records 12 Creating a CSV File 12 The Invitation 13 Search for Members/Potential Members 14 Understanding the Search Members Section Editing Information for Potential Members Reminding Potential Members 14 Deleting a Potential Member 15 User Guide 3

4 Sample CMS Membership Processing Timeline Prior to Ceremony Date (minimum time to allow) 6-8 Weeks Create or update chapter account/contact information in the CMS system Identify eligible students and faculty; chapter nominating committee selects those to invite/elect to membership 6 Weeks Order membership Invitation Booklets and chapter supplies through CMS Begin promoting Beta Gamma Sigma on campus 5 Weeks Receive invitation packets and chapter supplies from BGS Create chapter invitation. Include information on the recognition ceremony and accepting the membership invitation; assemble invitation packets 4 Weeks Distribute invitation packets (in class tapping, in person or by mail) Input all eligible member information into the CMS Identify current qualifying students at higher degree level who are already BGS members and offer them second recognition s will be sent to the students automatically with information of how to complete their membership data profile and pay their fee online 2 ½ - 4 Weeks Send a reminder to any students who have not accepted membership through the CMS Follow-up with prospective members either over the phone or in person encouraging membership acceptance Notify BGS for special shipping requests (domestic orders will be shipped to chapters standard UPS unless otherwise requested) 8 14 Days BGS processes and ships initial (1st) chapter order 1 Week Chapter receives, proofs and prepares initial (1st) chapter membership order materials for ceremony 1 10 Days BGS processes and ships additional orders 1 8 Days Chapter receives, proofs and prepares additional chapter membership order materials for ceremony 0 Days Induction Ceremony Held 4 User Guide

5 Sample CMS Membership Processing Timeline Following Ceremony Date 1 14 Days Distribute new member materials to those new members not in attendance at the ceremony (include copy of ritual for them to read) Begin planning for next induction ceremony 14+ Days Continue follow-up to non-responses as long as chapter chooses Following end of academic year, BGS Central Office sends a follow-up invitation to membership to remaining eligible invitees through a direct invitation Additional Orders will be generated every 14 days following the ceremony date for late inductees User Guide 5

6 Initial Instructions for First Time Users Go to the Beta Gamma Sigma website: betagammasigma.org Click the Member Login link at the top of the screen. Enter the Username and Password provided to you by the BGS Central Office. If you haven t received this information, please contact your chapter representative whose contact information is listed below: Denise Cage: dcage@betagammasigma.org Janice Holt: jholt@betagammasigma.org Christina Janoski: cjanoski@betagammasigma.org Once you have successfully logged into the BGS website, you will be able to access the Collegiate Chapter Resources section of the site. To do so, click the Chapter Officers link in the top navigation menu. Once the Chapter Officers page loads, click the Collegiate Chapter Officer Resources link in the left hand column to enter the section of the site reserved for officers of the Society s collegiate chapters. Once inside, you will find a variety of information and resources dedicated to running your collegiate chapter efficiently and effectively. We encourage you to explore this section of the site and to visit it regularly. To access the Chapter Management System, click its link in the left hand column. Once you are in the CMS, you will be able to access the different areas of the system by clicking on the the tabs near the top of the screen. To keep your chapter s billing/shipping addresses current, specify your chapter s membership fee, and to opt-in/out of the Society s annual re-invite drive, please visit the Administrate Chapter tab at the top of the page. (More on page 7) The Chapter Contacts section will allow you to keep your roster of chapter officers and administrative contacts accurate and up to date. (More on page 8) For setting up a new ceremony or editing an existing ceremony, please go to the Manage Recognition Ceremony tab at the top of the page. On this page, you will create and schedule your next membership recognition ceremony. (More on page 9) All students who are eligibile for membership should be added to the Chapter Members section of the site. Here, students can either be added one at a time or uploaded as a list. You will also be able to send reminder s to eligibile students through this page. (More on page 10) To keep track of your chapter funds go to the Chapter Funds section of the site. Here you can pay any invoices to the Central Office and request payment of any fund surpluses. (More on page 15) To order supplies for your chapter go to the Supply Order tab at the top of the page. Here you will be able to order invitation and induction materials and purchase promotional materials. Chapter will also be able to pay any fees for Society programs or activities through this form. (More on page 20)»» Please keep your personal contact information up to date by clicking the Edit Personal Data tab. (More on page 21) 6 User Guide

7 Administrate Chapter Your Chapter s Primary Information The first section of the page provides basic, general information on your chapter Chapter Name and Number (not editable by chapter) Name of Business School Primary Chapter contaact information, including phone, fax and Manage Chapter Addresses This section is where the chapter maintains, and keeps current, all addresses associated with your chapter. The delivery of your supplies and certificate/membership orders are shipped to the shipping address designated as your Shipping address, unless otherwise assigned on the Supply Order and/or the Manage Ceremonies page. The accounting department of BGS also uses the Billing address to send out all invoices, so it is of critical importantance to make sure this information is correct as well. To add an address, choose <Select> in the desired dropdown and click the Add New Address button. To edit an existing address, select the address in the dropdown and click Edit Address. Click Save Chapter at the bottom of the page to save any changes or additions. Chapter Fee Settings This section allow the chapter to specify the fees that students pay to join the Society The standard induction fee is $65. The BGS Central Office also charges an additional $2 per induction for processing and shipping. If Use Standard Fee is selected, all inductess will be charged $67, payable online, following the completion of their Member Data Profile. Chapters may choose the Specify Fee option to charge inductees a spedified amount either above or below the standard fee. Chapters that subsidize the cost of induction for students will be invoiced by the Central Office. Chapters that request fees in excess of the standard fee may request a refund of any payments collected at any time. Excess funds may also be applied towards the purchase of chapter supplies and promotional items or towards the registration fees for Society events. Chapters may designate different fees for standard inductions and inductions processed via the Society s annual Re-invite campaign. Chapters may also choose to opt-out of the Re-invite campaign by marking the respective check box. Click Save Chapter at the bottom of the page to save any changes or additions. Certificate Batch Order Settings By default, all chapters will receive printed membership certificates for their inductees. Chapters may also choose to provide their inductees with a PDF of their certificate instead of a print copy by de-selecting the We would prefer printed certificates check box. Chapters prefering print certificates may specify how often the Central Office processes certificate orders in relation to the Chapter s membership recognition ceremony by selecting the Batch by Chapter option. Chapters opting to Batch by Parent Location option will have their order s processed on a schedule determined by the Central Office, based on the chapter s geographic location. User Guide 7

8 Chapter Contacts Managing your Chapter s Administrative Contacts This section lists the current users, with login information, for your chapter. There should be at least one person listed, preferably the Chapter Advisor. You can add or remove as many users for your chapter as you would like. Note: Remember to always have at least one user listed and remove those that are no longer associated with the chapter To view the list of contacts on file for your chapter, select the Contacts option in the Search Users section of the page, then click Load Users. A list of the various contacts that the BGS Central Office has on file for the chapter will appear in a list. Should you need to edit a current user s information, there is a built-in edit function, listed to the far right of the person s listing. When clicked, the information for that contact can be changed and saved Follow these steps to remove a contact from your chapter s list: Click the Edit link to the right of the individual s name Scroll down to the Contact Type section. Select the Not a Contact option. Click Save User at the bottom of the page. The individual should no longer be listed as a chapter contact. To add a user to the system, please follow the steps below: First, click the Add New User button. After the screen refreshes, populate the individual s information. The following fields are required: First Name Last Name Address Address Select Chapter Contact in the Contact Type section. Create an initial Username for the contact. Click the Save User button The individual will be added to the list of chapter contacts, and an will be sent to the new user with his/ her username along with an automatically generated password. 8 User Guide

9 Manage Recognition Ceremonies Keeping your chapter s ceremonies organized This is the page in the system that will contain all of the information for your Membership Recognition Ceremony, including the date of the actual ceremony along with valuable membership acceptance information. Creating a New Membership Recognition Ceremony First, click the Add New Ceremony button Next, notice that after clicking the Add Ceremony button, a new section appears below titled Add Ceremony Select the date of your ceremony by typing it in manually or using the calendar feature Select the shipping address that the certificate orders will be sent to after they are generated Note: You will only be able to choose between the addresses saved within the Adminstrate Chapter section of the CMS. Click the Save Ceremony button Editing an Existing Membership Recognition Ceremony First, make sure that the date has already been added to the system by checking the list of dates on the right (if the date does not appear, please refer to the Adding a New Membership Recognition Ceremony section above) Find your Membership Recognition Ceremony to the right of the screen and select the Edit button to the right of that date It is important to note that once you have saved your ceremony date to the system, the date cannot be changed by the user. Instead, if you entered an incorrect ceremony date or the date changes, there is a Request Date Change function directly below the saved date that will prompt you to send an to BGS. This will allow you to inform BGS of the corrected ceremony date. Once your date has been successfully changed by a staff member of BGS, you will be notified, via return , that this action has been completed Chapters may change the address to which all certificates will be shipped by selecting a different address from the Ship To Address dropdown. Click the Save Ceremony button Tracking Membership Acceptance The CMS allows chapters to see how many of the students invited to join the Society have taken advantage of the opportunity. Invited: Number of students that were invited to join the Society as part of the induction cycle. Re-invited: Number of students that did not join immediately, but opted to join during the Central Office s annual re-invite campaign. Accepted: The total number of students that chose to accept membership, either from the the Chapter or from the Central Office. User Guide 9

10 Chapter Members Managing your Chapter s Membership This section provides you with an easy to use interface for managing your chapter s invitation and induction process. Chapters can add new invitees, track which individuals have completed the membership process to join the Society and send reminders to any who have not. Adding new Potential Members: Start by clicking the Add New Members button. Once the page refreshes, you will be able to select between two methods for adding invitees into the CMS. Option 1: Manually enter new Un-Paid Potential Members: Select a Ceremony Date. Only dates already created under the Manage Recognition Ceremonies tab will appear as options. Note: Ceremony Date is not a required field. Students may be invited and inducted at any time without the inclusion of a Ceremony Date. Ceremony dates may also be added at a later time. Input the invitee s name, phone and . Select the Induction Type from the dropdown. Click the Save Member button. 10 User Guide

11 Option 2: Upload list of new Un-Paid Potential Members: Select a Ceremony Date. Only dates already created under the Manage Recognition Ceremonies tab will appear as options. Note: Ceremony Date is not a required field. Students may be invited and inducted at any time without the inclusion of a Ceremony Date. Ceremony dates may also be added at a later time. Select the Induction Type from the dropdown. Note: You will need to upload a seperate list for each Induction Type. Browse and select a CSV file of the students you wish to invite. For assistance creating your CSV file, see the Creating a CSV file section on the next page. Click the Save Member List button. Verifying Potential Member Records: A verification screen will appear. Please double check the information. If it is correct, click Continue. If it is incorrect, please click Back, and make any needed changes. Note: The CMS will not save CSV files. If one was uploaded previously,, you will need to browse and select it again. Clicking Continue will add the potential members to your chapter s database in the CMS and will automatically send the individuals an invitation . See the Invitation section on page 13 for more information. Clicking Cancel will exit the process, and the records will not be added to your list of invitees. User Guide 11

12 Chapter Members Managing your Chapter s Membership (cont.) Possible Issues with Matching Records: The CMS checks all new records against existing records within the Society s database. If the first name, last name and of a prospective member are a perfect match to those of an existing member, the CMS will notify you of this potential conflict and present you with three choices for proceeding. Option 1: Use Existing Record This option should only be used if you are absolutely certain that this is the same individual who is already a BGS member. Any invitation and induction information will be added to the already existing member s record. Option 2: Add New Record A new membership record will be created for the prospective member completely independent of the existing record. Option 3: Do Not Add Member The record with a potential conflict will be omitted, and all others will be added into the CMS. If you encounter this kind of scenario, and are unsure which option to select, please contact your chapter representative at the BGS Central Office.are not sure which option to select for Creating a CSV File: To upload lists of eligible names, we used the Comma Delimited File format or CSV files. A seperate list and CSV file will need to be created for each induction type. To create your list, use Microsoft Excel or similar program to create the original list. The files should only have four columns of data, and the header row should use the following entries: firstname, lastname, , phone. Any additional columns of information will cause your list not to upload properly A sample CSV file can be downloaded from the Chapter Member section of the CMS Once you have all the names in your spreadsheet that you would like to upload, you will go to File» Save As» Change the Save as File Type to CSV (Comma delimited)» Name your file and select the location of the file» Save. Then be sure to close the file before attempting to upload to the site. 12 User Guide

13 The Invitation Once an individual has successfully been added as a potential member, the CMS will automatically send an on the chapter s behalf. The will include an encrypted link that the recipient can follow to complete their Memberhsip Data Profile. The link will only go to that individual s MDP, and will be pre-populated with the information you included when adding the potential member to the CMS. The will also include a reference to the fee (as specified in the Administrate Chapter section, see page 7) the invited member will be asked to pay upon completion of his/her MDP. User Guide 13

14 Chapter Members Managing your Chapter s Membership (cont.) Search for Chapter Members/Potential Members: If you are looking for information about a particular invitee, add his/her information to the First Name, Last Name and fields in the Search Members section of the page and click the Load Members button. If you are looking for information about a group of invitees, select your desired criteria from the Status and Ceremony Date dropdowns in the Search Members section of the page and click the Load Members button. Understanding the information in the Search Members section: Ceremony Date: The date of the Membership Recognition Ceremony the individual was invited in advance of. If no induction ceremony date was selected, this field will be blank. A date can be added at any time by selecting a record and clicking the Set Ceremony Date button at the bottom of the page. First and Last Name: The invitee s first and last name, as input into the CMS. The invitee s address as input into the CMS. Induction Type: The invitee s academic level at time of invitation, selected when inputing the individual into the CMS. Reminded: This column of information will only appear when one of the options relating to reminders is selcted from the Status dropdown field. If an invitee was reminded of their invitation to join the Society through the CMS, the date of the reminder will be shown in this field. Re-Invited: This column of information will only appear when one of the options relating to re-invites is selcted from the Status dropdown field. If an invitee was re-invited to join the Society by the Central Office, the date of the re-invite will be shown in this field. Accepted: This shows the date when the invitee completed their Memberhsip Data Profile and paid their lifetime memebrship fees. Editing the information for Potential Members: Should you need to edit an invitee s information, click the Edit link to the far right of the individual s record. Note: Information can only be changed for potential members. Once an invitee accepts membership and pays their fees, chapter contacts will not be able to make any further changes to the record. Reminding Potential Members about the opportunity to join BGS: Invitees can be reminded about their pending invitation at any time thorugh the CMS. Select all invitees to remind by selecting their respective checkboxes and click the Remind button at the bottom of the screen. A reminder will be sent to all selected invitees. The date of the most recent reminder will be noted in the Reminded column. 14 User Guide

15 Deleting a Potential Member: Select all invitees to remove from the list using the checkboxes at the left of the list and click the Delete button at the bottom of the screen. Note: Once an invitee accepts membership, they can no longer be deleted by the chapter. Chapter Funds Managing Financial Transactions in the CMS This section of the CMS has been designed to help keep track of your chapter s funds and cash flow from new member fees and inductions. How Funds are Tracked: The CMS keeps track of all inductions that are processed through the system along with all fees paid and compares those amounts to the fees charged by the Society. If a chapter charges a fee greater than the standard fee, the surplus funds will be accumulated and can be refunded at any time upn the chapter s request. If a chapter charges a fee lower than the standard fee, the deficit will be accumulated and invoices for the remaining funds due to Beta Gamma Sigma will be issued through the CMS. How Funds are Calculated for each Induction Type: Sophomores, Juniors, Seniors and Graduate Students: Amount paid by invitees: Either the chapter fee (CF) or the standard fee (SF) as specified by the chapter in the Administate Chapter section of the CMS (see page 7). Amount tracked per induction: The difference between the CF (if used) and the SF Equation used for calculating each induction at these levels: CF-SF=Tracked Amount (TA) Second Recognitions (either graduate or doctoral): Amount paid by invitees: The difference between the CF and SF plus the Second Recognition Fee ($10) specified by Beta Gamma Sigma. Amount tracked per induction: The difference between the CF and SF Equation used for calculating each induction at these levels: CF-SF=TA Doctoral Students: Amount paid by invitees: The difference between the CF and SF. Amount tracked per induction: The difference between the CF and SF Equation used for calculating each induction at these levels: CF-SF=TA For all induction types, if TA>0, the chapter s surplus funds will be accumulated and a refund can be requested at any time through the CMS. IF TA<0, the chapter s deficit will be accumulated and invoice will be issued by the BGS Central Office through the CMS User Guide 15

16 Chapter Funds Managing Financial Transactions in the CMS (Cont.) Example 1 - Chapters that Subsidize Membership: The BGS Chapter at ABC University has received an endowment that allows them to provide a $30 induction fee discount to all students inducted into the Society. As such, they have set their chapter fee to $37. The chapter will still be responsible for paying Beta Gamma Sigma for the full membership fee of $67, but their students will only pay the fee set by the chapter when completing their MDP. Induction Type Chapter Fee Standard Fee Amount Paid Amount Tracked # Accepted Total Amount Tracked Sophomore $37 $67 $37 ($30) 10 ($300) Junior $37 $67 $37 ($30) 12 ($360) Senior $37 $67 $37 ($30) 14 ($420) Graduate $37 $67 $37 ($30) 8 ($240) Second Rec. (Grad) $0 $10 $0 ($10) 4 ($40) Second Rec. (Doc) $0 $10 $0 ($10) 2 ($20) Doctoral $0 $0 $0 $0 3 $0 Total Amount that will be Invoiced: $1,380 Example 2 - Chapters that Charge Additonal Local Fees: The BGS Chapter at XYZ University holds several events throughout the year, and charges their members an additional local fee to help cover the expenses of these activities. As such, they have set their chapter fee at $100. Beta Gamma Sigma will collect the full fee through the CMS, but will only keep the standard fee amount. The rest will be held and can be dispersed at the chapter s request. Induction Type Chapter Fee Standard Fee Amount Paid Amount Tracked # Accepted Total Amount Tracked Sophomore $100 $67 $100 $33 6 $198 Junior $100 $67 $100 $33 8 $264 Senior $100 $67 $100 $33 12 $396 Graduate $100 $67 $100 $33 9 $297 Second Rec. (Grad) $43 $10 $43 $33 5 $165 Second Rec. (Doc) $43 $10 $43 $33 3 $99 Doctoral $33 $0 $33 $33 1 $33 Total Amount that will be Refunded at the Chapter s Request: $1, User Guide

17 Paying Chapter Invoices: If an invoice has been issued to the chapter, a notification will appear on the Chapter Funds screen. Chapter contacts can choose to View or Pay the invoice from this screen. Viewing the invoice will provide an itemized view of all the charges the chaper is responsible to pay. Name/Description: The name of the inductee or the supply order request Date: The date of the transaction Amount: The amount already paid to Beta Gamma Sigma Location Fee: The fee charged by Beta Gamma Sigma Chapter Fee: The amount charged by the Chapter In the example below, Beta University s Chapter Fee is set at $5, creating a $62 deficit for this induction. User Guide 17

18 Supply Orders Keeping your Chapter stocked and ready to invite and induct members into the Society. This section of the CMS provides the Society s Collegiate Chapters with the ability to order useful supplies for the chapter. Chapter contacts will be order invitation and induction materials as well as a wide variety of promotional items. Creating New Orders: To place an order, start by clicking the Create New Order button Once the page refreshes, a list of all the items available for purchase through the CMS will be visible along with photos and a brief description of each of the items. To order an item, type the desired amount of said item into the Quantity field. The items will be added to your cart and the Subtotal for that particular item will update. Desired quantities can be changed at any time. Note: Once you have started placing a supply order, do not navigate away from the page. If you do, your order information may be lost, and you may have to start over at the beginning. To view your chosen items, and their selected quantities, click the Go to Cart button. If you would like to add more items, click the Back to Supply Order button If you are ready to submit your order, click the Proceed to Checkout button Certificate Orders: In addition to chapter supply items, chapters may order replacement certificates and second recognition certificates through the CMS. Note: If second recognition certificate recipients were already added into the CMS using the Add New Member tool under the Chapter Members tab, there is no need to order those certificates using the Chapter Supply form. Only order second recognition certificates on this page if the chapter is picking up the expense for the second recognition and passing no fees along to second recognition certificate recipients. To order certificates, start by selecting the Certificate Type from the dropdown options. Next, enter the recipient s name exactly as it should appear on the certificate. Provide the name of the school along with the induction date and click the Add Certificate button. Certificate orders will need to be added one at a time. A list of all input certificate orders will appear at the bottom of the page. Orders can be edited or canceled by clicking the links to the right of the entry. When you are ready to submit your order, click the Proceed to Checkout button 18 User Guide

19 Checking Out: The first screen you will come to upon clicking the Proceed to Checkout button will provide you with information about your order, including the number of items and certificates ordered and the cost of the order. You will next be asked to provide the shipping address for the order. You will be able to select from the addresses already input into the CMS on the Administrate Chapter page. Choose the correct address. Select the shipping method for this order. Beta Gamma Sigma offers three shipping options. Standard Shipping orders will be sent at no additional expense to the chapter. If you select either the 2 nd Day or Overnight option, the chapter will be responsible for the actual shipping costs for the order. The cost will be added to the chapter s invoice. If you ordered any items that require customization, such as custom banners, please complete the Customized Printing section of the page. If you did not order any customizable items, feel free to disregard this section. Any additional information about the order can be added to the Comments box at the bottom of the page. If you would like to add more items or certificates to your order, click the Back to Supply Order List button. If you would like to edit the quantity of items already in your cart, click the Back to Cart button If you would like to finalize your payment, click the Proceed to Payment form button. Submitting Payment: Chapters will be invoiced for all orders placed via the CMS. Any money available in the chapter s fund may be applied to the order at this time by selecting the Apply Account Funds option at the top of the page and specifying the exact amount to apply towards the order. Please review and confirm that all the information on the page is correct, and double-check to ensure that all required fields are complete. To return to the previous screen, click the Back to Order Information button. To finalize your order, click the Submit Payment button. An with details about your order will be sent to you automatically. User Guide 19

20 Supply Orders Keeping your Chapter stocked and ready to invite and induct members into the Society. (Cont.) Searching Orders: Chapters can check the status of an order at any time using the Search Supply Orders tool on the main Supply Orders page. The Beta Gamma Sigma Central Office will update information about all orders as they are received and processed. Chapters may search for specific orders using the available fields, or may view a list of all recorded supply orders by leaving the fields blank and clicking the Load Supply Orders button. Details including the Order Number, Order Date and Amount will be displayed for each order. The status of each order will be shown as Requested, Processing or Processed. Details of any order can be reviewed by clicking the View button next to its entry within the list. Once the Central Office has processed an order, additional information including shipping cost and the tracking number will be added to the order s details. Paying for Orders: All orders, including any applicable shipping costs, will be added to invoices issued by the Central Office via the CMS. Invoices can be paid using the Chapter Funds screen of the CMS. 20 User Guide

21 Update Your Information This page will allow you to keep your information current with Beta Gamma Sigma. Please review all the information on this page and make any edits additions by clicking within the fields Any changes or additions made to your information within the CMS will also be made to your account on the BGS website and within the BGS database. When you are done making changes and additions, click the Save User Information button at the bottom of the page. Additional information, including your username and password, can be updated by clicking the My Home link at the very top of the Beta Gamma Sigma website. User Guide 21