Pet Trust Vet Portal - University of Guelphaadtraining.uoguelph.ca/pdf/Pet Trust Vet Portal.pdf6...

Last Revised Dated: February 12th, 2018 1

Pet Trust Vet Portal

PET TRUST VET PORTAL – TABLE OF CONTENTS Pet Trust Vet Portal ..................................................................................................................................... 2

Vet Portal Overview ................................................................................................................................................. 2

Vet Clinic Submission Side – Online Portal Entry ..................................................................................................... 3

Cannon Processing of Online Vet Clinic Submissions (Batch Letters) ...................................................................... 5

Cannon Processing of Vet Clinic Submissions from other sources (mail/fax) .......................................................... 8

Review Committed Transactions ............................................................................................................................ 11

Processing Vet Clinic Notification Letters .............................................................................................................. 12

Vet Clinic Submissions Matched/New Constituents ........................................................................................ 12

Mark Letters as “Acknowledged” on a Constituent Record (No PT Historical) ...................................................... 14

Vet Clinic Submissions PT Historical (Export Process) ..................................................................................... 14

Vet Clinic Payment Processing and Recognition Credit ......................................................................................... 16

Vet Portal Online – Creating/Changing Password .................................................................................................. 18

Pet Trust Statement Attribute ......................................................................................................................... 20

Vet Portal Online – Forgotten password ......................................................................................................... 21

Vet Clinic Statements ............................................................................................................................................. 22

Vet Clinic Summary .......................................................................................................................................... 22

Import Selection for mailing labels and source code ...................................................................................... 23

Printing Mailing Labels for statements ............................................................................................................ 23

Printing Billing Statements .............................................................................................................................. 25

Resetting a balance to Zero ............................................................................................................................. 26

2 Last Revised Date: February 12th, 2018


PET TRUST VET PORTAL

Vet Portal Overview

This section describes the basic workflow of the custom functionality from the online Vet Portal through to the

batch processing in CannonCRM.

To avoid duplicates, you should search and make sure the constituent does not have a constituent record.

Once you add a record, you can use the search screen at any time to find the constituent record.

.



Vet Clinic Submission Side – Online Portal Entry

As a Vet Clinic, they log into vet portal to fill out a tribute form:

http://pettrust.ca/portal

1. Vet Clinic user logs into the Vet Portal

2. Vet Clinic user completes the donation form, filling out all the required fields

http://pettrust.ca/portal



3. Vet Clinic user submits form, and is taken to Submit Preview page. User may select Add New to return to

the donation form and create another commitment; Delete to remove one or more commitments; or

Commit to submit all entries to UofG:

4. Vet Clinic user commits submissions from Vet Portal.

Note: If a Vet Clinic user logs out of the Vet Portal prior to submitting the commitments, those

commitments will remain in the approval queue and will be available upon the next login.

5. Vet Clinic user may view all pending submissions on the Donation History page in the Vet Portal:

6. Clinics may also view their balance summary and a RECENT history of the payments applied to their

account (including payments made on their behalf)



Cannon Processing of Online Vet Clinic Submissions (Batch

Letters)

In CannonCRM, Vet Clinic Submissions completed online are created automatically and populated in a batch.

All submissions made through the Vet Portal Online will be loaded into the same Vet Clinic Submissions batch until that

batch is committed in CRM. A new Vet Clinic Submission batch will be created upon the next submission of commitments

through the Vet Portal. (Each batch will have up to 50 transactions)

The Description of the batch that gets automatically created will be labeled BBIS Vet Portal Batch Import

1. Edit the pending Vet Clinic Submission batch in CannonCRM and review the data (eg. batch PT-251) in the

Batch entry processes

Last/Org/Group/Household name column should only contain last name only

First name should only have one constituent name



Address type should be HOME

Owner Salutaion edited only if needed

Vet Clinic Signature edited if needed (eg. K. Jones Veterinary Professional Corporation is Ajax Animal Hospital as the vet

clinic signature. Granville Island Animal Hospital is PT Historical)

For PT Historical: Once these fields are blank, you can then do a constituent search for the PT HISTORICAL record and

the first name and last name will get populated

If there is insufficient data to properly create a new constituent (first name and last name), link the transaction record to

“Historical Pet Owner” (Cannon Lookup ID – PT HISTORICAL)

NOTE: for PT HISTORICAL entries, you will need to ensure the Last Name, First and Address fields are left blank prior to

linking an existing constituent as this will update the actual record. “Pet Owner” fields does not need to removed.

2. Validate the batch to execute duplicate Constituent checking for the pet owners.

3. Save and close the batch and commit the batch

Where no match is found and when there is not a link to “PT HISTORICAL” user, a new constituent record

will get created for the notification recipient (owner)

4. Once the batch has been committed, you can view the Vet Clinic commitments on the Organization record

in the Vet Submissions tab and/or also on the Pet Owner constituent record.



Vet Clinic Organization Record

Pet Owner Constituent Record

The Vet Clinic will be able to see all submissions on the Donation History page in the Vet Portal:



Cannon Processing of Vet Clinic Submissions from other sources

(mail/fax)

When Vet Clinic Submissions are done outside of the online vet portal, an import is required from

CannonCRM. These submissions could be via mail, fax, in person, etc.

1. Mail, faxes and submissions outside of the portal will be entered in a “portal import file” spreadsheet that

will contain 2 worksheets:

- Owner (where there is sufficient owner data to create/match a constituent record – first name/last

name)

- PTHistorical Owner (where there is NOT enough data to create/match a constituent record and PT

Historical is used as the lookup ID)

This spreadsheet with list the following columns:

ColumnName Description/Example

VetClinicCannonID CannonID of Vet Clinic submitting the memorial

trans_date Date submission is received ( should be in MM/DD/yyyy format – ie Oct 18 2016 =

10/18/2016)

Note: ensure to format the cell in Excel as a “date” and the location is English (United

States)



NotificationRecipientID On filled in for "Historical PT Owner" sheet - use "PT HISTORICAL")

NotificationRecipientLastName On filled in for "Historical PT Owner" sheet - use "Pet Owner”

owner_salutation ( "Dear…) Mrs. Smith, Smith Family, Dave and Susanna etc….

owner_firstname Susanna

owner_lastname Smith

Submission_first_name The name that is exactly entered from portal (eg. Bob and Jane and) – only to be used

for the acknowledgement letter

Submission_last_name The name that is exactly entered from portal (eg. Smith Family) – only to be used for

the acknowledgement letter

address type "Home" or "Business"

address eg 1795 O'Neill Rd ( this field can be multiple lines using Alt-ENTER)

city

ProvinceState abbreviation (ON, QC, etc)

postal_zip_cd use proper format (L0G 1S0)

Country Canada, USA, etc

pet_name name of deceased pet

Pet CodeTranslated dog, cat, bird, Other

OtherSpeciesField Only fill in when "Other is used

amount value of memorial submission

Submission reason death

VetClinicSignature if Vet Clinic wants to be acknowledged as something other than their corp name on the

letter ( ie "From your friends and family at Allendale Vet Clinic")



2. Once data entries are filed, save each worksheet as a separate .csv file

PTHistoricalDDMMYY.csv and LinkedConstituentDDMMYY.csv

3. Upload data file using CannonCRM Import Process (Administration -> Import)

4. Expand the chevron to Edit the Vet Clinic Submission you wish to import

For the PTHistorcial file, use Vet Clinic Submissions – PT HISTORICAL OWNER

For the LinkedConstituent file, use Vet Clinic Submissions – Matched/New Constituents

5. Change the Import Source to the directory where you saved the file in Step 2. And Upload the appropriate

file.

6. Click Save (no other setting should be altered)

7. Expand the chevron of the Import Process and Start Import

8. Review the status of the import and confirm the # of rows imported match the total # of rows in the

import file (review exceptions if any exist)



9. A Vet Clinic Submission batch gets created and these submissions can be reviewed and committed (similar

to Online Portal process noted above)

Review Committed Transactions

Once a transaction has been committed from a batch, from the Vet Clinic Submissions tab on a Clinic

Organization record, you can edit each clinic submission, including marking it as Acknowledged.



Processing Vet Clinic Notification Letters

Once a transaction of a Vet Clinic has been made, you will need to process acknowledgement letters from the

Clinics to send out to the owners.

Vet Clinic Submissions Matched/New Constituents

For all Vet Clinic Submissions Matched/New Constituents

1. Go to Marketing and Communications functional area and Manage Correspondence



2. Expand the chevron for the Vet Clinic Submissions Acknowledgement Process and Start Process

3. You can review the status of the process. Pay close attention to the number of records processed, the

exceptions and how many records successfully processed align with the original batch. If all records align,

you select the Merge Letter to open the word document of all the acknowledgement letters



NOTE: It is very important that no new submissions are COMMITTED between running the correspondence

process and the next step (Marking letters as “Acknowledged” via Global Change)

Mark Letters as “Acknowledged” on a Constituent Record (No PT

Historical)

This will be done from a Global Change. All records that get processed and committed in a batch will be the

total records combined when this process is started. It is very important to ensure that no new submissions

are committed until this process is complete.

If you have PT Historical, this step can be skipped. Go to the Export Process (next step). This “acknowledged”

process is only applied if no PT Historical

1. Go to Administration Functional Area and Global Change

2. Expand the Vet Clinic update Acknowledgement global change called Mark Vet Clinic Submissions

Acknowledged and Process global change

The number processed should match the total number of batches that were committed prior to this global

change.

Vet Clinic Submissions PT Historical (Export Process)

Because the same constituent record of “PT HISTORICAL” is used multiple times, the Manage Correspondence

cannot be done as CannonCRM only sees this as one record (with one merge letter). In order to create a

merge letter, an export of the record needs to be done and the merge letter is done outside of the system.

1. Go to Administration functional area and Export from the Tools



2. Select the PT Historical Vet Clinic Submissions to be Acknowledged and Start Export.

This will create an excel file of submissions for PT HISTORICAL which can be merged into the tribute

acknowledgement letter (template similar to the document from the manage correspondence file) outside of

CannonCRM.

3. The number of records processed should be the number of records that were entered for PT HISTORICAL

from the batch entry. Download the input to Excel and use the Merge letter tool to merge content of this

file to the Acknowledgement letter.

NOTE: It is very important that no new submissions are COMMITTED between running the correspondence

process and the next step (Marking letters as “Acknowledged” via Global Change)



Vet Clinic Payment Processing and Recognition Credit

When the Vet Clinic remits payment on their commitments and the payment is processed in CannonCRM (via

BBIS standard donation form or CannonCRM enhanced revenue batch), that payment must be coded with the

“Vet Portal” revenue category. This will add the payment ot the Payments summary total and reduce the total

balance that is due from the clinic.

On the Vet Clinic Submissions tab on the Clinic Organization record, you can see the Total Commitments, Total

Payments and Total Balance for that specific clinic

NOTE: The total commitments amount may be incorrect due pre-Cannon implementation but the balance will

be correct as of Oct 31, 2016.

The Vet Clinic will be able to view all past payments from the Vet Portal online from the Payment History page

When payments are made “on behalf of” another Vet Clinic (in most cases when there are subsidiary clinics),

recognition credit must be applied to the other clinic(s) for a specific amount. This is applied to the payment

record with a Recognition Credit type Vet Clinic payment on behalf of.

This is from the batch



1. Go to the Revenue payment record and click on the Recognition tab.

Note: the self credit will automatically get applied but you will need to edit the recognition credit add

payments “on behalf of”

2. Click on Edit recognition credit to add/modify the recognition credit, ensuring that the recognition credit

type is Vet Clinic payment on behalf of



Vet Portal Online – Creating/Changing Password

Vet clinics who will need to access the Vet Portal will require a BBIS user account. New Clinics will need to be

registered in BBIS using the new user signup process.

Clinics who existed in the Pet Trust database as of July 26, 2016 were migrated into CannonCRM/BBIS with the

final data conversion (which includes their passwords).

1. Go to https://bbis.alumni.uoguelph.ca/BBIS_Cannon/vet-portal/vetclinicnewregistrationform and click on

“New User Registration”

2. Fill out the Registration Form

The First and Last Name are both required fields on the registration form. Enter the FULL Vet Clinic name in to the Last

Name field. Anything entered in the first name will be removed in the Vet Clinic New User Registration batch.

(eg. For Smith Lane Animal Hospital, enter the name in the last name field and fill out Vet Clinic in the first name field)

The password must meet the following criteria:

Must be at least 8 characters in length

Must contain one lowercase letter

Must contain one uppercase letter

Must contain one numeric or special character (1, 2, 3 or #, %, *)

https://bbis.alumni.uoguelph.ca/BBIS_Cannon/vet-portal/vetclinicnewregistrationform



Upon the submission of the form, an email will automatically be sent to the email address provided in the registration

form.

3. From CannonCRM, go to the Web Functional area, and in the web transactions, download the pending

transactions under Vet Clinic New User Registration.

4. After the download is complete, find and open the batch that should now be located under the

Uncommitted batches list.



5. From the batch, you will need to link to the existing clinic in Cannon. Clear the fields of the current batch

entry and do a search of the existing clinic record. Click on the empty Constituent field to search for an

existing record. This will link the existing Clinic in Cannon and update the name, lookupID and other fields

in the row of the batch.

6. Review the batch, Validate, Save and Close

Validating the batch will ensure there are no errors with the entered data. (There should be a lookupID from

linking to an existing record in Step 5)

7. Update the status of the batch and commit.

The Vet Clinic has now been added as a new constituent (or linked to an existing constituent) in CannonCRM and tied to

a BBIS user account.

Verify this by searching for the clinic in CannonCRM and logging in as that vet clinic on the Vet Portal.

Pet Trust Statement Attribute

After the clinic has been added to Cannon, for the proper billing statements to be sent, the Pet Trust

Statement Clinic must be added in the Attribute tab.

1. Go to the Clinic Record that was created

2. On the Attributes tab, Add



3. Pet Trust Statement with Value of YES

Vet Portal Online – Forgotten password

If a vet clinic wishes to change their own password (or has forgotten the password), they can do so by using

the Forgotten password link on the login page

They must use the email address associated with their BBIS user account



Vet Clinic Statements

Statements are run on a quarterly basis. These statements are driven based on the Pet Trust Statement Clinic

Attribute. (See below instructions below on how to add/edit this attribute on the record)

Note: If a clinic stops using the billing system, the attribute will need to be modified with an end date.

Vet Clinic Summary

This report can be run for any period. This is a report that will produce a summary of activity for Vet Clinics

who are noted as participating in the billing system (Pet Trust Statement Clinic attribute). This report is used

to do the initial check for any misapplied payments and a list of IDs of all clinics that require a statement.



Notice the options where a summary can be produced for those clinics without the attribute set and/or show

all clinics regardless of the attribute.

Import Selection for mailing labels and source code

Once the Vet Clinic Summary has been vetted and statements are ready to be issued, a request to import the

Cannon IDs is initiated to generate a mainling labels and a source code reference.

1. Save the .xlsx of Cannon IDs to T:\List Requests\Selection Requests\Requests for IS team\

2. Go to the Request for CannonCRM Select form to provide list of Cannon IDs to be imported into Cannon.

(Note that IS requires 2 business days)

3. IS will provide a name of the selection (and will cc Annual Fund to process the Direct Marketing Effort and

provide a source code – please allow 2 business days from the time IS provides Annual Fund with the

Selection name)

Printing Mailing Labels for statements

Once Billing Statements are ready for printing, the following process can be started to print the mailing labels

1. From the Marketing and Communcations functional area, go to Manage Correspondence

https://www.uoguelph.ca/alumni/events/dataSelectionForm.cfm



2. Expand the Vet Clinic Labels from the Correspondence List and edit

3. By default, a mailing label template will be in place, along with an Export definition to identify the address

information. No modifications are required to this area

4. In the Select Constituents, search for the Selection name that IS provided

5. Save the Process

6. Start the Process and verify the selection name is correct and Start



7. Once the process is completed, click on the Merge Label. A word document with the mailing labels will

open in MS Word with the mailing address of the IDs requested and can be printed.

Printing Billing Statements

When the billing statements are ready to be printed, they can be done in one of 2 ways:

on a one-off basis using the Vet Clinic Billing Statement and selecting the specific clinic:

or using the Vet Clinic Billings Statements (Batch):

Once the dates are entered and the options are selected based on the same criteria used to print the

Summary, the statements will open in PDF form.



Note: if billing statements with a zero balance is not required, ensure the flag is specified for lesser statements.

Resetting a balance to Zero

There are cases where a Clinic will require a balance reset to zero such as :

New ownership

Haven’t been using the online portal thus far and a new account setup is required

To ensure that the edited transaction does not show up on the next Vet Clinic Statement, it is suggested to go

back and modify an adjusted transaction to the zero out the balance.

Step 1: On the Clinic record in Cannon, go to the Vet Clinic Submissions tab

Step 2: Sort through the submissions to the July 28th, 2016 entry that has a credit amount. (This is the date of

conversion and all Vet Clinics were entered a credit amount of a balance). Click Edit



Step 3: Enter the Owner Salutation as Historical Payment Adjustment and enter Pet Name as Historical

Payment Adjustment and Other as N/A and the total amount to make the balance to zero for statements moving

forward.

Pet Trust Vet Portal - University of Guelphaadtraining.uoguelph.ca/pdf/Pet Trust Vet Portal.pdf6...

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