Modify Appointee Information

The Appointee Information page allows you to filter and modify Appointees.

Filters

Filters allow you to reduce the number of entries displayed in the grid. Select from the following fields to filter your grid.

  1. Name: Enter the Last Name of an Appointee (Sanders), the Last Name and First Name separated by a comma (Sanders, Edward), or a comma with only the First Name (, Edward).
  2. City: Enter a partial or whole name of a city.
  3. Country: Select the Country from the drop-down list.
  4. State/Province: Select the State from the drop-down list using your mouse, or type the first letter of the state. Continue pressing the first letter to scroll through states beginning with that letter.
  5. Charge
  6. Position
  7. Pension Plan Type
  8. Start Date
  9. End Date
  10. Active
  1. Click the button to display the results.
  2. Click Clear Filters to reset all the filters.

 

Appointee Information Grid

Appointees are listed in a grid below the link. The Name, Charge, City/State, Position, and Note fields appear on the grid.

  1. Click Add New Appointee to add a new Appointee. The Person Search window appears. It is best to search All Applications to avoid adding a duplicate record that may already be in the system.
  2. Click the Edit icon to make changes to an Appointee.
  3. Click the Delete icon to remove the Appointee from the system.

 

Appointee Information > Update

The Appointee Information > Update page allows you to enter or edit all of the information pertaining to an Appointee. There are tabs for each section of the Appointee record. An appointee is someone who is appointed to a position by a charge.

Appointee Information Tab

The Appointee Information tab displays information assigned to an Appointee and has options to modify these fields.

  1. Charge: Select a Charge from the drop-down list. The charge specified here is used for filtering appointees on the Appointee Information page.
  2. Conference Relationship: Select a Conference Relationship from the drop-down list. This is an optional field. (Conference Relationships can be added or modified on the Control Table Information page.)
  3. Special Appointment: Select a Special Appointment from the drop-down list. This is an optional field. (Special Appointments can be added or modified on the Control Table Information page.)
  4. Ethnicity: Select an Ethnicity from the drop-down list. This is an optional field. (Ethnicities can be added or modified on the Control Table Information page.)
  5. Clergy Couple?: Check this box if the Appointee is a Clergy couple. This is an optional field.
  6. Other Denomination?: Check this box if the Appointee is a different denomination. This is an optional field.
  7. Associate?: Check this box if the Appointee is an associate minister. This is an optional field.
  8. First Appointment: Enter the date of the Appointee's first appointment. This is an optional field.
  9. Ordained Deacon: Enter the date the appointee was ordained a deacon. This is an optional field.
  10. Ordained Elder: Enter the date the appointee was ordained an elder. This is an optional field.
  11. Present Appointment: Enter the date of the Appointee's present appointment. This is an optional field.
  12. Spouse: Enter the name of the Appointee's spouse. This is an optional field.
  13. # Children: Enter the number of children the Appointee has. This is an optional field.
  14. Account Type: Select either "Checking" or "Savings" from the drop-down list to activate the Bank Routing # and Bank Account # fields. This ACH information is used for billing when the invoice is created.
    • Bank Routing #: Enter a valid bank routing number (9 digits).
    • Bank Account #: Enter a valid bank account number (up to 17 digits).
  15. Note

 

Appointments Tab

Appointments are listed in a grid below the icon-link. The Start Date, End Date, Appointee, Position, Salary, and Note fields appear on the Appointments grid.

  1. Click the Add New Appointment icon-link to add a new Appointment. The Add New Appointment window appears.
  2. Click the Edit icon to make changes to an Appointment. The Edit Appointment window appears.
  3. Click the Delete icon to remove the Appointment from the Charge.

An example of the Appointments grid is displayed below.

Add New/Edit Appointment Window: Appointment Detail

  1. Start Date: Enter the appointment's start date.
  2. End Date: Enter the date the appointment is scheduled to end, or leave it blank for an open-ended appointment.
  3. Position: Select the Position from the drop-down list. This is an optional field. (Positions can be added or modified on the Control Table Information page.)
  4. District: Select the District from the drop-down list. This is an optional field. (Districts can be added or modified on the Control Table Information page.)
  5. Parsonage?: Select this option if the appointment includes a parsonage.
  6. Note
  7. Equitable?: Check this box to include the HQ Support in the pension calculation.
  8. Local Salary: Enter the amount of monetary support this Appointee receives from the local organization(s). (Base Salary, not including HQ Support or Housing Allowance.)
  9. HQ Support: Enter the amount of monetary support this Appointee receives from the headquarters.
  10. Housing Allowance: Enter the Housing Allowance for this Appointee. (Money to purchase or rent a residence.)
  11. Reimbursements: Enter the reimbursement amount.

Note: If the Equitable? The box is not checked, pension is calculated using Local Salary + Housing Allowance (up to the Plan Limit). If the Equitable? The box is checked, pension is calculated using Local Salary + HQ Support + Housing Allowance (up to the Plan Limit).

 

Appointment (Pension) Detail

  1. Charge: Select a Charge from the drop-down list. The charge specified here is used for filtering appointees on the Appointee Information Report.
  2. Bill To: Select either the Charge or the Appointee record to be invoiced when the Post Pensions process is run.
  3. Active?: Check this box if the pension is active and should be processed. (If unchecked, the appointee will not appear on the Post to Accounts Receivable page, and the pension cannot be processed.)
  4. Non-Standard?: Check this box to exclude the Pension from being recalculated when the Pension Plan is updated.
  5. Click the Add New Pension icon-link to add a new Pension.
  6. Click the Edit icon to make changes to an existing Pension.
  7. Click the Delete icon to remove the Pension from the Appointment.

 

Add New/Edit Pension:

  1. Type: Select the Pension Plan from the drop-down list. The Plan Percent, Plan Limit, and Annual Plan Amount fields display automatically.
  2. Click Apply to save the Pension and add another pension.
  3. Click OK to save the Pension and return to the Pension grid.
  4. Click Cancel to return to the Pension grid without saving any changes.
  1. Click the button to save your changes and return to the Charge Information\Appointments tab.
  2. Click Cancel to return to the Charge Information\Appointments tab without saving your changes.

 

Billing History Tab

The Billing History tab displays invoices processed through the Pension Billing application. Anytime the Post Pensions process is run on the Post to Accounts Receivable page, an invoice is created and displayed on the Billing History grid. When an invoice is paid in the Accounts Receivable application, the paid amount is updated in the grid.

The grid includes header columns for Invoice #, Date, Total, Paid (amount), and Outstanding (amount). An example of the Billing History grid is displayed below.

  1. Click the Expand icon to view more details for an invoice.
  2. Click the Collapse icon to view less detail for an invoice.

 

Phones Tab

The Phones tab displays the phone numbers assigned to an appointee and provides options to modify them. The following options are available on the Phones tab.

  1. Click the link to add a new phone number.
  2. Click the Edit icon to modify an existing phone number.
  3. Click the Delete icon to remove a phone number from the system.
  4. Click the Phone Type, Phone Number, or Extension header to sort the list of phone numbers by that header.

Add or Edit a Phone Number:

The following fields are available when adding or editing a phone number.

  1. Phone Type: Select the phone type from the drop-down list. (Phone types can be modified on the Lookups page: click Applications from the Top menu, then select Utilities > Lookups. The order of the Phone types can also be modified there.)
  2. Phone Number: Enter the phone number. The number is automatically formatted when your cursor leaves the field. For example, "9015551234" formats to "(901) 555-1234".
  3. ext.: Enter the phone number extension (optional).
  4. Unlisted: This check box is informational. Selecting this option does not prevent the phone number from printing on reports.
  5. SMS: This check box is informational.

Note: All phone numbers must have an Area Code. If a phone number is entered without an area code (7 digits), the default area code is added automatically. The default area code is specified on the Utilities > Organization page: click Applications from the Top menu, then select Utilities > Organization.

  1. Click the button to save your changes and return to the Phones tab.
  2. Click Close to return to the Phones tab without saving your changes.

 

Emails Tab

The Emails tab displays the email addresses assigned to an appointee and provides options to modify them. The following options are available on the Emails tab.

  1. Click the link to add a new email address.
  2. Click the Edit icon to modify an existing email address.
  3. Click the Delete icon to remove an email address from the system.
  4. Hover over the Note icon to display the text stored in the Note field.

Add or Edit an Email Address:

The following fields are available when adding or editing an email address.

  1. Email: Enter an email address. The address must be formatted correctly using the "@" symbol and a period.
  2. Note: Enter a Note (optional). Entering a note causes the Note icon to display on the Emails tab.
  3. Active: Only Active email addresses are used for contacting the appointee and for reporting purposes.
  4. Preferred: Only one email address can be designated as Preferred. The Preferred email address displays at the top of the List of Emails grid and is used by the system to contact the appointee and for reporting purposes.

Note: If the Preferred email address is not marked Active, the system defaults to the next available Active email address listed on the List of Emails grid.

  1. Click the button to save your changes and return to the Emails tab.
  2. Click Close to return to the Emails tab without saving your changes.

 

Addresses Tab

The Addresses tab displays the addresses assigned to an appointee and provides options to modify them. The following options are available on the Addresses tab.

  1. Click the link to add a new address.
  2. Click the Edit icon to modify an existing address.
  3. Click the Delete icon to remove an address from the system.
  4. Click the Address Type or Address header to sort the list of addresses by that header.

Add or Edit an Address:

The following fields are available when adding or editing an address.

  1. Address Type: Select the address type from the drop-down list.
  2. Address Line 1: Enter the first line of the address.
  3. Address Line 2: Enter the second line of the address (optional).
  4. Postal Code: Enter the Postal Code/Zip Code.
  5. City: Enter the name of the City.
  6. State: Select the State from the drop-down list using your mouse, or type the first letter of the state. Continue pressing the first letter to scroll through states beginning with that letter.
  7. Country: Select the Country from the drop-down list.
  8. Primary: Only one address can be designated as Primary. The Primary address displays on grids and is used by the system to contact the appointee and for reporting purposes.

Note: The Address Types and Country drop-down options can be modified on the Lookups page: click Applications from the Top menu, then select Utilities > Lookups. The order of the Address types and Countries can also be modified there.

  1. Click the button to save your changes and return to the Addresses tab.
  2. Click Close to return to the Addresses tab without saving your changes.

 

Demographics Tab

The Demographics tab displays optional fields for your information.

  1. Birth Date: Enter the appointee's birth date, or use the Calendar icon to select a date. Dates are automatically formatted when your cursor leaves the field. For example, "052872" formats to "5/28/1972".
  2. Social Security Number
  3. Salutation
  4. Gender
  5. Employer
  6. Position

 

Attachments Tab

The Attachments tab allows you to attach files from your device or scan images using the Scanner.Client.exe program. See the Attachments Help Page for detailed information regarding the attachments feature.

  1. Click the button to save any information that has been added or edited to the Charge record.
  2. Click Reset to restore the page to its state before any changes were made.
  3. Click Cancel to leave the page without saving any changes and return to the previous page.

 

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