ActiveNet User Materials - Chicago Park District

Administrative Tasks Start of day 1. Login: enter user name and password at online prompt. Only login when performing tasks within ActiveNet, logout when walking away from the workstation. If another user is logged in when approaching the workstation, log them out before proceeding. Training website: iner/login LIVE website: gin 2. Select a Workstation: choose from available list to correspond to the physical location of conducting ActiveNet business. For most users, this should be the Front Desk of a park. Parks are listed in alphabetical order by Region, Area, and the Park Name. 3. Workstation Correction: Internet Explorer and other browsers retain workstation selection upon login into Active on the computer as a "cookie." The browser will use this cookie to automatically determine the workstation every time the user logs into Active from that computer. If a user selected an incorrect workstation once, the error will perpetuate until the cookies are cleared. Selecting a different workstation after logging in will not resolve the problem. End of Shift Run Cash Receipts report and confirm cash in drawer is accurate. 1. Click on Reports icon from banner menu. 2. Click on Cash Receipts under “daily close reports” from dashboard or left menu. 3. On filters menu, check “Summary report” box, click “run report,” print report. 4. Go to POS layout (POS Icon on banner menu), click “open drawer” or manually open drawer by turning key to the right and back to center. 5. Leaving employee counts out cash, remaining employee counts out cash, values are confirmed against total cash from report (listed under “sub-total cash”) both employees initial printed Cash Receipts report. 6. If cash does not balance, leaving employee must remain until difference is fixed. If difference cannot be fixed, an overage/shortage must be entered within POS: a. if over, on POS, select Drawer Over, key in amount over, select “payment cash,” Tender b. if short, on POS, select Refund Item, Drawer Over, key in amount, select “payment cash”, Tender c. print out new Cash Receipts report to reflect corrected totals 7. Keep report with end of day materials. End of day Run Cash Receipts report and confirm cash in drawer is accurate. 1. Click on Reports icon from banner menu. 2. Click on Cash Receipts under “daily close reports” from dashboard or left menu. 3. On filters menu, check “Summary report” box, click “run report,” print report. 4. Go to POS layout (POS Icon on banner menu), click “open drawer” or manually open drawer by turning key to the right and back to center. 5. Leaving employee counts out cash, noting totals by denomination on back of report, values are confirmed against total cash from report (listed under “sub-total cash”); employee initials front of printed Cash Receipts report. 6. If cash does not balance, leaving employee must remain until difference is fixed. If difference cannot be fixed, an overage/shortage must be entered within POS: a. if over, on POS, select Drawer Over, key in amount over, select “payment cash,” Tender b. if short, on POS, select Refund Item, Drawer Over, key in amount, select “payment cash”, Tender c. print out new Cash Receipts report to reflect corrected totals 7. Keep report with cash, secure both together. 8 Page

Reconciliation 1. Run Cash Receipts report in detail (do not check “summary report” box) for timeframe of funds being reconciled/deposited, print two copies: one for Finance, one for Park. 2. Confirm detailed Cash Receipts report values (sub-total cash/check) matches cash and checks to be deposited with the bank. 3. Enter deposit amount on weekly deposit log for the day it was deposited. (no breakdown by fund string necessary) 4. Enter credit card total on day credit card transactions were performed (may not match up with day of deposit). 5. Attach all “end of day materials,” including pink copy of bank deposit slip, behind end of day Cash Receipts report, attach each day’s attachments behind Weekly Deposit Log. 6. Copy completed Weekly Deposit Log and attach park’s copy of detailed daily cash receipts report and yellow bank deposit slip and file at the park. 7. Submit Weekly Deposit Log with attachments to Finance. Customer Account Management Establish an account for a customer 1. From “Enhanced Customer View” (default setting upon login, or select Customers icon from banner menu), look up customer by typing in the customer’s name. Verify address, Date of Birth, or other factors to confirm if a similar account found*. *The system automatically generates customer accounts for all users (i.e. employees) will be listed as customers. These accounts may not be used and if one of these employees also wants to register, they should create their own separate account as a customer, in addition to the employee account. 2. If no account exists, add new by clicking “add new” button. Please review important notes below. 3. Upon completion of all fields, select “save” if this is the only account being created, otherwise select “save and add a new family member” to add a child to an adult’s account, as an example. Customers may have more than one family association, as in the case of a child of separated parents. If adding a new family member, many details provided in first account (such as last name, address, etc.) will be carried over to subsequent account for convenience, but any field may be overwritten as necessary. Important Notes: Adult accounts should be set up first, followed by any children/dependents. Field names with an asterisk (*) are required. For phone number, either primary or secondary is required, not both. For Text Message Alert phone numbers, if the customer agrees to provide carrier information, we may utilize this communication method to relay time-sensitive information (e.g. last minute cancellation) to customers via text message. Email address is required IF the customer would like access to their account from home (via Public Access). Security information (password, security question) should not be completed. “Promotional email” box is where the customer agrees to receive ANY emails form CPD, including, but not limited to: urgent activity-based messages, periodic park updates, schedule reminders (holidays), etc. The consent goes beyond “promotional” emails and should be conveyed to the customer as such. Customer type should always be “Private Individual/Org.” Resident box should be checked automatically after entry of city and zip code combination, assuming it matches residency verification list within the system. o Chicago must be spelled correctly in order for residency box to be checked automatically. Because it is a simple check box, care must be taken that it is checked when needed, and not accidentally unchecked. 9 Page

o Residency box will determine fees charged at time of transaction and may not be overridden during a transaction. If residency is incorrect (i.e. box unchecked for Chicago resident), it must be corrected at the account level prior to conducting a transaction. o If residency is verified with a customer, it should be noted in the “customer notes” section of the account profile. o Occasionally the system will override the city provided when a zip code is shared by two cities. When this happens, save the customer record, then edit the address/residency box separately. Check “head of household” box for adult family member who is primarily responsible for payments for the family. If Date of Birth is verified with a customer, it should be noted in the “customer notes” section of the account profile. For emergency contact phone number, either home or other is required, not both. Security information section should be skipped: customers will establish their login password and security question on their own upon accessing from home using the “forgot password” option. Under questions section, the first five questions are required, all others are optional. Demographic questions in particular are being asked for information purposes only. o If a customer indicates an Inclusion Aide is needed under the Special Needs question, be sure to also complete the request for an Aide with Special Recreation. Answering the question does not replace the existing procedure for requesting an Inclusion Aide. PRACTICE EXERCISES 1. Create a customer account for yourself. 2. Create customer accounts for your favorite Movie Star and his/her child. Make them non-residents. 3. Create a customer account for your (real/dream) spouse; make him/her your family. 4. Create a customer account for your favorite Baseball player. Update an existing customer record 1. From “Enhanced Customer View,” look up customer by typing in the customer’s name. 2. View customer’s account by reviewing search results and clicking on the name of the desired record. 3. Within the contact information box, choose “Edit” option in the blue header bar. 4. From the list of action options, choose based upon what needs to be updated: a. Choose “Change Details” to update name, gender, or DOB. Public Access password is available here as well, but should not be modified by Park Staff. b. Choose “Change address” to update residential/mailing address, residency status, phone numbers, email address, and emergency contact information. c. Choose “List Custom Questions” to update the mandatory questions on account: Medical needs, school, pick up information, and walk home information. Update Family members 1. From “Enhanced Customer View,” look up customer by typing in the customer’s name. 2. View customer’s account by reviewing search results and clicking on the name of the desired record. 3. Click the “Family” tab to the right of the contact information box. 4. Choose “Manage Family Members” within blue header bar. 5. From pop up window, choose based upon the new family member to be added: a. If the family member already has a customer account, choose “Add existing customer to selected family” i. Search by name to find customer record of family member to be added, Search ii. Review search results and click on the name of the desired record. b. If the family member does not have a customer account, choose “Add new customer to selected family” i. Complete fields for the new customer record, Save 10 P a g e

ii. Some fields will be pre-populated, based upon answers from the starting customer’s account Merge a Customer When: If a customer record is created that matches an existing record, the user will be prompted to act on the potential duplicate record: Merge: Consolidate the comparison customer and the duplicate customer into one customer record; Exclude: Prevent the two customers from being considered potential duplicates in the future; Ignore: Leave all the customer records as they are. If a second record is found to be for the same customer that is already in the system, the following steps should be followed: 1. Search for one instance of the customer in the Enhanced Customer View (ECV), then the other 2. Note what family relationships exists for the secondary instance 3. Click Edit from the customer information title bar 4. Click Merge Two Customers 5. Search for second instance of the customer 6. Select which fields the consolidated customer should retain 7. Click Merge 8. Confirm the merge, primary account will remain, secondary account history will be merged with it 9. From the primary account, reestablish any needed family relationships from the secondary profile (now consolidated) Add a Customer Note When: Customer’s DOB is confirmed, Residency/Address is confirmed, Membership Card issued, multiple NSF checks received, waiver form received, Doctor’s Note Membership discount offered (once per customer for life). 1. Search for the customer in the Enhanced Customer View (ECV) 2. Click Add from the Customer Notes / Alerts title bar 3. Click List Custom Questions under Customer Lists 4. Select note type 5. Enter short description and detail notes 6. Click Save 7. Click Close Re-print Receipt 1. Search for the customer in the Enhanced Customer View (ECV) 2. Click the History tab 3. Check the transaction types to be included in the search (defaulted values are OK) 4. Select the date range to be included in the search (default is last three months) 5. Click Get Records 6. Click the receipt number from the detail column, receipt will open in new window 7. Click Printable version of the receipt from the list of actions 8. Click Print Receipt Look up 1. Select Front Desk Icon 2. From left menu, Receipts 3. Under Receipts, select Lookup Receipt 4. Search by desired method, such as: a. Customer Name and/or address Last 4 digits of credit card used (this may pull up multiple customers’ information, since many cards may have the last four digits in common) NOTE: This method will automatically display the last receipt prepared in the “receipt number” box. Adjust Customer Account Balance When: Park collects funds in advance of a registration, as for Hardship requests. 1. Look up the paying customer’s profile under Customer Search. 2. From the Customer page, select Adjust Balance under Account Balance Box (lower left corner). 11 P a g e

3. Enter credit information. a. Enter brief description of credit in Description box, “Advance payment for Enrollment”. b. Select "Credit Account" radio button, enter amount in Credit Amount box. c. Enter detailed description under Staff Notes and copy and paste into Customer Notes i. Click on Staff Notes to open box ii. Ignore "standard notes" but rather enter information directly into large text box: “(enrollee name) to be enrolled in (activity name, number) with Hardship Discount” d. Click Submit. 4. On Receipt Review screen, select Pay. 5. Leave Payer as default, same customer as selected in step A. 6. Enter payment information based on type of payment (check, cash, credit card), click Pay 7. From Receipt Actions page, choose Finish. 8. Print out receipt for customer. Collect on an NSF check When: A customer pays by check for a receipt issued by Active and the check is returned NSF. The customer’s account has been modified by Treasury staff to reflect the cancelled payment and assessment the NSF fee. These steps support the NSF policy outlined in the Finance Manual. 1. Treasury will adjust the customer’s account by cancelling the payment and assessing the NSF Fee. NSF notice will be distributed to the Park which includes the affected c

c. print out new Cash Receipts report to reflect corrected totals 7. Keep report with end of day materials. End of day Run Cash Receipts report and confirm cash in drawer is accurate. 1. Click on Reports icon from banner menu. 2. Click on Cash Receipts under "daily close reports" from dashboard or left menu. 3.