user guide - cooljc · view new credentials figure 21- view credential listings selecting the menu...
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COOLJC Financial Reporting System PastorReport.COOLJC.org
User Guide
Developed for The Office of the Executive Secretary
Dr. Elijah Solomon, Executive Secretary
Developed By Information Technology Committee
Bishop Clarence Groover, Sr., Chairman Miss Alicia Smith, International Director of Technology
Elder Jule Bostick, Software Developer
Apostle Dr. James I. Clark Jr., Presiding Apostle
COOLJC FINANCE is a secure, web-based application that allows the COOLJC Pastors,
District Elders and Bishops both domestic and international to manage their demographic
information online and report finances to the corporate organization any time during the year.
It allows pastors to apply and submit for Church Charters, Tax Exempt Authorizations,
Credentials and Renewable Credential Cards on-line.
Payments can be done via Credit Card
Pastors can Request Usernames and Passwords
Sign electronic documents on-line
Credential Applications Approvals are done automatically
Integration with Charter And Credential Printing Component
Integration with Credential Card Printing System
Produce Camera Ready Copy of Pastor Reports for Minute Book Printing
This document will review the basic principles of data entry in COOLJC FINANCE.
Date Created: January 21, 2014 Last Updated: April 2, 2017
For More Information or Any Questions
Send E-Mail to: [email protected]
Copyright- This publication, including all photographs, illustrations and software, is protected under international copy-right laws,
with all rights reserved. Neither this manual, nor any of the material contained herein, may be reproduced without written consent of
the author. © 2014
Disclaimer: The information in this document is subject to change without notice. We make no representations or warranties with
respect to the contents hereof and specifically disclaims any implied warranties or merchantability or fitness for any particular purpose. We reserve the right to revise this publication and to make changes from time to time in the content hereof without obligation
of the manufacturer to notify any person of such revision or changes.
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Table of Contents Register a New User ............................................................................................................................ 4
Figure 1- Register ............................................................................................................................... 4
Figure 2- Enter Registration Information ................................................................................. 5
Logging In to COOLJC Financial Reporting System ............................................................. 6
Figure 3 -Login Screen ..................................................................................................................... 6
Accessing Your Church ...................................................................................................................... 7
Figure 4- Select Church Screen ..................................................................................................... 7
Figure 6- Pastor’s Menu Option .................................................................................................... 9
Figure 7- Statistics Screen ........................................................................................................... 10
Figure 8- Property & Tithe Screen ............................................................................................ 11
Figure 9- Assessment & Finance Screen ................................................................................ 11
Figure 10- Credit Card Input Screen ........................................................................................ 12
Figure 11 Credit Card Payment Receipt ................................................................................. 13
Charter Form ....................................................................................................................................... 14
Figure 12 Pastor’s Menu Options .............................................................................................. 14
Figure 13- Enter Data for Charter Form ................................................................................. 15
Tax Exemption Form ....................................................................................................................... 15
Figure 14-Pastor’s Menu Options ............................................................................................. 15
Figure 15- Enter Data for Tax Exempt Authorization ....................................................... 16
Create a New Credential for the First Issuance ................................................................. 17
Figure 16- Pastor’s Menu Options ............................................................................................ 17
Figure 17– Add New Credential ................................................................................................ 17
Figure 19- Enter Data for Credential Application .............................................................. 19
Figure 20- Shopping Cart ............................................................................................................. 20
View New Credentials ..................................................................................................................... 21
Figure 21- View Credential Listings ......................................................................................... 21
Figure 22- Credential Listings .................................................................................................... 21
Figure 23- Search Credential Holder ....................................................................................... 22
Figure 24- Select Credential Holder ......................................................................................... 22
Figure 25- View Credential Holder Renewal Information .............................................. 23
Figure 26- Update Credential Holder Renewal Information .......................................... 23
Figure 27- Credential Card Renewal Shopping Cart .......................................................... 24
Elevation of Existing Credential Holders .............................................................................. 24
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Figure 29- Select Credential Holder ......................................................................................... 25
Figure 30- View Credential Holder Information ................................................................. 25
Figure 31- Update Credential Application for Elevation ................................................. 26
APPENDIX .............................................................................................................................................. 27
Figure 32- Pastor Report Hardcopy ......................................................................................... 28
Figure 33-Church Charter Application Hardcopy .............................................................. 29
Figure 34- Tax Exempt Request Hardcopy ........................................................................... 30
Figure 35- Credential Application Hardcopy ....................................................................... 31
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Register a New User
Figure 1- Register
Visit https://pastorreport.cooljc.org/ and click on “Register” link at the top
right of the menu bar or click on “Register if you don't have an account.”
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Figure 2- Enter Registration Information
The user enters registration information and click on the “Submit” button.
The following message will appear below once it is submit.
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Logging In to COOLJC Financial Reporting System
Open a browser (Google Chrome, Mozilla Fire Fox and Microsoft Internet
Explorer) and enter the following URL in the address line:
https://pastorreport.cooljc.org/ Enter your username and password that you
created when you were given access to COOLJC Financial Reporting
System as seen in Figure 5
Figure 3 -Login Screen
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Accessing Your Church
From the Select Church Screen, click on the select by the church for which
you will be entering data or making online payment (Figure 4). The screen
displays Church and Pastor information from the database (Figure 5).
Figure 4- Select Church Screen
Select – displays a view of the church record (Scroll Figure 5 by clicking
Next at the bottom of each screen).
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Figure 5- Church/ Pastor Info Screen
This allows the pastor to edit and update information to the record by
clicking the “Save” Button (Click on Save at the left top Screen Figure 5)
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Figure 6- Pastor’s Menu Option
Selecting the menu option from the “Form to Add or View” dropdown to
“Pastor Report”
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Figure 7- Statistics Screen
One statistical record is created for each Minute Book year. The statistics
can be updated as long as the Minute Book Year does not change. Example,
as long as the system is processing for the 2017 Minute Book Year the
statistics record can be updated. When processing start for Minute Book
Year 2018 a new statistical record is created. Statics are kept for each year
for comparison purposes.
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Figure 8- Property & Tithe Screen
One Property & Tithe record is created for each Minute Book year. The
Property & Tithe record can be updated as long as the Minute Book Year
does not change. Example, as long as the system is processing for the 2017
Minute Book Year the Property & Tithe record can be updated. When
processing start for Minute Book Year 2018 a new Property & Tithe record
is created. This information is kept for each year for comparison purposes.
Figure 9- Assessment & Finance Screen
This screen accepts Pastor Assessment a financial transaction for the current
Minute Book Year. You can enter multiple assessments within a Minute
Book Year.
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Figure 10- Credit Card Input Screen
This screen allows the user to input their credit card information to submit
payment.
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ONLINE RECEIPT MERCHANT NAME: Church of Our Lord Jesus Christ of Apostolic Faith, Inc. 2081 Adam Clayton Powell Jr, Blvd New York, NY 10027 Phone: 404-502-6207 URL:www.cooljc.org Thank you for submitting your Pastor Report and payment. SUMMARY DETAILS: Holy Convention Year: 07-01-2016 Report Date: 3/17/2017 9:22:53 PM Purchaser‘s Information: John Doe 123 Martin Luther King Blvd Orlando FL 33803 United States Payment Details: Payment Type: Credit Card Card No:xxxxxxxxxxxx1111 Total Amount Paid: $100.00 Payment Details: Church Assessment: $200 _______________________________________ Confirmation No:241PNI Transaction Date/Time:2017-03-17 21:22:03
Figure 11 Credit Card Payment Receipt
The user will get a receipt for payment by email.
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Charter Form
Figure 12 Pastor’s Menu Options
Selecting the menu option from the “Form to Add or View” dropdown to
“Charter Form”
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Figure 13- Enter Data for Charter Form
The user enters the required information designated on the form and submit
for payment by selecting the “Next-Submit Payment” button at the bottom of
the screen.
Tax Exemption Form
Figure 14-Pastor’s Menu Options
Selecting the menu option from the “Form to Add or View” dropdown to
“Tax Exemption Form”
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Figure 15- Enter Data for Tax Exempt Authorization
The user enters the required information designated on the form and the
electronic signature by using the mouse to draw a signature in the box. The
user submits for payment by selecting the “Next-Submit Payment” button at
the bottom of the screen.
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Create a New Credential for the First Issuance
Figure 16- Pastor’s Menu Options
Selecting the menu option from the “Form to Add or View” dropdown to
“Create or Search for Credential”
Figure 17– Add New Credential
Click on the + button to add a new credential
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Figure 19- Enter Data for Credential Application
The user enters the required information designated on the form and the
electronic signature by using the mouse to draw a signature in the box. The
user submits for payment by selecting the “Submit Form” button at the
bottom of the screen.
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Figure 20- Shopping Cart
Once the credential submitted, it is place in an electronic shopping cart.
This screen allows you to do the following:
The user can create additional credentials for a single church by
selecting the + button to add new credential. This allows for multiple
types of credentials to be submitted i.e. Elders, Senior Missionary,
Deacons, etc.
This screen also allows you to check out and make payment for all
credentials submitted for processing by selecting the check box and
then click on the “Check Out” Button in the middle of screen. Once
you select “Check Out” Button, the credit card payment screen will
appear.
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This screen also allows you to view credentials status of those
submitted and paid for.
View New Credentials
Figure 21- View Credential Listings
Selecting the menu option from the “Form to Add or View” dropdown to
“View New Credentials Listings”. This allows the user to view any “NEW”
credentials submitted during the Convocation Year at any time.
Figure 22- Credential Listings
Credential Card Renewals
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Figure 23- Search Credential Holder
The user can for search by the following with their church:
Search by Individual Name- Enter last name in the Last Name text
box and then click on “Search Members” button
Search by All individuals- Leave Last Name text box blank and click
on click on “Search Members” button
Search by Credential Type – Select from Credential Type dropdown
list and select the type and click on “Search Members” button
Figure 24- Select Credential Holder
Select the individual for credential card renewal by click the “View” link.
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Figure 25- View Credential Holder Renewal Information The user can view the credential holder information and select “Renew
Credential Card”.
Figure 26- Update Credential Holder Renewal Information
The user can update the credential holder’s information and submit for
payment. The record is place in the shopping cart and the user
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Figure 27- Credential Card Renewal Shopping Cart
This screen also allows you to check out and make payment for all
credentials submitted for processing by selecting the check box and
then click on the “Check Out” Button in the middle of screen. Once
you select “Check Out” Button, the credit card payment screen will
appear.
The user can renew additional credentials for a single church by
searching for credential cards. This allows for multiple types of
credentials to be submitted i.e. Elders, Senior Missionary, Deacons,
etc.
Elevation of Existing Credential Holders
This allows the credential holder to one level to the next by submitting a
new credential application. For example, a social missionary elevated to a
senior missionary.
Search and View for Credential Holder
Figure 28- Search Credential Holder
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Figure 29- Select Credential Holder
Select the individual for elevation by click the “View” link.
Figure 30- View Credential Holder Information
Select the “Create Elevation Credential” Button to create a new credential
application for user.
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Figure 31- Update Credential Application for Elevation
The current information copied over on the new credential form and the user
will update the information. For example, change the credential type to the
new one. Once information updated, the user clicks on the “Submit Form”
Button at the bottom of the screen. Once the credential submitted, it is place
in an electronic shopping cart. The user can check out. See Figure 20.
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APPENDIX
The system is designed to accommodate manual transcription of information
from the hardcopy forms into the online data entry forms. There is one Data
Entry Form for each section of the hardcopy Pastor Report Form (Figure
32), Church Charter (Figure 33), Tax Exempt Authorization (Figure 34), and
Credential Application (Figure 35).
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Figure 32- Pastor Report Hardcopy
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Figure 33-Church Charter Application Hardcopy
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Figure 34- Tax Exempt Request Hardcopy
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Figure 35- Credential Application Hardcopy