Ruby Magic Applications Step by Step Guide June 2012

1. Ruby Magic Applications Step by Step Guide June 2012

2. Ruby Magic • Ruby Magic allows Managers to apply for a pool of additional Rubies to use as motivation to achieve goals and objectives, as set by themselves, in the form of customized Incentive campaigns. • Cost Centres fund their own additional Rubies. The Ruby Magic application process has been improved. A step by step guide follows…

3. Step 1 After logging in, click on “Ruby Magic”.

4. Step 2 Click on “Request funds” under Quick Links. Quick links only available to those with rights to Ruby Magic applications.

5. Step 3 Complete all of the required fields of the Ruby Magic Request form.

6. Step 3.1 • PIF at 9.6% (Postage, Insurance & Freight) • - VAT at 14% • Ensure box is ticked to be able to complete application. Once all fields are complete, click on “Send me a Pro-forma invoice”.

7. Step 4 A message will pop up asking if you are sure you want to submit your request. If you are sure, click “OK”.

8. Step 5 Click on “x” to exit message. Message will pop up confirming that your request has been made – it also advises on steps to follow. • After receiving the pro-forma you will need to gain the internal approvals required. • To obtain a PO number, contact your Finance Department.

9. Example of a pro-forma invoice Total cost for points requested Account details for payment

10. Step 5 After you have received your PO number, come back to the Ruby Magic page and click on “Review a request”.

11. Step 6 & 7 Click the “Manage” button of the application you wish to proceed with. • Update your application with the: • Pro-forma Invoice Number • Purchase Order Number • Then click on “SEND ME AN INVOICE”.

12. Step 8 Click on “x” to exit message. Message will pop up confirming that your request has been made – it also advises on steps to follow. Please note: applications pending for longer than 60 days will automatically expire.

13. Step 9 • Once the following has occurred, you can carry out this step: • Arranged for payment accordingly • Funds have reflected in the Trust account • Points have been issued to your campaign Click on “Allocate funds from my campaign” to award points.

14. Step 10 After selecting the desired campaign, fill in the RUBY MAGIC ALLOCATIONS form. Insert value of Rubies to be awarded Once completed, click “ADD PARTICIPANT”

15. Step 11 Selected information will be populated into a field, click on “ALLOCATE” to award the points.

16. Step 12 Click on “OK” to confirm allocation.

17. Step 13 Your application will then appear in the “Previous Allocations section”.

18. Ruby Magic Cheque Cheque can be completed and printed and used to publicly recognise the awarded individuals.

19. If using Firefox If using Firefox as your browser, you may come across this message: Firefox is trying to make your browsing experience “better” by giving you the option to hide unwanted popups (e.g. on slide.7,8, 12…). If you no longer want to receive the pop up messages then tick the box and click “OK”.

20. THANK YOU • Toll-free Ruby Club Helpline: 0800 007 829 • info@rubyclub.co.za • www.rubyclub.co.za