Reward & Recognition Training Guide January 2016 · Contact Hallmark Business Connections with Ordering Questions • [email protected] • 1-800-675-4438 Account

Reward & Recognition

(R&R) Order Import

Training Guide

January 2016

Order Import Overview page 3

Order Import of Premiere Choice Gift Certificate Awards page 4

Order Import of Cash Awards page 21

Table of Contents

3

Order Import Overview

The Order Import tool on this site allows nominators to place

large Premiere Choice Gift Certificate or Cash Award orders

through an upload file instead of through the traditional order

process

The Order Import tool is particularly useful for an award order

where you…

• … are ordering more than 25 items in a single session

• … have a variety of different awards to order, with varying award

amounts, custom messages, logos, etc.

• …know the award recipients’ employee IDs

NOTE: Premiere Choice Gift Certificate Awards and Cash Awards

CANNOT be ordered in the same Order Import file. They must be

entered in separate files.

4

Award Ordering Guide

Large Order Import Process

for Premiere Choice Gift Certificate Awards

5 Order Import

Process for Premiere Choice Gift Certificate Awards

Select the Premiere

Choice Gift Certificate

Award Program button

To order Premiere

Choice Gift Certificate

Awards, begin the order

import process by

clicking on the Order

Import button.

6 Order Import

To create your order

import spreadsheet,

start with the upload

template provided.


7 Order Import


The field descriptions

are listed below for

Premiere Choice Gift

Certificate Awards.

If you would like a

printer-friendly

document with these

descriptions, click the

Print Field

Descriptions button.

Anyone using Order

Import will need to

download a new

template that contains a

column to note the

Reason Codes for each

employee.

Upload the CSV

Template

8 Order Import


Example of printer-friendly field

descriptions for Premiere Choice

Gift Certificate Awards.

New “Reason Code” field added

with a link to all 10 reasons to

recognize.

9

Order Import

Sample of a completed Premiere Choice Gift Certificate Award Upload Spreadsheet

Tips to Avoid Import Errors

1. Fill in appropriate fields and save as an Excel file.

2. To accommodate Exelon’s employee ID structure of some, but not all, employee IDs beginning with leading

zeroes, you need to enter an apostrophe before the ID number. For example, if you are entering 999847 in the

Employee ID field, you would enter it as ‘999847.

3. If you do not know the Employee ID, you can look it up by exiting the Order Import process and entering into the

single order process where you will be directed to an recipient search page. The search results will return

employee ID. Exit the single order process and resume the Order Import process.

4. If you choose either “NOM” or “REC” as the Shipping Options, you do not need to fill in Delivery Email or

Address fields. This information will be pulled from the HR file.*

Shipping Options Legend (for Premiere Choice Gift Certificate Awards only)

“NOM” - Ship to Nominator

“REC” - Ship to Recipient

*For Premiere Choice Gift Certificate Awards only


Reason Code

Customer Service

Safety

Innov – Disruptive

Customer Service

Op Excellence

10 Order Import


Click on Return to

Upload Screen

11 Order Import


Click Browse

button. Locate

your order file

saved to your

computer. Click

on Upload File.

12 Order Import


The Additional Greeting

field is a 30 character field

that displays directly below

the recipient’s name on the

Premiere Choice Gift

Certificate Award. If you

left the Additional

Greeting field blank by

design, just click

Continue. If you

inadvertently left it blank,

click Re-Import, update,

add your additional

greeting and save your

spreadsheet. Click the

Upload button again.

13

Order Import


Example of a Premiere Choice

Gift Certificate Award import

with errors

VEXELON (the email award

background) was entered in the

Award Background field but

‘paper’ was entered in the Award

Delivery Method field.

Click the Re-Import Order button,

correct the spreadsheet and go

through the upload process again.

14 Order Import


Example of a successful import

for Premiere Choice Gift

Certificate Awards

Click the Add to Cart button to

continue.

Reason

Code

Cstmr

Svc

Safety

Process

Imprvt

Cstmr

Svc

Dmnst

CComp

15

Order Import


Preview of Employee # 3 Award

Review the Cart. Use the Preview link to preview the award, the Edit link to

make changes and the Remove link to remove the award from your cart.

16 Order Import


Here is where you can review the

shipping information for your order.

For Awards that have the shipping

option of “OTH”, you will notice a

“CHANGE ADDRESS” link, if you

need to change the address or

email address that was on the form,

you may click on the link and edit.

The addresses and email

addresses for awards with the

shipping option of “NOM” and

“REC” cannot be edited.

The shipping summary page

displays first by shipping method

(email awards are always at the

top) and then by the value of the

award with the highest value

awards listed first.

Once you have verified the

shipping information is correct, click

Continue.

17 Order Import


The first time you order

awards, you will see this

screen. Click Add

Credit Card.

18 Order Import


Fill in required information

and click Add. Please use

a valid Exelon credit card.

Do not use your personal

credit card.

19 Order Import


This page is an opportunity to

review your order before

placing it. Confirm the Order

Payment Summary section,

check the Email Order

Confirmation box if you’d like

to receive an order confirmation

email, change the Order Name

if you’d like and click on Place

Order.

20 Order Import


Order Confirmation page.

6/3/2015 1:55:17 PM

21


Large Order Import Process

for Cash Recognition Awards

22 Order Import

Order Import for Cash Recognition Awards

Advantages and Disadvantages

Advantage o Faster ordering rather than performing an individual recipient search

Disadvantages o A large Order Import file will often contain a variety of cash award

amounts. Before Hallmark can process the order, approvals must be

granted for all cash awards contained within the order. For example, if

the order contained 10 $1000 awards and 20 $5000 awards the

individuals receiving $1000 will need to wait for all $5000 awards to

gain approval from the BU President before being processed.

o If the approval time expires (after 30 days) with any nomination in an

order not being approved or denied, none of the approved awards will

be sent to employees.

o It’s recommended that the Order Import of cash awards be done by

the office of BU president so the only award approval needed is the

OpCo HR Lead, minimizing the number of different approvers

involved.

23 Order Import

Process for Cash Recognition Awards

Select the Cash

Program.

Begin the Cash Awards

order import process by

clicking on the Order

Import button.

24 Order Import


To create your order

import spreadsheet,

start with the upload

template provided.

25 Order Import


Upload the CSV

Template

The field descriptions

are listed below for

the Cash Recognition

Awards.

If you would like a

printer-friendly

document with these

descriptions, click the

Print Field

Descriptions button.

26 Order Import

Example of printer-

friendly field descriptions

for Cash Awards.


Dollar value of award (do not include dollar signs or decimals.) Available in increments of $50 above award

minimum value.

27

Sample of a completed Cash Award Upload Spreadsheet

Tips to Avoid Import Errors

1. Fill in appropriate fields and save as an Excel file.

2. To accommodate Exelon’s employee ID structure of some, but not all, employee IDs beginning with

leading zeroes, you need to enter an apostrophe before the ID number. For example, if you are

entering 999847 in the Employee ID field, you would enter it as ‘999847.

3. If you do not know the Employee ID, you can look it up by exiting the Order Import process and entering

into the single order process where you will be directed to an recipient search page. The search results

will return employee ID. Exit the single order process and resume the Order Import process.


Order Import

28 Order Import


Click on Return to

Upload Screen

29 Order Import


Click Browse

button. Locate

your order file

saved to your

computer. Click

on Upload File.

30 Order Import


Example of a

successful import

for Cash Awards

Click the Add to Cart

button to continue.

31 Order Import

Review the Cart. Use the Edit link to preview or make changes to the

award and the Remove link to remove the award from your cart.


Preview of a Cash Award

32 Order Import


This page is an opportunity to

review your order before

placing it. Confirm the Order

Payment Summary section,

check the Email Order

Confirmation box if you’d like

to receive an order confirmation

email, change the Order Name

if you’d like and click on Place

Order.

33 Order Import


Order Confirmation page.

34

Contact Hallmark Business Connections with Ordering

Questions

• [email protected]

• 1-800-675-4438

Account Managers are available Monday through Friday from

8:00 a.m. – 5:00 p.m. Central time, excluding holidays.


Documents

Reward & Recognition Training Guide January 2016 · Contact Hallmark Business Connections with Ordering Questions • [email protected] • 1-800-675-4438 Account