store.lds.org - Bill to unit

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nockam-p40
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store.lds.org - Bill to unit

Postby nockam-p40 » Mon Nov 08, 2010 4:02 pm

With the new store I am no longer able to order materials by billing it directly to the unit (since the unit logins are no longer available). Does anyone know what role(s) have access to do this? I am told by the distribution center that I should have access (Executive Secretary) but it does not give me the option.

jonesrk
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Postby jonesrk » Mon Nov 08, 2010 4:37 pm

nockam wrote:With the new store I am no longer able to order materials by billing it directly to the unit (since the unit logins are no longer available). Does anyone know what role(s) have access to do this? I am told by the distribution center that I should have access (Executive Secretary) but it does not give me the option.

I don't know all the roles that have access, but as the ward clerk I ordered sacrament cups last week. As part of the checkout process, when choosing a payment type, I was given the option to bill it to the unit.

Hope this helps.
Ryan Jones
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crislapi
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Postby crislapi » Mon Nov 08, 2010 5:36 pm

nockam wrote:With the new store I am no longer able to order materials by billing it directly to the unit (since the unit logins are no longer available). Does anyone know what role(s) have access to do this? I am told by the distribution center that I should have access (Executive Secretary) but it does not give me the option.

A couple thoughts:
1) Double check your position in MLS and on CDOL. There are varying privilege levels based on calling. I am confident the exec has sufficient privileges to access the unit side of the store. If you can't, it is more likely your position is not being recognized.
2) If you are listed as the exec in MLS, make sure it is the standard position (indicated by a star) and not a custom field. Also, assistant execs and assistant clerks do not have access. You must be listed as THE executive secretary.
3) Are you going to the unit side of store.lds.org?
4) Final thought - do you have an LDS account?

See this thread for more. Of interest to you in particular will be post #7.

sghall
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Postby sghall » Tue Nov 09, 2010 4:47 pm

You would think that as Executive Secretaries, we would have access. However, we only have access (currently) to viewing and downloading forms. Ward clerks (and assistants) have access to actually bill to the ward. I noticed the difference when I was recently called as Ward Clerk too. After that, I had access to a lot more things, especially things I needed before in my role as Executive Secretary.

Going a bit off topic, and at the risk of sounding ungrateful, I think there is quite a bit of disconnect between HQ and the local units on the subject of Executive Secretaries. I think that Church HQ views the role as much more limited than that of Ward Clerk. Yet I have never seen a ward (or stake for that matter) where that is truly the case. Both callings in practice tend to overlap, which is fine; there is way too much administrative work for just one person to accomplish.

This thread is just another example showing that disconnect. In having to fulfill assignments from my bishop, I could not do all that I needed because certain items were limited only to the Bishop, Ward Clerk, or an Assistant Ward Clerk (still trying to figure that last one out...). I found that I could not fulfill my calling as executive secretary to the best of my ability (nor to the desires of my bishop), especially concerning relations/contact with Church HQ, until I was actually called as a Ward Clerk.

I apologize for blowing off a bit of steam here, but I'm glad to know I'm not the only one seeing the limitations.

sghall
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Postby sghall » Tue Nov 09, 2010 4:50 pm

crislapi wrote:2) If you are listed as the exec in MLS, make sure it is the standard position (indicated by a star) and not a custom field. Also, assistant execs and assistant clerks do not have access. You must be listed as THE executive secretary.


Just as a note, last I saw, our assistant ward clerk did have the option to bill to ward.

russellhltn
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Postby russellhltn » Tue Nov 09, 2010 4:59 pm

Rights have been expanded. You may find that your old calling has more rights now then when you last looked.
Have you searched the Wiki?
Try using a Google search by adding "site:tech.lds.org/wiki" to the search criteria.

crislapi
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Postby crislapi » Tue Nov 09, 2010 5:18 pm

sghall wrote:You would think that as Executive Secretaries, we would have access. However, we only have access (currently) to viewing and downloading forms. Ward clerks (and assistants) have access to actually bill to the ward. I noticed the difference when I was recently called as Ward Clerk too. After that, I had access to a lot more things, especially things I needed before in my role as Executive Secretary.

I do not see a problem with limiting executive secretary access. After all, execs do not handle finances. For example, they can't cut or sign checks or process donations. Just because expenses can now be made online does not mean more people should be allowed to do it.

Because privileges are linked to the callings you hold in MLS, if you are fulfilling the duties of a financial clerk, then you should talk to your bishop about officially calling you to that position as well or, at the least, allow you to be listed as one in MLS so that you can fully fulfill the responsibilities he assigns you.

lajackson
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Postby lajackson » Tue Nov 09, 2010 8:17 pm

sghall wrote:. . . certain items were limited only to the Bishop, Ward Clerk, or an Assistant Ward Clerk (still trying to figure that last one out...).


The Handbook assigns this specific responsibility to an assistant ward clerk. See pages 21 and 143 for details.

While assistant ward clerks can help a clerk do anything, many units have called an assistant ward clerk specifically for the assignment of ordering from the distribution center, keeping track of supplies and building materials, coordinating the annual curriculum order, and assisting members in ordering temple clothing.

mwgrover
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Postby mwgrover » Fri Nov 12, 2010 1:40 pm

I am an executive secretary, and I was able to log in to the administrative portion of store.lds.org and place our unit's 2011 curriculum order, just the other day.

Check the hints posted above - you should be able to place orders for your unit if everything is set up correctly.


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