Clients

People

• Fix Duplicate Client Records

Funeral Directors

·       Search for an Existing Funeral Director

·       Create a new Funeral Director

·       Amend details of an Existing Funeral Director

·       Set up a Funeral Director as a Head Office Funeral Director

·       Set up a Funeral Director as a Branch Funeral Director

·       Set up a Funeral Director for Direct Billing

All Bookings

·       Search for a cremation, burial, scattering or exhumation record using deceased name

How to fix Duplicate Client records

1.     Select Tools from the top menu bar

2.     and then Fix Duplicates from the drop down menu

3.     Select the role from the drop down list for Client Role in the top left hand corner.      

4.     A list of all clients of this role will appear

1.     Select the entry from the duplicates in the list that you wish to keep. (If unsure which to select, use the Client id to check details using the Clients on the Outlook bar)

2.     Click on the "Select as Master Entry" button in the bottom left hand corner of the screen.

3.     The selected entry will appear as the Master entry

1.     Click on the "Find Duplicates" button in the top right hand corner of the screen.

2.     The duplicated entries will appear on the Merge List on the right hand side of the screen

3.     Tick the boxes of the entries you wish to merge.

4.     Click on the button in the bottom right hand corner of the screen. You will see that the duplicated entries in the original list on the left hand side have been cleared.

Funeral Directors

• Search for an Existing Funeral Director
• Add a new Funeral Director
• Amend details of an existing Funeral Director
• Set up a Head Office Funeral Director for Billing
• Set up a Branch Funeral Director for Billing
• Set Up an Independant Funeral Director for Billing
• Set up a Funeral Director for Online (Internet) bookings
• Set up a Funeral Director for Bacas Voice (Telephone) Bookings

1.     Select Client from the Outlook bar on the left hand side

2.     Select Funeral Directors from the expanded selection

1.     The Search for Funeral Directors screen will be displayed.

2.     Click on the New button

The Funeral Director Information screen will open with the General tab and the Frequently Used option selected.

1.     Enter the name of the Funeral Director in the Company field

2.     Enter a contact name in the Contact field

3.     Enter the address and post code in the Address Line and Post Code fields

4.     Enter land line and mobile telephone numbers in the Telephone1 and Mobile fields

5.     Click on the Save button

1.     Click on the Other Info tab

2.     Click on the Pencil

1.     Enter a second telephone number in Telephone 2   field

2.     Enter a fax number in the fax field

3.     Enter an email address in the Email address field

4.     Enter a web address in Web field

5.     Click on the Save button

6.     Click on Close

The basic information for the Funeral Director is now set up in BACAS.

To set the Funeral Director up for billing follow one of the following links:

Set Up A Head Office Funeral Director For Billing if this funeral director is a head office funeral director and you wish branch funeral directors to be invoiced to the head office.

Set Up A Branch Funeral Director For HO Billing if this funeral director is a branch funeral director and you wish all financial transactions to be invoice to the head office.

Set Up An Independent Funeral Director For Billing if this funeral director is an independent funeral director and you wish all financial transaction to be invoiced directly.

To set the Funeral Director for remote bookings follow one of the following links:

Set Up A Funeral Director For Telephone BACAS Voice Bookings

Set Up A Funeral Director For On Line Bookings

1.     Select Clients from the Outlook bar on the left hand side

2.     Select Funeral Directors from the expanded selection

Enter the Surname, Address, Postcode or frequency  of the Funeral Director and click on the Search button

The Funeral Director Information screen will be displayed.

1.     To amend any field, click on the Edit pencil

2.     The screen will switch to edit mode.

3.     Enter amendment and click on the Save button

1.     Select Client from the Outlook bar on the left hand side

2.     Select Funeral Directors from the expanded selection

The Search for Funeral Directors screen will be displayed.

Enter the Surname, Address, Postcode or frequency of the Funeral Director and click on the Search button

The Funeral Director Information screen will be displayed.

Select Client from the Outlook bar on the left hand side.

Select Funeral Directors from the expanded selection.

The Search for Funeral Directors screen will be displayed.

Enter details to select the required Funeral Director and press Search

The Funeral Director Information screen will be displayed

Select the Billing Tab and click on the Edit pencil

1.     Ensure the Head Office Indicator is ticked

2.     Ensure the Billing Indicator is ticked

3.     An Account code can be entered if required as a link for the Funeral Director to an external accounting system (optional)

4.     Select Period Type as Cash

5.     Select Period Frequency according to the period for invoicing (See below)

6.     Select Period Length according to the frequency of the period. (For example select Monthly and 1 if you intend to process invoices once each month. Select Weekly and 2 if you intend to process invoices every 2 weeks)

7.     Set the Next Collection Date. For a Monthly period this would be the 27th. For a Weekly period, use the coming Thursday’s date. BACAS will allow processing of invoices for this FD to take place after this date but not before. This date will be incremented at the time of processing by the amount of time set in Period Frequency and Period Length (.(For example selecting Monthly and 1 will increment the date by 28 days, selecting Weekly and 2 will increment the date by 14 days)

8.     Click on Save

Select Client from the Outlook bar on the left hand side

Select Funeral Directors from the expanded selection

The Search for Funeral Directors screen will be displayed

Enter the Surname, Address, Postcode or frequency of the Funeral Director and click on the Search button

The Funeral Director Information screen will be displayed.

Select the Billing Tab and click on the Edit pencil

Click on the Finger adjacent to Head Office

The Link Charge window will be displayed

Select the Head Office Funeral Director from the list

Click on the Finger

You will be returned to the Billing Information. The name of the Head Office should now be displayed

Ensure the Billing Indicator is not ticked

An Account code can be entered if required as a link for the Funeral Director to an external accounting system (optional)

Click on Save

Select Client from the Outlook bar on the left hand side.

Select Funeral Directors from the expanded selection.

The Search for Funeral Directors screen will be displayed.

Enter the Surname, Address, Postcode or frequency of the Funeral Director and click on the Search button

The Funeral Director Information screen will be displayed.

Select the Billing Tab and click on the Edit pencil

Ensure the Billing Indicator is ticked

An Account code can be entered if required as a link for the Funeral Director to an external accounting system (optional)

Select Period Type as Cash

Select Period Frequency according to the period for invoicing

Select Period Length according to the frequency of the period. (For example select Monthly and 1 if you intend to process invoices once each month. Select Weekly and 2 if you intend to process invoices every 2 weeks)

Set the Next Collection Date as the 27^th day of the month. BACAS will allow processing of invoices for this FD to take place after this date but not before. This date will be incremented at the time of processing by the amount of time set in Period Frequency and Period Length (.(For example selecting Monthly and 1 will increment the date by 28 days, selecting Weekly and 2 will increment the date by 14 days)

Click on Save

NOTE: If you would like a funeral director to access the diary through the web based booking system (BACAS Bookings) you need to set up a username and password for the Funeral director:

Select Client from the Outlook bar on the left hand side.

Select Funeral Directors from the expanded selection.

The Search for Funeral Directors screen will be displayed

Enter the Surname, Address, Postcode of the Funeral Director and click on the Search button

The Funeral Director Information screen will be displayed.

Select the Other Info Tab and click on the Edit pencil

Tick the Remote Booking flag

Type in the 4 digit number for the Funeral Director in the Username field. This must be unique. (Alternatively click on the Username button to randomly generate a number )

Type in the 4 digit number for the Funeral Director in the Password field. This can be the same as the Username (Alternatively click on the Password button to randomly generate a number )

Click on Save

Repeat the previous 2 steps to set up another Funeral Director for Telephone bookings.

Click on the Close button

NOTE: If you would like a funeral director to access the diary through the telephone booking system (BACAS Voice) you need to set up a pin number for the Funeral director:

Select Client from the Outlook bar on the left hand side.

Select Funeral Directors from the expanded selection.

The Search for Funeral Directors screen will be displayed

Enter the Surname, Address, Postcode of the Funeral Director and click on the Search button

The Funeral Director Information screen will be displayed.

Select the Other Info Tab and click on the Edit pencil

Tick the Remote Booking flag

Type in the 4 digit pin number for the Funeral Director in the Username field. This must be unique. (Alternatively click on the Username button to randomly generate a number )

Click on Save

Repeat the previous steps to set up another Funeral Director for Telephone bookings

Click on the Close button

Select Client from the Outlook bar on the left hand side.

Select All Bookings from the expanded selection.

Enter the Forename and Surname of the exhumed deceased and click on the Search button

The Select Deceased screen will be displayed.

Click on the Finger

The Burial/Cremation/Scattering/Exhumation record for the deceased will be displayed.

Select Clients from the Outlook bar on the left hand side.

Select All Bookings from the expanded selection.

The Search for Deceased screen will be displayed.

Change the Forename label to Applicant by clicking on the drop down arrow and scrolling up to find Applicant.

Enter the name of the applicant and click on the Search button

The Select Deceased screen will be displayed.

Click on the Finger

The Burial/Cremation/Scattering/Exhumation record for the deceased will be displayed.