NOCA for Members

April 25, 2003

NOCA for Members - Self-Service Club Reports

Presented by
NAIC
Minneapolis/St. Paul Chapter

Instructor: Bruce Reed

Agenda

Introduction

Introduction - Benefits

Using NAIC Online Club Accounting (NOCA) provides a lot of flexibility for a Club by providing access to Club records for Members at their convenience.

Members can print their reports and maintain their information from any computer with Internet access.

The burden on Treasurer's is lessened by having fewer reports to print out for members.

Members don't have to wait until the meeting to get their reports.

Members don't have to be in the same state to get their reports.

Introduction - Basics of accessing NOCA

Before a member can access NOCA, the Treasurer must "Invite" them into NOCA.  The member will get an email with instructions.  Once the member is signed up, they can access NOCA at any time.

Start by bringing up a browser (Internet Explorer or Netscape), and to go www.naic-club.com
Then type in your Login and Password and click the Login button.  There is a checkbox for Saving your password.  If this is checked, you won't have to Login every time.  You should only used this on your own computer.

After Logging in, you will get a list of clubs you can access.  This will include the NOCA Demo Club as well as all clubs you have been added to (usually just one).  Click on your club.

You will get a summary screen for your Club.  From there you can click on any of the tabs, such as Reports, People, etc.

Introduction - Notes and Tips

Note - some of the features and functions of NOCA are excluded from this presentation.  Most are for Treasurer's.  Many are for members, but are not necessary for normal usage.

Hot Tip - with Internet Explorer 6 and a wheel mouse, you can change the size of a report to make it fit better or make it easier to read.  This is done by holding down the CTRL key and rolling the mouse wheel up or down.

Note - sometimes access to NOCA can be a little slow.  This will vary depending upon your Internet connection and the load on the NOCA server.  This is especially noticable during tax season.

Reports

These are the most common reports for members: To print any of these reports, start by clicking on the Reports tab near the top of the screen.

Reports can be selected from the menu on the left, or by selecting them from the middle of the screen.  The reports are the same whichever way you select them.

Every report provides a button labeled "Printer Friendly".  Use this to display a report without the menus, which can then be printed.

Reports - Valuation statement

This is the Club's official monthly valuation statement.  It is usually dated for the end of the month, but this may vary by club.

Click on "Valuation statement" on the left-hand menu.

You will automatically get the most current valuation statement for the club.  If you wish, you can select an older valuation statement to print; to do this use the drop-down list labeled "Choose from your club's official valuation dates".

To print this report, click on "Printer Friendly", then click on Print.

Reports - Individual val. unit ledger

This is the report of units added to or removed from each member's ledger.

Click on "Individual valuation unit ledger" on the left-hand menu.

You will get a current report with all members showing entries from one year ago through "today".

Scroll down to the bottom to "Show ledger entries".  Here you can select just your name, and enter a range of dates.  Most commonly, the range of dates is for the current month or the current year.

After changing the selected member or range of dates, click on Submit.

To print this report, click on "Printer Friendly", then click on Print.

Reports - Cash contributions report

This is a summary report of member payment amounts.

Click on "Cash contributions report" on the left-hand menu.

You will get a box labeled "Show transactions".  Enter a range of dates, and select your name, then click Submit.

You will get a columnar report showing payment dollar amounts.

To print this report, click on "Printer Friendly", then click on Print.

Reports - Member information listing

This is the member listing, showing member name, address, phone and email address.

Click on "Member information listing" on the left-hand menu.  You will get a listing of the current members.

To print this report, click on "Printer Friendly", then click on Print.

Taxes - Schedule K1

This is the Schedule K-1 needed for doing your taxes.

Click on the Taxes tab near the top of the screen.

Click on "My Schedule K1".

This will take a little while to come up.  It will open a new window with a PDF file.  This is the actual Schedule K-1. Click on the printer icon on the toolbar to print the form.

People

Preferences
To access these settings, click on the People tab, then click on "preferences" next to your name.

People - Change my password

Use this screen if you wish to change your password.

From the "preferences" screen, click on "Change my password".

Enter (where indicated), your old password and the new password you want, then click Save Changes.

People - Change my email address

Use this screen to update your email address if it changes.

From the "preferences" screen, click on "Change my email address".

Enter the new email address where indicated, then click Save Changes.

People - Edit personal info and bio

Use this screen to maintain your name, address, and phone information.

From the "preferences" screen, click on "Edit personal information and bio".

Review the information on this screen, and update it as needed.

Generally speaking, all information on this screen is optional for NOCA.  However, Social Security Number and address are required for tax processing, and it's a good idea to keep all of the information on this screen complete and correct for record keeping purposes and so other members may contact you.

People - Change my security question

Use this screen the change your security question.

From the "preferences" screen, click on "Change my security question and answer".

You created a security question when you first created your Login information.  The security question is used if you forget your password.

To change your security question you must enter the answer to your current security question.  Then enter a new security question and the answer.

If you ever do need to use the security question, and provide the security answer, remember the answer EXACTLY as you entered it.  For example, if you use "birth date" for a security question, then an answer of 1/1/60 is different from 01-01-1960.  I suggest having a question that can only be answered one way.

Other

Other - Message Boards

This provides a method to share messages with the rest of the club.

Click on the Message Boards tab near the top of the screen.  This will show the list of message boards.  There are two ways to send messages to your club.

One way is to click on the link that says (yourclubname)@clubs.iclub.com.  This will bring up your email program, and you can send an email message to the club.

The other way is by clicking on "Mailing List", then click on "Post".

Note - if you are using a public computer, you will want to use "Post" to send a message.  If you use the email link, it will use whatever email program and email ID is on that computer.

Other - File Storage

Use this screen to upload and download files that your club is sharing, such as a web page of links, or an SSG file, or Minutes documents.

Click on the File Storage tab near the top of the screen.

To download a file, just click on the filename, then when prompted, save the file to your computer.

Some files can be opened directly, such as a web page (html file).  Normally, when you click on html or htm links on the Internet (such as www.brucereed.com/index.htm ), they just open a new page.  When you click an html or htm link on the File Storage page you still get the "Open/Save/Cancel" window.  Just click "Open".

Note - if you are using a public computer, you probably should not download any files to it unless you're sure it's OK.

To upload a file, click on "add new file".  A new window will open.  Enter the field labeled "Choose file" or click on Browse.  This selects the file on your computer to upload.  Then enter a File Description.  Then select a folder to upload to.  Then click "Upload".

Other - Calendar

Use this screen to view and maintain a calendar for the Club.

Click on the Calendar tab near the top of the screen.  This will show the Club calendar for the current month.

To view another month, select it from the Month and Year selections and click "Go".

To add an item to the menu, fill in the Date and other fields at the bottom of the screen, then click Save.