Ruby Magic Applications
Step by Step Guide
June 2012
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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…
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Step 1
After logging in, click
on “Ruby Magic”.
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Step 2
Click on “Request
funds” under Quick
Links.
Quick links only available to
those with rights to Ruby Magic
applications.
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Step 3
Complete all of the
required fields of the
Ruby Magic Request
form.
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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”.
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Step 4
A message will pop
up asking if you are
sure you want to
submit your request.
If you are sure, click
“OK”.
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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.
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Example of a pro-forma invoice
Account details for payment
Total cost
for points
requested
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Step 5
After you have
received your PO
number, come back
to the Ruby Magic
page and click on
“Review a request”.
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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”.
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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.
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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.
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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”
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Step 11
Selected information will be
populated into a field, click on
“ALLOCATE” to award the
points.
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Step 12
Click on “OK” to
confirm allocation.
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Step 13
Your application will
then appear in the
“Previous Allocations
section”.
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Ruby Magic Cheque
Cheque can be completed and printed and
used to publicly recognise the awarded
individuals.
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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”.
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THANK YOU
• Toll-free Ruby Club Helpline: 0800 007 829
• info@rubyclub.co.za
• www.rubyclub.co.za
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