Which Import Routine Should I Use?

The following import routines are available in MemNet under Administration / Import/Export. You will find links to the guideline documents and a data template for each routine on the corresponding page.

1. Member import
2. Person import
3. Subscription import
4. Payment import
5. External Transaction
6. Update Members / Import Custom Fields
7. Import event attendees

Member import

Is used to create members, it can utilise an export from your "old" system (once the data is in the required format) or any other time you need to create multiple members at once. The Member Import Guidelines can be downloaded here.

Person import

Allows additional people to be imported against an existing membership. The Person Import Guidelines can be downloaded here.

Subscription Import

Allows subscription records to be imported against existing members. These include an initial subscribed until date, which could be the end of the members initial period of membership OR the beginning of that period if you subsequently intend to record or import a payment against that subscription (which will advance the subscribed until date) The Member Subscription Import Guidelines can be downloaded here.

Note that these first 3 routines are primarily for data set up, but can be used at any time to add new data.

Payment Import

This records a payment against a member, there are 4 ways to use this routine:

1. Creates new invoices and allocate the payment against this invoice, this includes subscription renewals.
2. Record a payment against an existing invoice. This requires the document code of the invoice to be paid to be included in the import file.
3. Allocate payments against all outstanding invoices (ignoring credit notes)
4. Create unallocated payments which can be allocated at a later date.

The Download Guidelines document outlines the Payment Import functionality, alternatively, it can be downloaded by clicking the Download Guidelines button located within the Payment Import screen.

External Transaction

This allows you to create invoices and optionally mark them as paid. This is typically used where you want to consolidate sales from another system (Eg. Shopping cart module or another point of sale system) into the MemNet accounts receivable module for debit chasing and reconciliation purposes.

The Download Guidelines document outlines the External Transaction Import functionality, alternatively, it can be downloaded by clicking the Download Guidelines button located within the External Transaction Import screen.

Update Members / Import Custom Fields

See this article to update some member details and/or import custom field values, including repeater custom fields against a member.

Import Event Attendees

This allows existing records to be recorded as having attended an event within MemNet. That event attendance can be linked to CPD points/hours on the person's profile. See this article or Download Guidelines for details.