Difference between revisions of "Using the NAHB - WMS Database Fields and Upload Tool"

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Once fee items have been created, you may assign those fee items to the member on the member's '''Billing Tab'''.  See '''[[Member_Management#Editing.2FAssigning_Recurring_Fees_and_Dues|Editing/Assigning Fees & Dues]]''' for details on setting up the recurring schedule. When setting up the recurring schedule, you must select the fee item created for use in your HBA membership renewals and/or your council membership renewals.  
 
Once fee items have been created, you may assign those fee items to the member on the member's '''Billing Tab'''.  See '''[[Member_Management#Editing.2FAssigning_Recurring_Fees_and_Dues|Editing/Assigning Fees & Dues]]''' for details on setting up the recurring schedule. When setting up the recurring schedule, you must select the fee item created for use in your HBA membership renewals and/or your council membership renewals.  
  
'''SPECIAL WMS BILLING NOTES'''  
+
'''SPECIAL WMS RECURRING FEES SETUP NOTES'''  
  
 
*You will manage the membership renewals for all HBA representatives of a member, from the the member's '''Account''' tab.  When setting up recurring fees schedule, you will need to select the appropriate '''Bill To''' contact for each representative. If each individual representative is responsible for their own fees/dues, select the desired name of the representative in the '''Bill To''' drop-down list. In the example below, Greg Brown is the representative who will be billed for this membership fee.
 
*You will manage the membership renewals for all HBA representatives of a member, from the the member's '''Account''' tab.  When setting up recurring fees schedule, you will need to select the appropriate '''Bill To''' contact for each representative. If each individual representative is responsible for their own fees/dues, select the desired name of the representative in the '''Bill To''' drop-down list. In the example below, Greg Brown is the representative who will be billed for this membership fee.

Revision as of 15:35, 2 July 2018

To simplify the process of uploading member changes to the National Association of Home Builders (NAHB) through WMS each month we have integrated the required fields into various areas within the GrowthZone system. Additionally the NAHB/WMS file export tool will allow you to pull, error check and generate your monthly data upload for NAHB/WMS quickly and easily.

NAHB/WMS Fields

There are specific fields that are required for the different types of data to be given to NAHB. These fields are located in one of three locations depending on their purpose.

Member/Companys

Within the Members module on the general tab is a section called NAHB/WMS Information.

  • HBA Number - This is the number for your Home Builders Association
  • NAHB Company ID - The company ID provided by NAHB/WMS after they signup for membership.
  • Primary Business Activity Code
  • Secondary Business Activity Code
  • Tertiary Business Activity Code
  • Dollar Volume Code
  • Number of Units Code

Representatives

Found under the Members module on the Representatives Tab is a section called NAHB/WMS Information.

  • Contact Person ID (PIN) - NAHB/WMS generated representative ID
  • Subscription ID (MSN) - NAHB/WMS generated membership subscription ID
  • Membership Type - NAHB/WMS Membership Type
  • Spike HBA Number - HBA number for the spike(sponsor) of that membership
  • Spike Person ID - Person ID(PIN) for the spike(sponsor) of that membership

Councils

Found under the groups module are 6 NAHB councils.

NAHB/WMS Councils shown in the Groups Module

Each of these councils has a roster where you will add representatives who are members of the council.
After you've added a representative to a council you will be able to click on their name to access the following NAHB/WMS fields.

Council NAHB-WMS Fields.png
  • [Council Name] Subscription ID (MSN) - NAHB/WMS generated council membership subscription ID
  • [Council Name] Spike HBA Number - HBA number for the spike(sponsor) of that council membership
  • [Council Name] Spike Person ID - Person ID(PIN) for the spike(sponsor) of that council membership

Setting up Renewal Fees

In order for the system to properly recognize which members have paid their renewals and in turn need to be reported as renewals to NAHB/WMS the renewal items need to be properly setup. See Working with Fee Items for information on setting up your fee items.


Assigning fees for membership renewals

Once fee items have been created, you may assign those fee items to the member on the member's Billing Tab. See Editing/Assigning Fees & Dues for details on setting up the recurring schedule. When setting up the recurring schedule, you must select the fee item created for use in your HBA membership renewals and/or your council membership renewals.

SPECIAL WMS RECURRING FEES SETUP NOTES

  • You will manage the membership renewals for all HBA representatives of a member, from the the member's Account tab. When setting up recurring fees schedule, you will need to select the appropriate Bill To contact for each representative. If each individual representative is responsible for their own fees/dues, select the desired name of the representative in the Bill To drop-down list. In the example below, Greg Brown is the representative who will be billed for this membership fee.
Bill to WMS.JPG
  • If the Member Organization will pay for all representative renewals, when creating the recurring fees schedule, select the organization's billing representative from the Bill To drop-down list AND include the exact name of the representative this fee is associated to in the Description text box. In the example below, the system will recognize that this membership fee is for Mark Addams, however the bill will go to Greg Brown as the billing contact for the organization.
Bill to Org WMS.JPG

Assigning fees for council renewals

To setup your members for their Council renewal billing you need to:

  1. Go to your members module and to the account tab.
  2. Expand the membership fees and dues section and click Assign Fee Items
  3. Choose the bundled item that was created above.
  4. In fee item type choose the appropriate bundled fee item created in the previous section
  5. Modify the description if desired
  6. Adjust the billing cycle and month if needed
  7. Set status to Active
  1. Use active in a date range for fees that have a future start date or an billing end date
  1. Choose the bill to representative to correspond to who's membership this fee is for.
  2. If using ACH Processing options you can use the Charge to ACH checkbox.
  3. Click "Save & Exit"

Using the NAHB/WMS Export Tool

Vid.png Using the NAHB/WMS Export

The NAHB/WMS Export tool will automatically pull all the information for your monthly NAHB/WMS export including:

  • New Members
  • Membership Renewals
  • New Council Members
  • Council Renewals
  • Company Information Updates
  • New Contacts
  • Contact Information Updates
  • New Spike
  • Member Type Change

Getting to the export tool

To access the NAHB/WMS Export Tool:

  1. Click WMS/NAHB in the left-hand menu.
  2. This will bring you to the WMS Export tab.
WMSmenuchoice.jpg

Settings

If this is your first time running the tool be sure to click the Settings tab to select the appropriate renewal fees for the tool to look at.

  1. Select the Transaction Types you wish to search for
  2. Select the fee/bundled fee that is used for each membership renewal
  3. Select the fee/bundled fee associated with each council
  4. Click Save All

Review the data

On the WMS Export tab you will first select the Month to view which will default to the current month. Click Load.
The list of transactions to be exported will be displayed.

WMS Green Check.png The green check indicates those records are ready to go.
WMS Red Tri.png The red triangle indicates that something is missing or incorrect for this record and requires attention.

Your goal is to get all records to be green before you move it to the queue and do your export.

Fix a record

  1. Click on the word "More" on the record with a Red triangle to see what needs to be fixed.
  2. Go to the member's record to correct the issue.
  3. Refresh the report to see that the update is recognized.

Include record in a batch

  1. Select the drop-down option Add to Batch on the desired record and then select the batch name where you'd like to save this record.
    You can send multiple items to a batch using the Set All to" selection at the bottom right corner of the queue.
    Hint: use the filters to help ensure the correct records show in the queue.
Setting the action for each record
Changing all actions at once

Exclude a record

  1. Select the drop-down option Hold Until.. on that record to exclude this record from the export until another month or select Remove from list permanently.
    When you click Process Queue, the action selected on that record will happen.

Re-include an excluded record

  1. Check the check box Show hidden/removed and then click Refresh.

Process Queue

  1. When all the records have their drop-down selection set as desired, click Process Queue.
  2. This performs the action listed on each record.
  3. Records that were sent to a batch can then be opened in the Batches section in order to download/export for WMS.

Create the export file

Once you've sent the desired records from the queue to the batch(es), you are ready to open the batch and download.
Open Batch

  1. In the Batches section, click Find Batch and select from your list of saved batches and click Open Batch.
  2. When ready, you can download the batch for exporting purposes.
Opening a saved batch

Download Listing

  1. The Download CSV allows you to download a list of records in the currently selected batch in a format that is easy for a human to read.
  2. When ready to create the version that will be imported into WMS, select Export for WMS, which is the version that will be uploaded to WMS.
  3. A file will be downloaded to your computer. Click Save if you are prompted.
  4. Login to your WMS account and import the file.
Viewing your batch and then choose Download and Export

Using the NAHB/WMS Import Tool

  1. Download the file from WMS.
    Tip: Login to WMS and select Export Member Data. Select the members to download. Choose the comma-seperated value (CSV) data format.
  2. In MemberZone, click WMS/NAHB in the left-hand menu and click WMS Import.
  3. Click Browse under Step 2, locate and select the downloaded file.
  4. Check the desired import checkbox(es) under Step 2.
    If your intention in importing is to REPLACE your current MemberZone records with the imported records, you will likely want to select all 3 optional checkboxes.
    If you are simply trying to UPDATE existing MemberZone records with new information from WMS (i.e. Contact Pin #, Company # etc) then you will NOT want to select the 3 checkboxes. For more information, read the details of each checkbox by clicking the associated help icon on-screen.
  5. Click Preview under Step 3.
  6. Set the desired Write/Overwrite settings for each column as desired. For instance, if you wish to update the MemberZone Contact Pin #, then scroll to right and locate the Contact Pin # column. and select Always.
  7. Preview the data to see that the MemberZone records have been matched with the correct WMS record. This will tell you if the correct record is going to be updated. You can modify any incorrect matches by clicking into the MemberZone Company or Representative column in that record.
  8. Once all the settings are correct and the records are matched as you desire, click Import under Step 4.
  9. A summary will appear. Click Finish Import.
    Note: the Member Record Updates report will indicate that these records have been updated by the WMS Import tool.
Import tab

Frequently Asked Questions (FAQ)

Q) Why is a member not showing on my export report?

A) This can be caused by a different things. Start by looking at the date of their payment. Was it made in the month you're reporting? Next you can look at the invoice - are the items that were billed selected in the WMS report settings to be included? Is the Bill-To name on the invoice, the name of the person that that is associated with the membership?