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

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#:[[File:WMS Green Check.png]] The green check indicates those records are ready to go.
 
#:[[File:WMS Green Check.png]] The green check indicates those records are ready to go.
 
#:[[File:WMS Red Tri.png]] The red triangle indicates that something is missing or incorrect for this record and requires attention.
 
#:[[File:WMS Red Tri.png]] The red triangle indicates that something is missing or incorrect for this record and requires attention.
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#If the red triangle is displayed, click the '''More''' button to to see what needs to be fixed. The majority of the issues are missing or incorrect information. Changes will be required on either the member's '''General''' tab, or the member's '''Rep''' tab. 
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#:[[File:More issues.JPG|center]]
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#After making changes to the member's information, reload the report to ensure that you have resolved the issue.
  
===Review the data===
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===Export Batch of NAHB Transactions===
On the '''WMS Export''' tab you will first select the '''Month to view''' which will default to the current month. Click '''Load.'''<br />
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Once you have loaded the transactions you wish to export (See XXX above), you may select specific line items to be included/excluded in batch. The following options are available:
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*'''Take No Action''': If this option is selected, the transaction will remain in the queue and '''NOT''' be exported.
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*'''Add to Batch''': If this option is selected, you will be prompted to select the batch to which you wish to add this transaction. If no batches are available, or you wish to create a new batch, click '''[New Batch]''', to name a new batch.
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[[File:Create a Batch.JPG|center]]
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*'''Hold Until''': If this option is selected, you may select the month in which you would like to process this transaction.
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*'''Remove Permanently from List''': Select this option if you do not wish to ever process this transaction.  '''NOTE:''' You will be able to view (and process if needed) permanently removed transactions by selecting '''Show hidden/removed''' when loading the monthly transactions.
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'''NOTE:''' The '''Set All To''' option allows you to select the action to be performed on all transactions. For example: If you wish to add all of the transactions to a batch, select '''Add to Batch'''. You will then be prompted to select the batch to which you wish to add the transactions. If no batches are available or you wish to create a new batch, click '''[New Batch]''', and name the new batch.
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[[File:Create a Batch.JPG|center]]
  
  
'''Fix a record'''
 
  
 
'''Include record in a batch'''
 
'''Include record in a batch'''

Revision as of 18:53, 2 July 2018

Overview

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.

View this video for an understanding of how the process works 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

Understanding the 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/Companies

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

NAHBA Groups/Councils

The NAHBA Groups/Councils are included in your database, and may be found under the groups module. To view only the NAHBA Groups/Councils filter the list of groups on NAHB/WMS Councils from the Group Type options.

NAHBA Groups.JPG

Each of these councils has a roster where you will add representatives who are members of the council. See Adding Members/Reps to a Group for details on adding or removing members from the roster. NOTE: You may also add reps to the groups on the member's rep tab.

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.

50 Council Details.JPG
  • [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 HBA Membership/Council Membership Fee Items

Creating Fee Items for HBA Membership and/or Council Memberships

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 to Reps for New HBA Memberships/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 memberships.

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 to Reps for New Council Memberships/Renewals

Once fee items for council memberships 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 Council memberships.

SPECIAL WMS RECURRING FEES SETUP NOTES

  • You will manage the new council memberships and council membership renewals for all 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, Melissa Anderson is the representative who will be billed for this membership fee. She is NOT the billing representative for this organization.
Council Fees 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 council membership fee is for Melissa Anderson, however the bill will go to Craig Ostrom as the billing contact for the organization.
Council Fee Bill to Primary.JPG

WMS Export Tool Settings

The WMS Export Tool Settings allow you to define the default settings to be used by the system when you run the export tool. To view and/or change these settings:

  1. Click WMS/NAHB in the left-hand navigation panel.
  2. Click the Settings tab.

Transaction Queue Settings

The Transaction Queue Settings allow you to define which transactions the system will automatically search for when you run the WMS Export Tool. You may choose to Include or Ignore transactions.

Transaction Queue Settings.JPG

Additional Transaction Finder Settings

Default HBA Number

If your association manages only one HBA you can enter the HBA number in the Default HBA Number field. This will save you time when entering new members as you can simply leave the HBA number blank in the General tab and the value entered in this field will be the assumed HBA number for all transactions put into the export file. If you manage multiple HBA's then this field should be left blank, and the HBA number should be recorded individually on the General tab of the Members module.

Additional Transaction Finder Settings.JPG

Strategies for Identifying NAHB Renewals

The Renewal Search Strategy field allows you to define what constitutes a "Renewal" for NAHB Membership. If your association reports a renewal to WMS in the month that the appropriate fee item has been paid, by selecting Strategy 1 the queue/transaction finder will look for invoices in the given month that have PAID fee items matching your selections in the "Fees for New Memberships and Renewals" section below and report those as renewals (or new members if they have no MSN# currently.) Strategy 2 differs slightly such that renewals will be triggered when appropriate fee items have been paid in recent months and the current/given month matches the member's assigned renewal month. Under Strategy 2 if a member pays their renewal invoice in January but their renewal month is February then the renewal transaction record will be put into the February queue (instead of January).

Fees for New Memberships and Renewals (WMS)

In the Fees for New Memberships and Renewals section, you must select the fees that the system is to look for when identifying new memberships and/or renewals of HBA memberships. These fee items must be on PAID invoices. A list of all of your fee items will be displayed for selection, enable the appropriate fee items.

WMS Renewal Fees.jpg

Fees for Council Memberships

In the Fees for Council Memberships section, you must select the fees that the system is to look for when identifying new council memberships and/or renewals of council memberships. These fee items must be on PAID invoices. A list of all of councils are displayed, select the appropriate fee item for each council (wheree applicable) from the drop-down list.

Fees for Council Memberships.JPG

Using the NAHB/WMS Export Tool

Exporting Data using the NAHB/WMS Export Tool

  1. Click WMS/NAHB in the left-hand menu. The WMS Export tab is displayed by default.
    Transactions.JPG
  2. Choose the month for which you wish to view/export transactions from the Month to View drop-down list.
  3. Choose the transactions you wish to export from the Transaction Queue filter options. The transactions that you selected on the Settings tab will be check by default.
  4. From the Sort By drop-down, select the order in which you would like the results to displayed. By default results will be displayed by Status. Status will indicate whether there are any errors with the data. The transactions with errors will be displayed at the top of the list.
  5. Click Load. Transactions matching your filter criteria will be displayed.
    Loaded Queue.JPG
  6. Review the loaded data. Your goal is to get all records to be green before you move it to the queue and do your export:
    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.
  7. If the red triangle is displayed, click the More button to to see what needs to be fixed. The majority of the issues are missing or incorrect information. Changes will be required on either the member's General tab, or the member's Rep tab.
    More issues.JPG
  8. After making changes to the member's information, reload the report to ensure that you have resolved the issue.

Export Batch of NAHB Transactions

Once you have loaded the transactions you wish to export (See XXX above), you may select specific line items to be included/excluded in batch. The following options are available:

  • Take No Action: If this option is selected, the transaction will remain in the queue and NOT be exported.
  • Add to Batch: If this option is selected, you will be prompted to select the batch to which you wish to add this transaction. If no batches are available, or you wish to create a new batch, click [New Batch], to name a new batch.
Create a Batch.JPG
  • Hold Until: If this option is selected, you may select the month in which you would like to process this transaction.
  • Remove Permanently from List: Select this option if you do not wish to ever process this transaction. NOTE: You will be able to view (and process if needed) permanently removed transactions by selecting Show hidden/removed when loading the monthly transactions.

NOTE: The Set All To option allows you to select the action to be performed on all transactions. For example: If you wish to add all of the transactions to a batch, select Add to Batch. You will then be prompted to select the batch to which you wish to add the transactions. If no batches are available or you wish to create a new batch, click [New Batch], and name the new batch.

Create a Batch.JPG


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?