Part II: Member Record Comparison

This step allows detailed control of record matching, record adding/copying, and comparison of demographic fields. All tasks of Part I could actually be done during this procedure if desired, but some time might be saved if records can be matched or copied in bulk as in Part I.

As you view the member record comparison you will have options to Find a Match, Add Member to QuickBooks Now, or simply to compare contact information fields between the CM and QB records.

In the Members module, make sure that your filter is set to display all the records that you desire to match. Click set filters above the Members drop down arrow to select the desired filter – Active, Courtesy, Prospective, Non-Members, or All.

Start with the first record in your database and complete the following for each record:

If a match already exists

1.	On the Account tab, click view member record comparison in the General Information area.

Figure 4-6 Account tab if match already exists

The data displayed in red color indicate a discrepancy between the two records. Make special note of this information. Red doesn’t necessarily indicate that it is wrong but that it doesn’t match. A person familiar with both databases should make qualified decisions on which fields to update.

2.	Compare and make any necessary corrections to the contact information fields. See Figure 4-7. Click Close Window when finished.

This would also be a good time to double-check your Renewal Month and Billing Contact fields for correct information. Billing contact names are added/modified on the Reps tab of the member’s record.

You could also check on your Membership Fees and Dues at this time if they have already been setup. If they have not been setup already, do not worry - - Part III will guide you through that process.

Invoice Action for each member, which sets the default check mark for To be Printed and To be Emailed on each QuickBooks invoice, may be selected at this time.

Figure 4-7 Member Record comparison

If a match does not exist or the record is not in QuickBooks yet

You may not want all ChamberMaster records to be added to QuickBooks. For example, prospective members may not be needed in QuickBooks yet. At a later date, when changing membership status, a QB Update will be generated and the record may be added at that time.

1.	On the Account tab, click view synchronization options in the General Information area.

Figure 4-8 Account tab if match does not exist or record has not been created

2.	Click Find a Match.

3.	ChamberMaster displays a list of records already existing in QuickBooks. If the desired match exists, click to select it and click Continue. If a desired match does not exist, click Cancel. Then click Add Member to QuickBooks Now.

4.	Compare and make any necessary corrections to the demographic data fields. Click Close Window when finished.