Data Conversion
Now that you're a customer we need
to load your system
to load your system
The data conversion process is not difficult as long as you can provide the following information in some type of electronic format.
General Member Data*
Business Name:
Category: (e.g. Butcher, Baker, Candlestick Maker)
Contact: First Name
Contact: Last Name
Phone:
Fax:
Address:
City:
State:
ZIP:
Website URL:
Email:
* Any other fields that you would like to retain may be added and we will set the system to accommodate them.
Business Name:
Category: (e.g. Butcher, Baker, Candlestick Maker)
Contact: First Name
Contact: Last Name
Phone:
Fax:
Address:
City:
State:
ZIP:
Website URL:
Email:
* Any other fields that you would like to retain may be added and we will set the system to accommodate them.
Member Plans
The Chamber Organizer handles member billing by assigning each member to a member type (Standard Plan, General Member, Honorary, 1-30 employees, etc.). Each member plan is associated with a particular dues amount. We need to know what these plans are and how to convert from your existing data to map each member to their appropriate member plan.
The Chamber Organizer handles member billing by assigning each member to a member type (Standard Plan, General Member, Honorary, 1-30 employees, etc.). Each member plan is associated with a particular dues amount. We need to know what these plans are and how to convert from your existing data to map each member to their appropriate member plan.
Billing Data
During conversion, we set up an initial set of invoices and payments, so that the Chamber Organizer reflects the current payment status of your members. To do this the data you supply must include information that will allow us to determine:
1. Dates of the member's current term of membership
2. Payment status
To do this, we will need as much information as you can supply using data fields you may have such as:
Anniversary date
Expiration Date
Date of last payment
Current balance due
Number of Employees
Paid indicator (Y/N)
During conversion, we set up an initial set of invoices and payments, so that the Chamber Organizer reflects the current payment status of your members. To do this the data you supply must include information that will allow us to determine:
1. Dates of the member's current term of membership
2. Payment status
To do this, we will need as much information as you can supply using data fields you may have such as:
Anniversary date
Expiration Date
Date of last payment
Current balance due
Number of Employees
Paid indicator (Y/N)
QuickBooks Integration Option
Although the Chamber Nation system does not require QuickBooks to operate and automate membership billing and accountability, there are a number of organizations that require full accounting "roll-up" and this connection make it possible.
The Chamber Nation system supports integration with the online edition of QuickBooks. The online edition is required to provided a direct connection between to the Chamber Nation© and QuickBooks® server arrays.
The benefits to the Chamber are significant:
Everything is now 100% online
Everything is backed up automatically
Everything is upgraded automatically
Everything is immediately accessible via the Internet
Everything is now available through a Smart-Phone
With Chamber Nation© and Quickbooks® Online the Chamber information is always available in you pocket or on your home computer. No more files here or there or somewhere!
Verification
FILE SUBMITTED TO ENGINEERING FOR CONVERSION
This is how the data conversion works:
1. Member data inspection - Inspect initial file to verify that it includes everything we need.
2. Member data conversion - If engineering has problems at this point, we work with the client to make changes to data or get improved data.
3. Inspection of converted member data - Client looks at data to see if anything seems missing or erroneous. This frequently catches errors, whether engineering errors or in the data that was sent to us. (If errors, back to 2)
4. Client manual correction of member data - If there are items that we cannot convert/correct (bad data that would be easier to cleanup post conversion), this is done now.
5. Creation of invoice/payment records.
6. Client inspects billing reports to verify that it matches the client’s records. (If errors, back to 5)
7. Client manual correction of billing data - If there are items that we cannot convert/correct, that is corrected now.
This is how the data conversion works:
1. Member data inspection - Inspect initial file to verify that it includes everything we need.
2. Member data conversion - If engineering has problems at this point, we work with the client to make changes to data or get improved data.
3. Inspection of converted member data - Client looks at data to see if anything seems missing or erroneous. This frequently catches errors, whether engineering errors or in the data that was sent to us. (If errors, back to 2)
4. Client manual correction of member data - If there are items that we cannot convert/correct (bad data that would be easier to cleanup post conversion), this is done now.
5. Creation of invoice/payment records.
6. Client inspects billing reports to verify that it matches the client’s records. (If errors, back to 5)
7. Client manual correction of billing data - If there are items that we cannot convert/correct, that is corrected now.
Merchant Account
The merchant account will allow non-members to join and pay online from your website.
Existing members are able to renew using a credit card. Your online store and ad sales system will accept immediate payments. Additionally your event registration system will allow members and the public to register and pay online for their registration.
Chambers that activate the merchant account see a much better cash flow and faster payments across the board.
We highly recommend using Authorize.Net because it is the most flexible of all options. If you are a smaller Chamber and would like a simple solution, PayPal works great too!
Existing members are able to renew using a credit card. Your online store and ad sales system will accept immediate payments. Additionally your event registration system will allow members and the public to register and pay online for their registration.
Chambers that activate the merchant account see a much better cash flow and faster payments across the board.
We highly recommend using Authorize.Net because it is the most flexible of all options. If you are a smaller Chamber and would like a simple solution, PayPal works great too!
To sign up for a Authorize.net Account
To sign up for a PayPal Account*
* Choose the FREE / No Monthly Fee
Sample Category List
Advertising
Artists
Assisted Living
Automotive
Business Services
Business Supplies
Cleaning/Janitorial
Construction
Cosmetic/Beauty
Education
Electronics/Computers
Entertainment/Recreation
Finance
Food
Furniture
Government
Health/Wellbeing
Home Services
Insurance
Landscaping
Legal Services
Lodging
Media
Manufacturers
Moving
Music
Office Supplies
Organizations
Printing
Real Estate
Restaurants
Retail
Services
Social Services
Storage
Travel
Utilities
Artists
Assisted Living
Automotive
Business Services
Business Supplies
Cleaning/Janitorial
Construction
Cosmetic/Beauty
Education
Electronics/Computers
Entertainment/Recreation
Finance
Food
Furniture
Government
Health/Wellbeing
Home Services
Insurance
Landscaping
Legal Services
Lodging
Media
Manufacturers
Moving
Music
Office Supplies
Organizations
Printing
Real Estate
Restaurants
Retail
Services
Social Services
Storage
Travel
Utilities