TIPAC Project - Bulk Transfer of re:Members (formerly Impexium) Receipts to DDC

TIPAC is considering exporting a second file of daily “Receipts” from re:Members (formerly Impexium) for import into DDC. This would reduce the amount of data entry (especially duplicate data entry) needed in DDC.

These are the steps needed to set up export of TIPAC “Receipts” from re:Members (formerly Impexium):

• Step 1: Finalize Data Requirements with TIPAC staff and Koch & Hoos. We need to make sure we include each piece of data in the Receipts file that will be needed in DDC. The current list of data items, below, has been discussed during previous meetings and shared via email. These data items and definitions must be reviewed, refined, and approved by TIPAC staff and Koch & Hoos:

  • User ID – This is the 7-digit ALTA ID (also called the re:Members (formerly Impexium) record number). It will always match a person or company record in the main “Contacts” file we’ve been sending to DDC for years.

  • Batch Name – This will be a new “DDC friendly” batch name which is created from the standard re:Members (formerly Impexium) batch names used by the TIPAC team. 

    • Staff created batches for Checks and Cash will always be in the format "TIPAC YYYYMMDD-CHK" and will transfer to DDC as is.

    • Staff created batches for Payroll Deductions will always be in the format "TIPAC YYYYMMDD-PD" and will transfer to DDC as is.

    • Staff created batches for Credit Cards and ACH should always be in the format "TIPAC YYYYMMDD-CC" and the batch name will transfer to DDC as is.

    • Daily automatic batches for credit cards and ACH are created the system automatically for donor-self-serve transactions on the ALTA website.

      • All of these for a single date will be sent over to DDC in "the same batch" in the format "TIPAC YYYYMMDD-CC".

      • No transactions are "moved" or "combined" inside of re:Members (formerly Impexium).

      • All CC and ACH transactions from staff and automatic batches are unified into a single DDC batch with the same "TIPAC YYYYMMDD-CC" format.

  • Payment Amount – The amount of the contribution.

  • Payment Type – This would be Check or CC based on the actual payment method. ACH would be coded as "CC". Cash would be coded as "Check".

  • Check Number – This will be the Check number for checks but will be blank for Credit Cards, ACH, and Cash.

  • Dates – 

    • Transaction Date - Used for selection, not sent

      • This is the actual date of entry in re:Members (formerly Impexium) and determines what is sent each day.

    • Receipt Date - Used in FEC filing

      • Checks – The "Check Date" as entered into re:Members (formerly Impexium), regardless of entry date or batch date.

      • Cash - The "Batch Date" as entered into re:Members (formerly Impexium). (Will use the actual date set in the batch rather than "extracting" it from the name.)

      • CC/ACH - The transaction date, when the CC was processed by BluePay.

    • Deposit Date

      • Checks – The "Batch Date" as entered into re:Members (formerly Impexium). (Will use the actual date set in the batch rather than "extracting" it from the name.)

      • Cash - The "Batch Date" as entered into re:Members (formerly Impexium). (Will use the actual date set in the batch rather than "extracting" it from the name.)

      • CC/ACH - The transaction date, when the CC was processed by BluePay.

• Step 2: Align TIPAC Data Requirements with DDC Technical Personnel

  • Completed 5/5/2021, CRC.

• Step 3: Conduct Testing. Once the “Receipts” data file format is finalized, we can arrange a Testing, Quality Control, Group Review, and Troubleshooting loop. It might look something like this . . .

  • Day 1 (planned ahead so all are available on Day 2 AM to review):

    • Hoch & Koos completes re:Members (formerly Impexium) data entry as normal BUT stops transaction data entry in DDC.

    • Overnight process completes automatically sending transaction receipt data.

  • Day 2 (and more, if needed):

    • Hoch & Koos performs Quality Control by comparing reports from re:Members (formerly Impexium), the bank (or payment processor), and DDC to be sure that all of the Day 1 transactions are accurate in both re:Members (formerly Impexium) and DDC

    • TIPAC staff, ALTA Technology Staff, Hoch & Koos, and Chad Cipiti meet to review results and make sure everything worked as expected.

    • If any major issues, DDC could reverse the changes, but if minor, they should be edited individually, then adjusted.

    • Overnight will continue automatically for anything entered that day.

  • Ongoing:

    • Hoch & Koos continues to perform the QC process every day and manually fix any issues in the IMP or DDC data.