Transferring club balances from the legacy system to ManageMyMatch

One of the final stages of migrating the club to ManageMyMatch is to transfer existing club balances as held on the legacy system into the club balances as held by ManageMyMatch.

In part, this can be done automatically. However, an automated transfer is only possible when a definite link has been made with a user record on the legacy system and a user on ManageMyMatch. Otherwise, individual transfers need to be done manually.

ManageMyMatch provides a service whereby a record can be kept of all legacy system member balances (however old or stale they may be) so that the club can track them going forward. It is often the case that the club may have records of balances held by long-left members and these all represent a potential liability and, in one way or another, the outstanding amounts will need to be dealt with.

The first thing to do is to obtain a download from the legacy system. This should contain basic identifying information (name, email, club id) as well as the outstanding balance. The tracking and transference of balances is done on an "affiliate" basis (i.e. club-wide, covering all sports sections of the club) and the screen to manage all this is the Balance transfers tab in Manage affiliates.

Once the download is to hand on your desk top computer this can be imported by clicking the Import button and choosing your file (it must be a "CSV" file).

Once imported, there are three main actions presented at the top of the screen that can be taken (if necessary, multiple times):

1. Match - this action tries to match each member listed here with a member that also exists in the cross reference imports that were taken during the process of member transition and registration. This is the first stage in identifying the members listed.
2. Link - Of all the members matched as above, there is a strong possibility to link them with a real member as held on ManageMyMatch. This is because, again during the transition process, ManageMyMatch will have been able to automatically link new registrants. Those that it could not may have been linked manually by the membership secretary.
3. Transfer - automatically transfers all balances for members listed that have been successfully linked as per step 2 above

Note: To understand the purpose/meaning of legacy cross reference files  please refer to this article.

Every member imported with their legacy system balance is listed on this screen and an indication is given as to whether the balance has been "dealt with". If, to the right, there is a green button labelled Manual, this indicates that the balance has not been dealt with and is awaiting resolution in some way. Once the balance can be considered resolved (either by transferring it to ManageMyMatch, by repaying it to the member by other means or by simply declaring it as no longer a liability), the Manual button can be clicked to indicate this. Once resolved, the amount is shown with a revert button should you wish to reverse the action.

The top of the screen provides some summary figures (with the ability to filter the membership listing accordingly):

1. Total of all balances imported - this is the grand total of all balances imported
2. Total of all inactive member balances imported - If the import contained a column called "active" then any non blank entry for this column will consider the member as an active, current member. In which case Active member balances will not be included in this total.
3. Total of all active member balances imported - as per the filter above, but the other way around. The total of active and inactive member balances will equal the grand total (1=2+3).
4. Total of balances unmatched with cross reference imports - this is all the balances where the member could not even be identified against the cross reference imports. This would typically be the case for lapsed members as the cross reference imports would have only included current members (i.e. those who were expected to register during the transition process). But if the club had a different system for keeping member balances vs membership records, then there may well not have been a relevant unique identifier to link the two (though a match on email is always attempted).
5. Identified balances that are not linked to a user in ManageMyMatch - Of the balances that have been matched with the cross reference imports (1-4), this total represents those where a linkage has still not been made between the cross reference import and ManageMyMatch. It means that this total cannot be automatically transferred.
6. Balances yet to be transferred to users in ManageMyMatch - this is the total of all balances for which full linkage has been achieved and so can be automatically transferred. It is these balances that will be transferred on hitting the Transfer button. Once, all balances have been transferred this total will reduce to zero. However, if further linkages are made by the membership secretary between ManageMyMatch users and the legacy cross reference imports, this figure may re-accumulate and the Transfer button could be hit again.
7. Balance already transferred to users in ManageMyMatch - this gives a total of all "resolved" balances - i.e. those that have either been automatically transferred or manually indicated as such by clicking the Manual button alongside a user in the listing.

This screen can be kept permanently as a historical detailed record of balance transfers and member liability going forward. A CSV download of the listing is also available.