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Order Batch Creation Session

VIDEO TRANSCRIPT | Recorded: 2025-10-14 | Verify against current system state

Abstract

Working session on identifying and importing missing orders from Aptify to Salesforce for April-June 2023 (18,069 orders). Team creates a new batch table for RightRev import, adds a legacy_batch_number custom field to the Salesforce Order object for finance reporting, and coordinates the import sequence.

Key Procedures

  • Create RightRev order batch query for date range
  • Build batch table with orders not in Salesforce
  • Add legacy_batch_number text field to Salesforce Order object
  • Run person import before order import
  • Disable create fellow fee flow trigger during import
  • Run fixed_mismatched_persons helper script
  • Coordinate import sequence with team

Notable Statements

  • 0:00:18 "We don't have the May, June, July or whatever it is, April, May, June yet"
  • 0:00:32 "For order item, yes, there is. It's the create member flow fee one"
  • 0:01:31 "McKinna is going to run the process on the 2022 order items tonight"
  • 0:03:28 "I just think there's missing orders... But to me, it sounds like there's missing orders"
  • 0:03:51 "The batch date includes things that aren't on that date" (cause of discrepancy)
  • 0:04:28 "Should we include the batch number when we do an import... add it as the batch number so that they can run these reports"
  • 0:07:33 "18,000. Not too bad" (orders to import)
  • 0:15:14 "It's not going to show up with commas in it... if you make it a text field, then they just type in the text"
  • 0:16:33 "The name of a batch is a VAR car" (batch names are text, not integers)
  • 0:19:49 "After we get through this batch... we will go back and we'll import the batch"

Systems & Configurations

Systems Mentioned

  • Salesforce (staging and production)
  • Aptify (source system - view_order_master)
  • SQL Server (batch queries)
  • RightRev (finance reporting)

Batch Details

Item Value Notes
Date range 2023-04-01 to 2023-06-30 April, May, June 2023
Order count 18,069 Missing orders
Batch name rightrev_23_order_batch SQL table
Exclusions Cancellations, existing orders Filtered out

New Salesforce Field

Property Value
Object Order
Field Name legacy_batch_number__c
Field Label Legacy Batch Number
Type Text (255)
Required No
Unique No
Permissions Read for all, Edit for Super Admin

Import Sequence

  1. Run person import first
  2. Disable create_fellow_fee_flow trigger
  3. Run fixed_mismatched_persons helper
  4. Import orders
  5. Stop and report

Credentials/Access Mentioned

  • Salesforce staging access (Matt)
  • SQL Server access (team)

Vendor Contacts Mentioned

  • McKenna (Salesforce import team)
  • Shree (management - requesting import priority)
  • Kayla (awaiting orders)

Errors & Troubleshooting

  • Issue: Incorrect syntax error on SQL query
  • Cause: Missing time component (0001)
  • Resolution: Add time to date values

  • Timestamp: 0:13:09

  • Issue: Table not created before querying

  • Cause: CREATE statement not executed
  • Resolution: Execute table creation first
  • Timestamp: 0:22:00

Transcript Gaps & Quality Notes

  • Working session with multiple team members (24 minutes)
  • Screen sharing of SSMS and Salesforce
  • Real-time troubleshooting of queries
  • Dog interruption noted
  • Import to continue following day