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Order Import Batch Logic

VIDEO TRANSCRIPT | Recorded: 2025-10-20 | Verify against current system state

Abstract

Technical walkthrough of the Salesforce order import batch logic. Explains the order selection criteria: orders from 2022-01-01 forward, plus orders with active subscriptions regardless of date, plus orders with future revenue recognition dates. Describes the batch numbering system for sequential transaction processing to maintain correct subscription start/end dates.

Key Procedures

  • Configure minimum order date in SF import order select
  • Include orders with active subscriptions beyond date range
  • Include orders with revenue recognition dates in range
  • Run batch creation stored procedure (import chargent transaction batches)
  • Import persons, companies, orders, order items in any sequence
  • Process transactions in sequential batch order (batch 0, 1, 2, etc.)

Notable Statements

  • 0:00:29 "We made a decision that we wanted to include all orders that were from 2022, 0101 forward"
  • 0:00:42 "The reason I changed it to 2022 is because it's most likely y'all are not going to go live until after the 2025 year ends"
  • 0:00:51 "Four years plus the current year would be 2022, 0101"
  • 0:01:43 "We also need to work with finance's list, which is any order that has a subscription that is still active"
  • 0:02:05 "If there is a subscription that is still active, but the order date is less than the minimum order date, go ahead and include that too"
  • 0:02:32 "There's two ways that this could happen... there is a revenue recognition date attached to a product"
  • 0:02:42 "This happens with Fellows Winter meetings. They have a revenue recognition date of that meeting date"
  • 0:03:56 "The whole amount of the product price does not get recognized until this date has passed"
  • 0:04:32 "Because of that change, we've got about 750,000 orders that are going to be imported now"
  • 0:06:02 "The first thing we do here is... a row number over the ship to ID and order date as the batch number"
  • 0:06:40 "The earliest order date for the person would be in batch one and then the next subscription would be in batch two"
  • 0:07:12 "If there are orders that do not have a subscription product in them, then those can all be batched up into one big group"
  • 0:08:43 "This is where the order, the membership gets created and the subscription gets created"
  • 0:09:15 "The transactions have to be run in these batch sequences"
  • 0:09:36 "You end up with 77 batches, but... these last few you're just doing one order per batch"

Systems & Configurations

Systems Mentioned

  • Salesforce (target system)
  • Aptify (source system)
  • SQL Server (stored procedures, temp tables)

Specific Configurations

Item Value/Setting Timestamp Notes
Minimum order date 2022-01-01 0:00:29 4 years + current year
Total orders to import ~750,000 0:04:32 After criteria change
First batch (no subscriptions) 209,068 orders 0:09:19 Can be imported first
Total batches 77 0:09:36 For transaction processing
Stored procedure import_chargent_transaction_batches 0:05:02 Creates batch assignments
Order list temp table Collection of orders 0:01:16 For Salesforce import

Credentials/Access Mentioned

None mentioned in this recording.

Vendor Contacts Mentioned

  • I2C (discussed batch logic approach)

Errors & Troubleshooting

No errors - this is a technical walkthrough.

Transcript Gaps & Quality Notes

  • Technical walkthrough for Matt and McKenna
  • Screen sharing of SSMS not captured in audio
  • Revenue recognition example: Fellows Winter Meeting
  • COVID cancellation scenario explained for deferred revenue
  • Final batches may have just 1 order (test accounts)