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Order Import Process Updates

VIDEO TRANSCRIPT | Recorded: 2025-10-28 | Verify against current system state

Abstract

Technical meeting discussing updates to the Salesforce order import process. Covers gateway date implementation (the actual payment processor date), removal of fulfillment date from import, stored procedure modifications (SF import order, SF data order), subscription and membership date fix workflows, and handling of partially-completed orders in batches.

Key Procedures

  • Update SF import order stored procedure with gateway date lookup
  • Remove fulfillment date from import process
  • Pass gateway date through SF data order and transactions
  • Run subscription fix step to correct start/end dates
  • Run membership fix step for remaining date issues
  • Handle orders already in system at various status stages
  • Commit stored procedure changes to GitHub

Notable Statements

  • 0:01:55 "We really needed to define order date, fulfillment date and gateway date"
  • 0:02:31 "We added this gateway lookup into the script so that it is pulling the most recent gateway date from Aptify"
  • 0:04:51 "I removed the fulfillment date because I thought it was confusing to staff and to ourselves"
  • 0:05:06 "The way Aptify built it is that it should be used when you want to have the subscriptions on the order start at a separate date"
  • 0:07:27 "No matter what I did up above... these dates always got messed up because... triggers and flows... that are happening that change the dates"
  • 0:08:34 "So I ended up having to do this step anyway" (subscription fix)
  • 0:10:01 "When I update subscriptions here, in reality this should also be updating the memberships"
  • 0:10:16 "What ends up happening is that you have a large amount of subscriptions that need to be fixed... but then by the time you get to the memberships it's down to like three or four"
  • 0:14:20 "This time we actually included orders in the batch that we know are already in the system"
  • 0:15:67 "Some of them had orders already in Salesforce, but they weren't activated. They were either in draft mode or... ready for activation"

Systems & Configurations

Systems Mentioned

  • Salesforce (order import target)
  • Aptify (source system)
  • SQL Server (stored procedures)
  • GitHub (version control)
  • MuleSoft/RightRow (integration)

Specific Configurations

Item Value/Setting Timestamp Notes
Stored procedures SF import order, SF import order item 0:02:10 Modified for gateway date
Stored procedures SF data order, Chargent orders 0:03:19 Gateway date propagation
Order batch Full member order batch 0:16:50 Current import batch
Orders to import 77 0:17:45 For current batch
Import steps Persons > Companies > Orders > Order items > Status > Transactions 0:14:39 Sequential process

Credentials/Access Mentioned

  • GitHub access for stored procedure updates
  • QA environment access

Vendor Contacts Mentioned

  • RightRow team (MuleSoft integration verification)

Errors & Troubleshooting

  • Issue: Subscription dates incorrect after import
  • Cause: Salesforce triggers/flows modify dates
  • Resolution: Run subscription fix and membership fix steps

  • Timestamp: 0:07:27

  • Issue: Orders already exist in system

  • Cause: Partial imports from previous runs
  • Resolution: Include in batch - will be picked up at appropriate step
  • Timestamp: 0:14:20

Transcript Gaps & Quality Notes

  • Technical meeting with Matt and McKenna
  • Screen sharing of SSMS not captured
  • Token import mentioned but not discussed
  • Account contact relations concern noted
  • RightRow verification pending