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Subscriptions and Chapters Tutorial

Difficulty

Intermediate

EMS Compatible

(tick)

iMIS 2017 Compatible

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Usage Notes

Length of Video

n/a

iImport

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iUpdate

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Actions

Insert, Insert with Matching, Update, Insert & Update

iMIS does not support deleting subscriptions, only inactivating them.

Subscriptions in iMIS EMS

For iMIS EMS Enterprise, only Cash Dues are supported. Accrual Dues are not supported at this time. We recommend using iMIS to generate these.

Required Fields

iMIS ID - The ID of who is subscribing

Billing Product (Code) - Also known as item ID, this is the Code for the specific product/subscription

Optional Fields

Field Mappings

Certain fields can only be updated if the subscription has not been billed yet or is billed on a cash basis. Those fields are Begin Date, Bill Begin, Bill Through, and Paid Thru

Begin Date - The date the subscription begins

Paid Through - The date the subscription is paid through

Bill To ID - The ID the subscription is billed to

Bill Date - The day of the month the subscription will be billed (e.g. 15 for the 15th of the month)

Bill Begin - The date billing will begin

Bill Through - The date billing will go until

Billed Amount - The amount being billed in each installment

Status - Used to set a subscription to Active or Inactive. To do so, map this field to 0/FALSE/N/NO/F/INACTIVE/I. To activate an inactive subscription, set this to 1/TRUE/Y/YES/T/ACTIVE/A 

Cancellation Date - The date the subscription will cancel

Adjustment Reason - If the subscription is adjusted, a reason may be provided here

Source Code - Denotes the source of where the subscription record came from. Can set this field to any text (max 40 characters) that will make it easier for reporting. Some clients set this field to "iDMS" so that staff know this subscription was imported using iDMS

Is Member Component - See table below

Bill Subscription - See table below

Note: The IsMembershipComponent field should be set to a 1 if the item exists on a membership table for the respected member type.


Bill Subscription Flag

Is Membership Component Flag

Use/Action

True

True

For use when the dues item should be under Membership in iMIS.  Typically when the product code is on the Customer Type Table.  Because Bill Subscription is True, leave Bill Amount blank and iMIS will calculate the correct amount. 

True

False

For use when the item is a Subscription and not a Membership Item.  Because Bill Subscription is True, leave Bill Amount blank and iMIS will calculate the correct amount.

False

True

For use when the dues item should be under Membership in iMIS.  Because Bill Subscription is False, you must set the Bill Amount. Will not bill the contact.

False

False

For use when the item is a Subscription and not a Membership Item.  Because Bill Subscription is False, you must set the Bill Amount. Will not bill the contact.

Not Mapped 

Not Mapped 

If Bill Subscription Is not mapped, and Bill Amount is not provided, then iDMS will automatically set Bill Subscription and use the default Bill Amount from iMIS.  The subscription will not show under Membership since the flag was not set for Is Membership. 

 


A sample file for importing subscriptions might look like this –

View screenshot

A sample mapping for importing subscriptions –

View screenshot

Subscriptions in iMIS 2017

For iMIS 2017 updates, we recommend creating a business object off of the Subscriptions table that has at least the following fields (plus any other fields you want to edit):

NOTE: You must edit the Business Object and make PRODUCT_CODE a Key and both PRODUCT_CODE and STATUS required.  See the above checkboxes for both Key and Required.

Then in iDMS, you would select Business Objects > type iDMSSubscriptions  (or whatever you named your business object) and then tab to select the fields.  Note, you may have to Clear the iDMS Cache and case does matter when entering the business object name.

View screenshot

Chapter Importing

Chapters are saved as subscriptions.  The Billing Product (Code) is the Chapter Code prefixed with CHAPT/

Therefore, to import a record into the EAST chapter, the Billing Product (Code) would be CHAPT/EAST and you would use the Insert Action or Insert with Matching Action.

Note: At this time, iMIS does not return a verbose error if the Item Id does not exist.  You will receive a "HTTP Status Code is not OK or Created" error if the Item ID is not in IMIS.



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