What happens to balances, invoices, credits and gift cards when we move?

Must know

Money comes over only with the final import. Balances, account credit, invoice history and gift certificates never appear in a preview.
What a family owes becomes a sent invoice. Families aren’t emailed when these invoices are created.
Past, settled orders become read-only invoices marked Imported from previous system. They can’t be edited or billed again, and families don’t see them in the family portal.
Gift certificates become gift cards named Imported store credit. Families can spend them at checkout or on an invoice only once Gift Cards is on for your club; the move doesn’t turn it on.

When it comes over. A preview import creates none of this. It all arrives with the final import, Import and go live, which Uplifter runs when you’re ready to go live. Afterwards you’ll find the invoices in Financials > Invoices. What each kind becomes.

In Uplifter 1.0	In the new Uplifter	What you can do
A balance a family owes	A sent invoice with the line Balance carried over from your previous registration system, or, when the order can be itemized, one invoice per open order with its items and, if part was paid, a Paid on your previous system line	Record cash or e-transfer with Take payment
A payment plan still being paid	One invoice per remaining payment, due on its original date. These aren’t charged automatically, even to a saved card. The part already paid comes over as a read-only paid invoice	The family pays each one in the family portal, or you record it with Take payment
An overpayment	Account credit	The family spends it at checkout, or you apply it with Take payment
A settled order (paid, refunded or cancelled)	A read-only invoice marked Imported from previous system	Look it up, or Record refund on a paid one
A gift certificate with a balance left	A gift card named Imported store credit, for the remaining amount	The family spends it at checkout (needs Gift Cards on)

Families aren’t emailed. Carried invoices (the ones for what a family still owes) and imported gift cards are created without an email to the family. Carried invoices do show in the family portal: if a family asks about one, it’s what they already owed you, not a new charge. Payment plans keep their due dates. Each remaining payment’s invoice has a line like Payment 2 of 4 followed by the order’s main item. If a plan’s payments don’t add up to what the family owes, that order comes over as a single invoice instead. Nothing charges them on their due date, so tell those families to pay each one. Settled history is a record. These invoices keep their line items, taxes and a payment summary. They never move money, are never billed again and aren’t sent to your accounting system. Record refund, offered on the paid ones, refunds a payment the family made on Uplifter 1.0: see How do I refund an invoice imported from my previous system? The individual payment records behind them stay in your old accounting records. Only their summaries come over. Gift certificates. An imported card is already held by the family and can be transferred to someone else. A fully used certificate isn’t carried over. The move doesn’t turn Gift Cards on. Until it is on, the family can see the card in the family portal but can’t spend it at checkout or on an invoice, and staff can’t take it with Take payment or at the point of sale. Once it is on, the card can be spent on anything: see How do I turn on gift cards and add them to my website? What can’t be matched isn’t carried. Balances, credit, settled invoices and gift certificates are matched to a family by email. Anything that can’t be matched isn’t carried over. Related: How do I take a payment on an invoice? · How do I refund an invoice imported from my previous system? · How do I add or remove account credit for a guardian? · What are gift cards in Uplifter, and what can a family spend one on?

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What comes over

After the import

What happens to balances, invoices, credits and gift cards when we move?