Copying a Membership Product

If you need to create multiple membership products that have similar setups, Personify360 offers a Copy Product functionality to make this process easier and less time-consuming. The Copy Product functionality allows you to take the setup of an existing inventoried product and copy over any or all of its parameters, including GL accounts and pricing setups, by simply checking off the parameters you want to recreate for the copied product.

This functionality is available for all Product Types and appears as a task (Copy this Product) through the Related Tasks taskbar when viewing a product on its Product Maintenance (PRODUCTCENTRAL) screen.

The Copy Product screen consists of two tabs:

· 1 – New Product to be Created
Used to set up the general product information, such as Product Code and Product Description.

· 2 – Copy Parameters
Used to define the parameters that should be copied from the old product to the new product. The Copy Parameters functionality allows you to copy any or all parameters of a product including the following:

o GL Account Parameters

§ System Accounts

§ Revenue Accounts

o Copy Parameters

§ Rates and Prices

§ Components

§ Cancellation Fees

§ Shipping Fees

§ Web Text Info

§ Ebubs Controls

§ Categories/Keywords

§ Relationships

o Subsystem-Specific Parameters

§ Membership Subscription Benefits

§ Linked Customer

If a Renew to this Product has been defined on the Rate Code Extensions screen, the system will copy the product from the source product if it is different from the source product. If the renew-as product is same as the source product, the system will make the renew-as-product the same as the new product being created.

For example, Product A has a renew-as product of product C. Product A is copied to product B. The renew-as product for Product B is Product C. Product A has a renew-as product of Product A. Product A is copied to Product B. The renew-as product for Product B is Product B.

To create a new product by copying an existing:

1. From the Personify360 main toolbar, select Products > Product Central.
The Product Maintenance search screen displays.

2. Click Search to find a product or click Create New Product.

3. From the Related Tasks task category, click Copy this Product.
The Product Copy screen displays with information on the original product appearing at the top of the screen, as shown below.

4. On the New Product to be Created tab, enter the Product Code of the new product.

The Product Code MUST be different from the original product.

5. Please note that as of 7.5.2, the Parent Product and Level 1 cannot be changed.
This value defaults from the original product, but may be changed as needed.

6. Select the Product Class of the new product.
This value defaults from the original product, but may be changed as needed.

7. Enter the Product Description and Invoice Description.

8. You MUST enter the Level 2/Level 3 membership structures.

The Level 2/Level 3 MUST be different from the original product.

The Copy Product functionality for membership products does not allow you set the availability dates. Make sure you modify these as needed after you finish creating the copied product.

9. Click Next.
The Copy Parameters tab displays, as shown below.

10. On the Copy Parameters tab, select the appropriate radio button in the System Accounts section.

· Use Default System Account
When selected, the system pulls the Product_Account values from the FGL_Product_Account_Default table for the subsystem. If this option is selected but no default system accounts have been defined, then the system accounts for the new product will be blank.

· Copy System Accounts
When selected, the system copies the Product_Account record from the original product.

11. If necessary, check the Impose Mask on System Accounts checkbox.
When checked, you must enter a GL Account Mask so the system validates that the resulting account exists in the Financial General Ledger Account Master table. If it does not exist in the table, then a warning is issued and the user must define these accounts manually.

12. Select the Recognition Method from the drop-down.

13. Select the Recognition Date from the drop-down.
Note that this field will be disabled unless “On Specific Date” is chosen from the Recognition Method drop-down.

14. Check the appropriate checkboxes in the Revenue Accounts section.

· Copy Revenue Accounts
When checked, the system copies the records from the Product_Revenue_Distribution.

· Impose Mask on Revenue Accounts
When checked, you must enter a GL Account Mask so the system validates that the resulting account exists in the Financial and Accounts Receivable system. If it does not exist in the table, then a warning is issued and the user must define these accounts manually.

15. If you selected the "Impose Mask on System Accounts" or "Impose Mask on Revenue Account" checkbox(es), enter the GL Account Mask.
GL account numbers are created with segments that represent the same type of item for all GL account numbers. You can define the pattern for the GL account here. For example, the current revenue account is 1-678-4800, where “4800” is specific to the current product and the revenue account for the new product is 1-678-4900. Therefore, the GL Account Mask would be ?-???-4900.

When the Impose Mask on System Accounts or Impose Mask on Revenue Account checkbox(es) are selected and a GL Account Mask is entered, the system will accept a mask and then update the account based on this mask. The system must validate that the resulting account is a valid account.

16. Check the appropriate checkboxes of the parameters to copy.
The parameters include the following:

· Rates and Prices: defined on the Rates and Pricing screen.

· Components: defined on the Components screen.

· Cancellation Fees: defined on the Cancellation Fees screen.

· Shipping Fees: defined on the Shipping Fees screen.

· Product Images: defined on the Product Images screen.

· Web Text Info: defined on the Brief Description and Long Description screens.

· Ebus Controls: defined on the eBusiness Control, Related Links, Related Roles, and Search Engine Optimization (as of 7.6.2) screens.

· Categories/Keywords: defined on the Search Categories screen.

· Relationships: defined on the Related Products, Related Customers, Related Files, Fundraising Links, and Product Segmentation screens.

17. If necessary, check the Membership Subscription Benefits checkbox.
These are the benefits set up on the Rate Code Extensions screen. When checked, if more than one subscription benefit record for the same rate structure, rate code, and subscription product exists, only the most current record is copied. The Begin Date is set to the “Product Available Date” and the End Date is set as “Null.”

18. If necessary, check the Linked Customer checkbox.
This is the cross-reference defined for the original product, typically chapter products, to a subgroup record. A value is needed here for MBR700 to work. On the Subgroups screen, this value must exist to calculate the membership total. Multiple products can be linked to the same subgroup record. When checked, this links the new product to the original product’s linked subgroup.

19. Review all your fields, and after review, click Copy Product.
If no errors occur, the new product opens on the Product Maintenance screen. If you receive an error stating, "Another object with the same key already exists,” return to the “New Product to be Created” tab and make sure you entered a Product Code different from the original product’s code.

Since the Copy Product functionality for membership products defaults the availability dates from the original product, make sure to update the dates as necessary before validating your new product.

This process does not automatically validate the product. You still need to click Validate Setup, as with other product setups, to finalize the product. For more information, please see Validating a Membership Setup.

While the Copy Product functionality can copy the Web Text Info from the original product’s e-Business control, you should open the new product’s setup and review the e-Business to ensure it’s active and appears only when desired.