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Using the NAHB/WMS Export Tool

Eligible NAHB Export Transactions

Using the WMS Import Tool, you may export the following transaction types, provided the criteria have been met, from your MemberZone database:

  • New Members: Transactions will be available for export if:
    • The Member has a Join Date that falls within the report date range.
    • The Member's membership status is Active or Courtesy.
    • The Member has a Representative marked as Primary
    • A paid invoice that includes the HBA fee items identified in the WMS/NAHBSettings that fall within the report date range. See WMS Export Tools Settings for details.
    • The Member data field for HBA Number must have a value.
    • EITHER the Member data field for NAHB Company ID must have a value OR:
      • Information on the member's General tab is filled out as thoroughly as possible, including address information and the Primary Business Activity Code.
  • Renewals: Renewal transactions will be available for export if:
    • The Member data field for HBA Number must have a value
    • The Member data field for Subscription ID (MSN) must have a value
    • Must have a paid invoice for the renewal fees in the report range. See WMS Export Tools Settings for details.
  • Cancellation: Cancellation transactions will be available for export if:
    • The Member data field for HBA Number must have a value.
    • The Member data field for Subscription ID (MSN) must have a value.
    • The member must have been marked as Dropped during the report date range.
    • The member must currently have a status of Dropped/Inactive.
  • Contact Info Changed: This transaction occurs when information for the existing contact for a membership is changed. Changes that will trigger this transaction include Rep Work Phone, Rep Address, Rep Email, Rep First/Last Name, and Rep set as primary (and has MSN#). Contact Info Changed transactions will be available for export if:
    • The Member data field for HBA Number must have a value.
    • The Member data field for Subscription ID (MSN) must have a value.
    • The Rep data field for Contact Person ID (PIN) must have a value.
    • The Rep data field for First Name and Last Name must have a value.
    • The Rep must have the address information filled out.
  • New Contact: This transaction occurs when a new primary contact is associated with a membership. New Contact transactions will be available for export if:
    • The Member data field for HBA Number must have a value.
    • The Member data field for Subscription ID (MSN) must have a value.
    • The Rep must have a Contact Person ID (PIN) OR the Rep data field for First Name/Last Name must have a value And the Rep must have address information filled out.
  • Company Info Change: This transaction occurs when the information for the existing company associated with membership changes. Company Info Change transactions will be available for export if:
    • The Member must have an HBA Number.
    • The Rep must have a Subscription ID (MSN).
    • The Member must have an NAHB Company ID.
    • The Member data field for Company Name must be populated
    • The Member mailing address must be filled out.
    • The Member's Primary Business Activity Code must be populated.
    • The Member data field for ‘Full-Time Emps’ must be populated.
  • New Spike: This transaction occurs when a new spike is entered for an existing membership. The change must occur during the export report range. New Spike transactions will be available for export if:
    • The Member data field for HBA Number must have a value.
    • The Member data field for Subscription ID (MSN) must have a value.
    • The Member data field for Spike HBA Number must have a value.
    • The Member data field for Spike Person ID must have a value.
NOTE: When a PIN is provided for the Spike of membership, that person must be associated with a company that already has an active builder or associate membership with NAHB. When Spike information is provided instead of a PIN, the company providing it must have an active builder or associate membership with NAHB.
  • Member Type Changes: This transaction occurs when there is a change to the type of an existing membership (within the export report date range). New Member Type Changes will be available for export if:
    • The Member data field for HBA Number must have a value.
    • The Member data field for Subscription ID (MSN) must have a value.
    • WMS requires a valid NAHB Membership type to be sent.

Reviewing NAHB Transactions Available for Export

  1. Click WMS/NAHB in the left-hand menu. The WMS Export tab is displayed by default.
  2. Choose the month for which you wish to view/export transactions from the Month to View drop-down list.
  3. Choose the transactions you wish to export from the Transaction Queue filter options. The transactions that you selected on the Settings tab will be checked by default.
  4. From the Sort By drop-down, select the order in which you would like the results to be displayed. By default, results will be displayed by Status. The status will indicate whether there are any errors with the data. The transactions with errors will be displayed at the top of the list.
  5. Click Load. Transactions matching your filter criteria will be displayed.
  6. Review the loaded data. Your goal is to get all records to be green before you move them to the queue and do your export:
    • The green check indicates those records are ready to go.
    • The red triangle indicates that something is missing or incorrect for this record and requires attention.
  7. If the red triangle is displayed, click the More button to see what needs to be fixed. The majority of the issues are missing or have incorrect information. Changes will be required on either the member's General tab or the member's Rep tab.
  8. After making changes to the member's information, reload the report to ensure that you have resolved the issue.

Create a Batch of NAHB Transactions

Once you have loaded the transactions you wish to export (See Reviewing NAHB Transactions Available for Export above):

  1. Select the specific line items that you would like to include or exclude in a batch:
    • Take No Action: If this option is selected, the transaction will remain in the queue and NOT be exported.
    • Add to Batch: If this option is selected, you will be prompted to select the batch to which you wish to add this transaction. If no batches are available, or you wish to create a new batch, click [New Batch] to name a new batch.
    • NOTE: The Set All To option allows you to select the action to be performed on all transactions.
    • For example, if you wish to add all of the transactions to a batch, select Add to Batch. You will then be prompted to select the batch to which you wish to add the transactions. If no batches are available or you wish to create a new batch, click [New Batch], and name the new batch.
  2. Hold Until: If this option is selected, you may select the month in which you would like to process this transaction.
    • Remove Permanently from List: Select this option if you do not wish to ever process this transaction. NOTE: You will be able to view (and process if needed) permanently removed transactions by selecting Show hidden/removed when loading the monthly transactions.
  3. Once all selections have been made, click Process Queue.

Download the NAHB Transaction File

Once you've sent the desired records from the queue to the batch(es), you are ready to open the batch and download.

  1. In the Batches section, click Find Batch
  2. Select the desired batch from your list of saved batches and click Open Batch.
  3. Click the Export for WMS button to create the file formatted for import to the NAHB. A file will be downloaded to your computer. NOTE: If there are transactions in the batch that you do not wish to download, you may select those and click Return Selected Transactions to Queue before clicking Export for WMS.
  4. Click Save if you are prompted.
    • NOTE: The Download CSV allows you to download a list of records in the currently selected batch in a format that is easy for a human to read. This is NOT the file to be used for WMS import, but may be used for your review and records.
  5. When ready to create the version that will be imported into WMS, select Export for WMS, which is the version that will be uploaded to WMS.
  6. Log in to your WMS account and import the file.

Errors in Importing File to WMS

If errors occur when the file is imported to WMS, the errors will refer to Warnings on Line X. Most errors are “missing” or “invalid” data. WMS will reject the entire file if there is an error.

To review the line items causing the warning(s):

  1. Click WMS/NAHB in the left-hand navigation panel.
  2. On the WMS Export tab in the Batches section, click Find Batch.
  3. Select the batch you wish to review.
  4. Locate the line that caused the Warning in WMS.
  5. Go to the member's profile to fix the error identified by WMS. You may have to compare the member records in WMS and MemberZone and update them appropriately. After fixing the issue, you may re-export the batch. See Create and Download NAHB Transaction File for instructions.
    OR
  6. You may remove the transaction(s) from the queue until you can fix the error.
    • Select the checkbox for the transactions you wish to remove.
    • Click the Return Selected Transactions to the Queue button.
    • After removing the transaction, you may then re-export the batch by clicking Export for WMS.