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QBWA uses Quickbooks convention of using "Customer Display Name" for identifying unique customers. Make.com scenario uses this format to search QBO and returns the corresponding QBO Customer ID. Then, that ID is used when creating transactions. NOTE: Outcome from discussion with Carol about duplicate customer names.
Background: Previous version of WAQM tried a Customer search using name and email. Too many false duplicates were found, preventing invoices from being created. Quickbooks Display Name was more successful and used in later versions.
Potential weakness: when a Wild Apricot member changes their name, there will no longer be a match to the QBO Customer record since the name format is changed. QBWA will create a new Customer record and use that for future transactions.
Idea:
Use a WA Custom, admin-only field to store a QBO Customer ID.
The WAQM Customer search would rely first on the stored Customer ID and then on the Display Name as a fallback.
WAQM would write the QBO Customer ID back to WA when a new match is found or a new QBO Customer is created.
Optionally, could update the Customer name inside QBO to match the updated WA name, email, or other info.
Further ID: store WA ID inside a QBO custom field for a 2-way sync
PROs:
more reliable Customer matching that is not "broken" when a customer changes their name for any reason.
potential to improve sync of customer info (still not a true CRM sync)
CONs:
solution is only for QBO; 2-way communication with QBD is not possible (A similar approach for QBD would require new scenarios where we import a QBD customer list and process the customer info.)
requires more custom consulting with a customer - we need to create and maintain custom fields inside WA; lengthens install time and requires admin access to their system.
Increases complexity of WAQM scenarios as both the Display Name and the Customer ID search must be supported
Increases the number of operations consumed for each customer bundle (sub bundle for a Payload run, grouped by customer)
If there is a desire to entertain the QBO Custom field for storing the WA ID: QBO has a limited number of custom fields; some customers may have consumed them already. Requires more work to customize their QBO environment.
QBWA uses Quickbooks convention of using "Customer Display Name" for identifying unique customers. Make.com scenario uses this format to search QBO and returns the corresponding QBO Customer ID. Then, that ID is used when creating transactions. NOTE: Outcome from discussion with Carol about duplicate customer names.
Background: Previous version of WAQM tried a Customer search using name and email. Too many false duplicates were found, preventing invoices from being created. Quickbooks Display Name was more successful and used in later versions.
Potential weakness: when a Wild Apricot member changes their name, there will no longer be a match to the QBO Customer record since the name format is changed. QBWA will create a new Customer record and use that for future transactions.
Idea:
PROs:
CONs: