IMPORTANT NOTE BEFORE YOU BEGIN:
As you utilize the import template files & import your data, please create a Google Drive Folder with your copies of the templates and share it with the VinesOS team member assisting you with your onboarding
Transferring Members & Credit Cards to VinesOS
There are two steps involved in transferring member and card data to VinesOS and Stripe.
Step 1: Transfer the Credit Card Data to Stripe
1. Ask the company that holds your credit card tokens (The credit card processor or the platform) to start the credit card transfer to Stripe. Ask them to initiate a token migration to Stripe on the VinesOS Platform account. Tell them you do not want to close your account yet, but you want to transfer the tokens.
They will require this information on where to send the data to Stripe:
destination_account: acct_1L5cosDj3UJgmK8z
destination_account_name: 'VinesOS Platform'
If your current vendor asks for a PGP/Encrypted Secure Mail Login, please reach out to the VinesOS team member assisting you with onboarding to receive this information.
Credit card data can take a month or longer to transfer from your existing account to Stripe for use on VinesOS. Much depends on how long your current platform takes to do the transfer. Ask your provider for a time estimate. Once we have all your data and the tokens have been transferred to Stripe, we will complete our side of the process within a week.
2. After you have completed the Stripe Signup on VinesOS, email your Onboarding Representative with the following information:
a. Your business name
b. Where your credit cards are coming from (Square, Global, Worldpay)
c. Estimate how many records will be included in your card data transfer:
Fewer than 100 records
Between 100 and 100,000 records
Between 100,000 and 1 million records
Between 1 million and 10 million records
Greater than 10 million records
IMPORTANT NOTE: When asking for this data from your card processor, also be aware that you need to ask for the data that represents the credit card. Please see Step 2.2 below.
STEP 2: Transfer the member data, including the credit card token details
You must enter your member data into the VinesOS template format. Please take a look at this template file, which shows all the fields that you can import. Fields in bold are required.
To transfer credit card tokens, you must extract the following data from your merchant processor and/or current platform.
a. The customer's unique identifier (this ties the customer to the card token)
b. The credit card token or alias (this represents the full credit card data)
c. The last 4 digits of the credit card
d. The credit card expiration date
All of this data must be in the spreadsheet along with the member details, such as what club they are in, shipping address, notes, etc.
As soon as you export or receive this member data from your current provider, ask your account manager to take your VinesOS Stripe account OUT of Test mode, and switch your club signup on your website to go to the VinesOS-hosted club page, so you do not lose any new members signing up. If new members sign up on your current platform, you will not have their data after it has been exported. Alternatively, remove your online club signup, or have prospective members call you to sign up and enter them in VinesOS.
Prepare your member spreadsheet for upload to VinesOS. Please use the template file provided in Step 2.1. Click on 'File' in the upper left corner and 'Make a Copy'. Replace 'VinesOS' in the title with your company name. Fields in bold are REQUIRED. You can change the order of the column headings in the spreadsheet, but do not change any of the column heading field names in Row 2. This will break the import.
When done with adding the data, double-check the data for integrity. Scroll through the entire spreadsheet and look for any data irregularities, such as a missing email address (which is required...if you don't see one, make one up, such as member123@<yourdomain>.com), shipping address, missing club name, etc. Check that all the required fields have data included. Most commonly missed is the Club ID field
When you have completed the data entry for the spreadsheet, share this data in Google Sheets with your account manager. We will review your file for data integrity. If anything is missed, it will delay the import time, as your account manager will need to go back to you to get the missing data.
After we have verified data integrity, we will upload the data to your spreadsheet, and a member account will be created for each customer.
When we receive the token data from Stripe, we will remap the old token to the new Stripe Token on our VinesOS Platform accounts, and you will be asked to verify a few records. Once verified, you will be ready to start processing!
Importing Wine & Products
For clients integrating with Revel POS, use the sync method instead.
Please take a look at this template file for importing your wine.
Please take a look at this template file for importing your merchandise & other products.
On the spreadsheets, it's important to keep the top row and not change the heading names. Headings in bold are required. Items can be put into different columns; you can move them around, but keep the header the same. Also NOTE:
Price is required
Quantity is required, or it will display as "Sold Out"
Set a unique SKU for each wine
The 'varietal' field is a single value; VinesOS can't assign multiple varietals per wine. You can create a blend, such as GSM
Make sure you have added each varietal in VinesOS before importing
Make sure to add the category, as noted above, similar to varietal, before importing.
Default_graphic: should be 1 or 2 or 3 (1=Red, 2=White, 3=Rose) if you are using default graphics. This is a good option while you are adding the wine images individually.
Import Past Orders
If you want to import past orders, we suggest starting with club pickups first, as those will be the top priority when going live. You can import the rest of your past orders later; however, you'll want to be sure that there is no risk of duplicate orders if engaging in multiple order imports.
Please take a look at this template file for importing your past orders.
On the sheet, it's important to keep the top row and not change the heading names. Items can be put into different columns; you can move them around, but keep the header the same.
Also NOTE:
Columns with an asterisk * are REQUIRED fields
Read the notes in row three for detailed instructions
For the import to work correctly, the SKU and exact product name must already exist in VinesOS
Dates and phone numbers can be populated in any format. Example: 2023-12-20 or 12/20/2023
Once imported, these orders can not be refunded or modified
Import Gift Cards
Please take a look at this template file for importing gift cards.
REMINDER!
As you utilize the import template files & import your data, please create a Google Drive Folder with your copies of the templates and share it with the VinesOS team member assisting you with your onboarding