Import and synchronization of relations

Earlier you have made settings for the synchronization of Organization profiles and relation profiles. This means that the system extracts certain information from the Organization profile and places it in the relation profile when the information in the Organization profile changes. By default, the system extracts contact details (name, e-mail and address) and financial information (bank account number and BIC code). However, before profiles can be synchronized, they have to be imported from the Organization first.

First import and synchronization

Genkgo has already imported all members (in the members folder) from the Organization Application. This means that all members already have a relation number and a relation profile. You can now find the contact details and financial information form the Organization profiles in the relation profiles as well.

Make your own import

It is possible to import other Organization folders or relations of another type (e.g. companies). There are three different ways to create new relation profiles in the Financial Application:

• Import folder from Organization
• Import individual from Organization
• Add individual without Organization link

Import folder from Organization

Click on ‘Import’ in the toolbar. You will see a new screen with the Organization tree. Select the folder that you want to import.

When you select a folder that hasn’t been imported before, all profiles from this folder will be imported. If you select a folder that has been imported before, only the persons that do not have a relation profile yet will be imported. Note that folders that have been imported before are usually updated automatically, unless the folder was deleted from ‘Automatically imported folders’. Read more about this here.

Click on ‘import’. You will see the overview of relations again. The import may take several minutes. Refresh the screen. The relation profiles have been added to the overview.

We recommend to always check whether the automatic import is turned on for the members folder before you send contribution invoices to your members. If this is not the case, make an extra import. This way, you can always be sure that each member has a relation profile and will receive an invoice.

Import individual from Organization

Place your cursor on ‘Add’ in the toolbar and click on ‘Profile from Organization’ in the drop-down menu. You will see a new screen. Enter the name of the person/company behind ‘Search in Organization’ and select the correct person/company from the suggestions. Click on ‘save’. You will be redirected to the overview of relations. The new relation profile has been added.

Add individual without Organization link

It is possible to send invoices to persons or companies that do not have an Organization profile. Before you can do this, you need to manually create a relation profile.

Place your cursor on ‘Add’ in the toolbar and click on ‘Relation without synchronization’ in the drop-down menu. You will see a new screen in which you can enter all information for the relation profile.

First enter the financial contact information of the relation. Enter the billing address in the field ‘Address’. Enter the e-mail address on which the relation prefers to receive invoices in the field ‘E-mail’.

• Standard comment on invoice – Here you can place important additional information about the relation that should be placed on each invoice.
• Relation number – Here you can enter a relation number. If you do not enter a relation number, the system will automatically generate this for you.
• The fields CoC number and VAT number are optional. You can fill these out if relevant.
• Term – Here you can enter a deviant payment term for this relation. If you do not enter anything here, the standard payment term will apply to the relation.
• You can also make several settings regarding VAT if this applies to the community and the relation.

Click on ‘save’ to confirm. The new relation will appear in the overview.