WineDirect Data Migration Guide (USA, Canada only)

Understanding Migration Timing, Editable Data, and Ensuring the Accuracy of Your Imported Information

We will be conducting two data imports and greatly appreciate your help in ensuring the accuracy of your data.

To better understand what you can edit during each stage of the transition, please follow the steps outlined below.

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In this Article

• First Data Migration
  • Live Data That Will Be Migrated
  • Other Non-live Data That Will Be Migrated
• Final Data Migration
• Best Practices for Reviewing Migrated Data
• Back up your data for your own record keeping

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1. First Data Migration Components

During your kick-off call with your Onboarding Specialist, we will begin the process of migrating the following data types.

• Please take the time to read and familiarize yourself with the edits that can be made and where they can be made.
• Data, such as orders, customers, club memberships, and credit cards in WineDirect will be reimported during the final data migration.
• We will notify you once your first and final migrations have been fully completed. If any data errors have occurred we will provide you with an email containing instructions on how to correct them. You will have until the final data migration date to make any necessary corrections. 

If you notice discrepancies in any data please let your onboarding specialist know. 

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Live Data That Will Be Migrated

• Customers: Feel free to make edits within WineDirect. You can make these edits in WineDirect up until the date of your final data migration.
  • Contact Information
  • Shipping addresses
  • Contact types
  • Credit cards
  • Notes
• Club Memberships: DO NOT EDIT CLUB NAMES IN EITHER WINEDIRECT OR COMMERCE7 However, feel free to make edits to individual customer memberships within WineDirect. You can make these edits in WineDirect up until the date of your final data migration.  
  • Club membership types
  • Hold dates
  • Cancellation dates
  • Addresses (Billing/Shipping)
  • Credit Card 
• Credit cards: Cards in the first import will be for review purposes only. You will not be able to charge customers until the final migration is completed. However, you can make any changes to customer credit cards in WineDirect.
• Orders: Feel free to make edits within WineDirect. You can make these edits in WineDirect up until the date of your final data migration. 
• Gift cards: Feel free to continue accepting, selling, or editing gift cards in your WineDirect site. That data will be re-imported during the final migration.
• Inventory: Feel free to make edits within WineDirect. You can make these edits in WineDirect up until the date of your final data migration. 

 

Other Data (non Live Data) That Will Be Migrated

This data will not be re-imported during the final migration. This means the names of each data type (for instance, your Club names) must remain unchanged until the completion of your final import.

• Club Settings

• • Feel free to edit existing clubs in Commerce7 (add content, photo, etc). But DO NOT change Club Titles in either WineDirect or Commerce7.
  • Can you create a new Club in Commerce7? 

    Yes. However, please be aware that if you choose to create a new club, you will need to manually transfer all memberships from your existing club to the new one after the final migration is complete.

• Products 

• • Do not edit the SKUs in Commerce7 or WineDirect. However, feel free to edit existing Products in Commerce7 (add content, photo and more). 
  • Bundles are not being migrated over as they are configured differently between the two systems. Please view the documentation here on how to set these up within Commerce7. 
  • Check to make sure your product photos were imported correctly.
  • Check to make sure your inventory totals were brought over correctly.

• Sales Attributes

• • Do not edit your Order Types in WineDirect or Sales Attributes in Commerce7.

• Customer Tags 
  • Customer Tags correspond with Contact Types in WineDirect. Please do not make edits to contact types in WineDirect.
• Pickup Locations

• • Do not edit Pickup Location attributes in either WineDirect or Commerce7.
• Inventory Locations
  • Do not edit the Inventory Locations during the migration process in either WineDirect or Commerce7.

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2. Final Data Migration Components

We will migrate your live data from WineDirect to Commerce7 on your launch date (or as close as possible to that date) to ensure that you have the most up-to-date information for your launch.

If we have informed you of any data errors and you have taken the necessary steps to correct them in WineDirect, those updates will be reflected in the final data migration. After the final data migration is complete, you will have the ability to edit all of your data within the Commerce7 platform.

Here's what will be imported in the final migration:

• Customers
• Customer Tags
• Club Memberships
• Credit cards
• Orders
• Inventory
• Gift Cards

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3. Best Practices for Reviewing Migrated Data

Below are the items that you need to review. If anything is missing or not matching, please let your Onboarding Specialist know right away.

Products

Check the following:

• Pricing: Confirm that it matches what is in WineDirect.
• Photos: Check to make sure your product photos were imported correctly. We import only the main product image (the Photo under General Information in WineDirect). If it's not in Commerce7, ensure the WineDirect image URL is valid and publicly accessible (no authentication). We support only one image domain, chosen based on a random product image URL - multiple image domains are not supported.
• Teasers/Descriptions: HTML code is striped out of the data brought over, so please review these to ensure they are still accurate.
• Weight for each Product: (if your shipping rates were not weight-based in WineDirect, you will need to enter them. If you do not, then shipping rates will not be calculated).
• Product Type:Confirm that they match in WineDirect.
• Web/Admin/POS/Club Status: Define where the Product should be available for purchase. (Web > Available, Not Available or Retired | Admin/POS/Club > Available or Not Available).
• Product attributes: Title/Subtitle, SKU, UPC Code, Department, Tax Type, Alcohol Percentage, Volume (in milliliters).

Customers

Check the following:

• Number of Customers: Check the overall number of Customers to confirm that they all made it over.
  • To check this, go to the CRM tab and use the More Filters dropdown.
• Spot-check: Choose a few Customers that you know well and go have a look at their Customer Profiles. Look at Name, Address, Phone Number, Orders, Club Membership (if applicable) and any Customer Notes. Does everything look correct?

Orders

Check the following:

• Compare the number of Orders: Compare the number of Orders in WineDirect to the number of Orders in Commerce7. Make sure the order totals for a given month (for instance, run a report for 2/1/2025-2/28/2025) matches what is in your WineDirect platform.
• Spot-check: Choose a few Customers that you know well and go have a look at their Orders. Does everything look correct? Check Items, Amounts, Payments, Order Notes.

Clubs and Memberships

Check the following:

• Review Club Levels: Check the Clubs in both WineDirect and Commerce7 and confirm that all Club levels in WineDirect exist in Commerce7. 
• Review Memberships: Confirm that the count of Memberships in WineDirect matches what you see in Commerce7. Make sure to use the Club Memberships report in WineDirect.
• Spot-check: Choose a few Club Members that you know well and go have a look at their Club Profiles. Does everything look correct? Check Shipping/Pickup preference, Address information, credit card data, and dates.

Gift cards

• Spot-check: Choose a few gift card ID numbers from your WineDirect site. Then, in Commerce7, go to Store and then Gift Cards and search for those ID numbers. Check balances and make sure they match in both systems.
• Note: Gift cards will be imported as Virtual gift cards in Commerce7, which means cards can only be redeemed in person in the POS if you have a physical card with the gift card ID number or a barcode printed on the card. Magnetic cards must be manually entered, and cannot be swiped.

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4. Backup Your Data for Your Own Record Keeping 

• Customer data: Go into the Admin Panel and click Reports > Contacts > Contact List > You will then need to change the date range to 01/01/1900 – today’s date, this will ensure you capture all customers in the site. Then click Export.

• Product data: Go into the Admin Panel and click Settings > below click on Import/Export > Product Exporter > Change the format to “Advanced” and then click export. Once it is complete you will need to click on the letters Download Finished to download the document.
• Order History data: Go into the Admin Panel and click Reports > Sales > Order Detail > You will then need to change the date range to 01/01/1900 – today’s date this will ensure you capture all orders in the site. Sometimes it does time out and you will need to break the date range up into chunks. > You will also need to click on Manage Filters and Select All Order Statuses and change Bundles to Show Individual SKU > Then click export.
• Customer Notes: Go into the Admin Panel and click Dashboard > Notes > Then on the right-hand side you will see the option to export notes, once you click it the export will start.
• Contact types: Go into the Admin Panel and click Contacts > List Builders > then click into whichever contact types/lists you would like to export > Click Generate List > and then on the right-hand side click download CSV. You will need to do this for each contact type one by one/
• Club members: Go into the Admin Panel and go to Settings> Import/Export >Club Member Exporter>then Export and download file.

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