What Orchid Does With This File
Orchid POS imports your active customer memberships (range memberships, club memberships, ammo subscriptions, fishing/hunt club, FFL transfer memberships, etc.). Recurring memberships (monthly/annual auto-billed) transfer with their billing schedule; non-recurring (paid-up) memberships transfer with their expiration date. Orchid POS handles both.
Required File Format
Excel (.xlsx) - one row per active membership
Required Fields
- Membership ID (legacy system's reference)
- Customer ID (must match Customer List)
- Customer Name
- Membership Type / SKU
- Membership Name (customer-facing label)
- Recurring Flag (yes/no)
- Start Date
- Expiration / Next Renewal Date
- Billing Frequency (monthly, annual, quarterly, lifetime)
- Billing Amount (the recurring charge)
- Last Billed Date
- Last Billed Amount
- Auto-Renew Flag (yes/no)
- Payment Method on File (last 4 of card, ACH last 4 - DO NOT EXPORT FULL CARD NUMBERS)
- Status (active, paused, cancelled-but-paid-through)
- Notes
Reconciliation Rules
- Customer ID MUST match Customer List.
- For recurring memberships, the Next Renewal Date determines when Orchid POS will trigger the next billing - this is critical, don't ship a stale date.
- The total of all active recurring memberships gives your monthly recurring revenue (MRR) - it should match your accountant's books.
- Lifetime memberships have no expiration - Expiration Date should be blank or a far-future placeholder.
Before You Start
- If you use a third-party billing processor for membership recurring charges, the payment-on-file details may need to come from the processor, not your POS.
- PCI compliance: never export full credit card numbers. Last-4 only.
- Decide how to handle memberships that lapsed within the last 30 days but the customer may still try to use - confirm with your consultant.
How to Export from Your Current System
QuickBooks POS
QBPOS does not natively support recurring memberships. Stores typically use a third-party module or track manually via custom fields or scheduled invoices in QuickBooks (the accounting side, not POS). Export from the third-party module.
Connected Data Systems (CDS)
Reports > Memberships. Confirm with CDS support.
Celerant
Reports > Memberships / Subscriptions. Export dropdown > Excel.
Coreware / coreSTORE
Memberships view. Click '...' > Excel Export. Coreware has strong membership support, especially for range operations.
Trident 1 POS
Reports area > Memberships. Trident 1 has range-focused membership features.
Bravo
Reports > Memberships. Confirm structure with your consultant.
Cervelle / Merchant Magic
Reports menu > Memberships. Confirm with Cervelle support.
Watch Out For
- Recurring billing handoff is the trickiest part of any membership migration. The payment-method-on-file may need to be re-authorized in Orchid Pay (Orchid's payment platform) - your consultant will coordinate.
- If a customer has multiple memberships (e.g., individual range membership PLUS spouse on family plan), each is a separate row tied to the same Customer ID.
- Recently-cancelled memberships where the customer is paid through the end of the period should be migrated as 'cancelled-but-paid-through' so Orchid POS still grants them access until expiration.
- Per the spec, memberships are not present in every migration. If your store doesn't run memberships, skip this guide.
This file may contain sensitive information (customer addresses, pricing, costs). Send it to Orchid using the secure upload link your consultant provided. Do not email exports as unencrypted attachments.
Questions about this export? Reach out to your Orchid implementation consultant, or email implementations@joinorchid.com with the subject line "[Migration] [Your Store Name] - [Legacy System] [File Type] export."