| Field / Record | System of Record | Sync Direction | Sync Trigger | Notes |
|---|---|---|---|---|
| Customer account (name, address, contact info) | Both | MT ⇄ AIM | ✓ Immediate on create from MT 5 min poll from AIM → MT |
Confirmed by Swiz/Jack after 3/30 meeting. |
| Student / dependent info (student name, school) | AIM | AIM → MT (read-only display) | 5 min poll | Dependents tab in AIM is current source. CSR should set student + school on account creation (per Nicole's phone process). |
| Website login / password | Mega Tool | Mega Tool only | — | Not synced to AIM. Convention today: password = phone number. |
| "Claim AIM Account" dedupe match rules | Mega Tool (proposed) | MT reads AIM | Real-time lookup | See Q1 — match on phone? email? name+zip? and does it fire on both web signup and CSR-initiated flow? |
| Field / Record | System of Record | Sync Direction | Sync Trigger | Notes |
|---|---|---|---|---|
| Rental agreement template (IL / IN / MI versions) | Mega Tool | MT only | — | Managed in CMS. School selection drives which template is used. |
| Rental agreement record (the signed doc) | Mega Tool | MT → AIM (metadata only) | On signature | PDF lives in Mega Tool; AIM holds a pointer/reference. |
| Signature + timestamp (legal) | Mega Tool | MT only | — | Audit trail is in Mega Tool for compliance. |
| First payment date | Mega Tool | MT → AIM | On agreement create | Default 4 months; CSR can override to actual date. |
| Rental rate, purchase price, description, condition | Mega Tool (per agreement) | MT → AIM (on order) | On order creation in AIM | Standard values come from Mega Tool catalog. CSR overrides flow through to AIM invoice. |
| CSR override of rate / price | Mega Tool | MT → AIM | On save | See Q2 — conflict resolution if AIM inventory state differs from what CSR overrode? |
| Agreement version (original, V1, V2, REV) | Mega Tool | MT only (latest version pointer to AIM) | On revision | All versions preserved in MT. AIM references latest active version. See Deliverable 4. |
| Field / Record | System of Record | Sync Direction | Sync Trigger | Notes |
|---|---|---|---|---|
| Cart / order | AIM | MT sends rental config → AIM | CSR-initiated | CSR builds the cart/order in AIM. MT does not carry a cart for this flow. |
| Invoice / downpayment | AIM | AIM only | — | All invoicing/billing handled in AIM. |
| Credit card processing (one-time) | AIM | AIM only | — | Web-based card processing has persistent TSYS issues; AIM hand-keyed processing is reliable. Confirmed scope decision. |
| Card on file for autopay | AIM (proposed) | AIM only | — | See Q3 — does online collection auto-save, or does CSR have to ask and add manually? |
| Delivery ticket | AIM | AIM only | — | Asset management team pulls from AIM. |
| Tax tables | Mega Tool | MT → AIM at transaction time | On order | Tax tables managed in MT. Rates applied at invoice creation. |
| Rental rates catalog | Mega Tool | MT → AIM at transaction time | On order | Standard rental rates come from MT config; overrides per agreement. |
| Field / Record | System of Record | Sync Direction | Sync Trigger | Notes |
|---|---|---|---|---|
| Instrument catalog (school, instrument, director preferences) | Mega Tool | MT only | — | School-level supply lists and director preferences live in MT CMS. |
| Inventory quantity / serial tracking | AIM | AIM → MT | 5 min poll | Inventory-on-hand is authoritative in AIM. |
| Used vs. new decision & QFRR default | Mega Tool (default rule) | MT default; CSR override sent to AIM | On order | See Q4 — when MT defaults to used (QFRR) but parent wants new, which system reflects the accurate purchase price on the invoice? |
| Lowest-price rule | Mega Tool | MT → AIM | On order | Q&F always honors the lowest price. MT should enforce this on agreement generation. |
Each red-highlighted row above corresponds to a question below. Answers here have knock-on effects in the rental flow (Deliverable 1) and revision flow (Deliverable 4).
We need to decide what counts as a dedupe match (phone number alone? email? name+zip? combinations?) and whether the prompt fires only during CSR-created accounts, only during customer web signup, or both.
Too loose a match and we'll get false-positive "claim" prompts that confuse customers. Too strict and duplicates will slip through. Firing on both surfaces is more work but addresses the root duplicate problem; firing only CSR-side handles the phone-rental scenario but leaves the web-signup leak open.
Nicole described a scenario where MT has one instrument/price mapped but AIM inventory has already swapped to a different instrument during a busy-season crunch. CSRs currently edit manually. We need to decide: does the MT agreement override AIM, does AIM update MT, or does the CSR see a conflict prompt and resolve?
MT-wins: simpler, but the invoice can show wrong product. AIM-wins: invoice matches what ships, but the agreement document may name the wrong instrument. Conflict-prompt: safest for data integrity, adds CSR workload. Q&F's "honor the lowest price" rule needs to survive whichever path we pick.
Related to Deliverable 1 Q4. The system-of-record question is specifically: if/when we do save a card for autopay, is AIM always the vault (matching today's reliable AIM card processing), or do we ever consider storing it elsewhere?
AIM-as-vault: aligns with current reliable practice and avoids TSYS web-interface issues that Marsha and Nicole flagged. Alternative vaults add PCI scope and integration work. Strongly recommend AIM-as-vault, but it needs explicit confirmation.
Mega Tool defaults to pulling a used QFRR (refurbished rental return) instrument. Parents sometimes insist on new — same rental rate, different purchase price. Today Nicole overrides manually. We need to pick whether the override lives in MT (and flows to AIM) or whether AIM's inventory determines the price.
MT-override approach is simpler for the new flow since the CSR is already in MT creating the agreement. AIM-inventory-drives approach guarantees invoice accuracy but requires bidirectional updates when the parent changes their mind mid-call. Both paths need to respect Marsha's "always honor the lowest price" rule.