INFUSION BUSINESS SOFTWARE Conversion Guide

Transcription

1 [Type text] INFUSION BUSINESS SOFTWARE Conversion Guide Document Owner: INFUSION BUSINESS SOFTWARE LIMITED

2 Published by Infusion Business Software Ltd All Rights Reserved Copyright Infusion Business Software Ltd 2012 Copyright No part of this book may be reproduced transmitted in any form or by any means, including photocopying without the permission of the author. Disclaimer: Because of the possibility of human or mechanical error the material contained within this book is supplied without representation or guarantee of any kind. The publishers and author are not responsible for any errors or omissions or the result from the use of such material. All accounting information used in this book is to help understand how the program can be used. It is important to seek the advice of the business accountant to ensure that all tax issues relevant to the business are covered.

3 Table of Contents Network Checklist Site Audit... 1 Software Setup... 4 Licensing Infusion Software... 5 Installation Checklist... 6 Staff Defaults:... 9 GST Defaults:... 9 Customer Defaults Supplier Defaults Product Defaults Job Defaults Survey Defaults Customer Items Defaults Loyalty Defaults SMS Defaults Layouts: Settings Setup Banking Groups: Budget Types: Customers: Contact Management: Customer Items : Suppliers: Products: Jobs: Standard Descriptions: Menu Groups: Defaults: Cashbook and Financials Settings Customer Settings Supplier Settings Staff Settings Backup Staff Listing / Sign off for Infusion Software Training Appendix I: Data Conversions from Aurora One / NZA (v7 and above) Appendix II: Data Conversion from SAM Appendix III: Data Conversion from MYOB Accounting and Premier Appendix IV: Data Conversion from Rees Easy Software Appendix V: Signoff Software Installation and Data Conversion Infusion Business Software Limited, 11 Picton Ave, PO Box 8197, Riccarton, Christchurch, New Zealand

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5 [Type text] Network Checklist Site Audit 1) Company Client: Date:.. Primary Contact:... Number of users - Std:.. Point of Sale:.... Install location:. Branches: ) Internet Details IP Address:.. ISP:.. Hosting Company: Broadband:... Remote Connections:... If so, through a Terminal Server?. Infusion Business Software Limited Page 1

6 3) Software used Package Functionality Accounting POS Workshop Payroll 4) Hardware Details Brief description of network:... Hardware Support Company:... Hardware Company Contact:... Hardware Company Contact Details: Ph:... Fax: Server Details (computer with Infusion data file on) Operating System RAM CPU Hard drive (GB) AV Office S/W IP SQL based software installed on Server:.. Infusion Business Software Page 2

7 Computer Details Computer Description Operating System RAM CPU Hard drive (GB) AV Office S/W Printer(s) installed IP Point of Sale Computer Details DPS... Computer Description (from above) Cash drawer (Y/N) Cash Drawer Connection Type Printer Printer Connection Type Infusion Business Software Limited, 11 Picton Ave, PO Box 8197, Riccarton, Christchurch, New Zealand

8 Software Setup Financials Initial Setup Initial Setup screen: From the newly created desktop icon open Infusion. An initial Financials Setup screen is required to be completed before proceeding. The Date of Conversion is the date at which Opening Balances from another system are entered or the date after which data will be entered into the software. eg enter 31/03/2007 to begin entering transactions dated 01/04/2007 and after. Select the Financial Year the software should currently be in. It may be that the conversion date is during the prior financial year to allow history to be entered. Remember that the financial year is the calendar year that it STARTS in ie 2007 for 01/04/2007 to 31/03/2008 financial year. Purge Data: If the system has been used for a trial or demonstration, it may be necessary to Purge Data to ensure there is no data in the system before you begin. To do this: Select the option Purge Data from the Admin Other Menu. Tick all options except: Financials Including Chart of Account. System Settings. If you wish to setup a Chart of Accounts from scratch. Tick the Financials Including Chart of Account option. Click Purge Data. Once the data has been purged the software will exit. Reopen Infusion. Page 4 Infusion Business Software

9 Licensing Infusion Software Registration: To be able to use the software on an ongoing basis it will need to be registered. To do this, open Infusion and go to Admin / Other / Enter License Information. The Terms and Conditions must be agreed to proceed any further. If you want to use Infusion software you must agree to the license agreement. To License the software, type in company details in the spaces provided then print a License form. Fax this to Infusion Software Limited on A License key will be faxed or ed back as requested. This will not be done unless there is authorization by a Certified Partner on the form. Enter the License into the License # field and select Save. Should the software need to be re-installed the license will need to be re-entered. If the software is on a network then the license information needs to be entered on just one PC. Infusion Business Software Page 5

10 Installation Checklist Company Name: Contact Person: Location: Certified Partner: Software Package: No. of Standard users: No. of POS users: Version no. installed: Date of Installation: Hardware Site Audit completed and Approved Hardware Support Company Hardware Vendor Hardware Contact Name Hardware Contact Phone # Date of Hardware Audit : Page 6 Infusion Business Software

11 In the Source Software: Backup the source software Print Debtor Control report Print Creditor Control report Print Balance Sheet Print Stock Valuation report Print Bank Reconciliation Print Trial balance Print Unbilled Jobs report (if using Job Costing) In Infusion Software: Check and make sure the latest version of Infusion is installed (Version ) Run the Conversion Program from INFUSION folder Backup INFUSION Reindex Files Run the Integrity check on Customers Run the Integrity check on Suppliers Run the Integrity check on Products Run the Financial Integrity check Print the Customer Verification report and compare to the source software Debtor Control report Print the Supplier Verification report and compare it to the source software Supplier Control report Print the Product Valuation report and compare it to the source software Stock Valuation report Print the Trial Balance report and compare it to the source software Trial Balance report Print the Balance Sheet report and compare it to the source software Trial Balance report Print the Invoice Totalling report from Partner Menu Print the Financial Audit report from Partner Menu Run the System verification report, check for Out of Balances Infusion Business Software Page 7

12 Defaults Setup Esc Exits Window Staff Code Required on All Transactions Entered By Required on All Transactions Shade Manage Customers Print Company Name on Layouts Prompt for a reason when deleting Shade Selected Column Default to Filtered Searching Use Default Printer when printing Labels Ask Non Critical Confirmation Questions Transaction Lockout Date Default Cashbook Receipt Method Warn when duplicate cheque number used Company Logo File System Defaults: Page 8 Infusion Business Software

13 GST Income GST Expenses GST Payment Customer Control Customer Discounts Finance Charges Supplier Control Supplier Discounts Freight Inwards Freight Outwards Rounding Default Sales Default Purchases Default Closing Stock Trade In Sales Trade in Purchases POS Float Progress Claims Financial Control Links: G/L ID Staff Defaults: Staff Defaults Custom Fields GST Defaults: GST Registration Number GST Basis GST Rates Infusion Business Software Page 9

14 Customer Defaults Preferences Tab: Automatic Account Numbering Next Account # Automatic Sort Key creation Include Title in Individuals Account Names Default Overdue Interest Rate Print Receipts Auto Pay can partially pay Invoices Place Backorders on Hold Update Date on Opening Pending Invs Prompt for Marketing when Invoicing Activate Deferred Payment Option Prompt for Refund Method when issuing a Refund (Via Payment Screen) Confirm Payment Method when receiving payment (Invoice and Payment Screen) Print Quotes Consolidate Backorders Require Marketing Type Require Sales Rep Schedule Barcodes on Packing Slips Customer Aging Method Months or Days Default Payment Terms Payment Message Bank Account Details Next Quote # Quotes Valid For Days Keep invoices for Years Keep transactions for Years Default Label Layout Default Label Address Invoices: Next Invoice #. Show Percentage / Dollars Value Allow Discounts Page 10 Infusion Business Software

15 Activate Backorders Stop Overwriting Invoice # Stop Overwriting Rates Don t warn when selling below cost Ask Cost when using G/L IDs Subtract GST when Prices include GST and selling to International Customers Prompt for Staff Code before accessing Invoicing / Quotes Prompt to Order when insufficient stock on saving / posting (Invoice screen) Show Loyalty information on Invoices Don t check for duplicate Order Numbers in Invoicing Don t check for duplicate Order Numbers on Backorders. Show selling units on Invoice / Quote screens Show Kitset Buildup on Packing Slip Show Kitset Buildup on Invoices Prompt for Item Details when Posting Invoices Prompt to load the components of a kitset individually onto an Invoice / Quote Prompt for Location when Invoicing Place Pending Invoices on HOLD Print Packing Slips when Saving Print Packing Slips when Posting Print Invoices when Saving Print Invoices when Posting Packing Slips when Saving Packing Slips when Posting Invoicing Fields: Notes Title Text Fields Date Fields Inv Line Fields Statements Tab: Statement Messages Custom Field Tab: Custom Fields Infusion Business Software Page 11

16 Messages Tab: Messages Fields Contacts Tab: Custom Fields Deferred: Text to Appear on Deferred Payment Schedule Direct Debits: Default Direct Debit Settings for Customers Bank Statement Default Direct Debit Settings for our Bank Statement Create an entry for each Customer in the bank reconciliation Page 12 Infusion Business Software

17 Supplier Defaults Preferences Tab: Automatic Account Numbering Next Account # Automatic Sort Key creation Include Title in Individuals Account Names Print Remittance Advices Auto Pay can partially pay Invoices Automatically Authorise for Payment Don t allow updating of selling prices when receiving goods Print Cheques Supplier Aging Method Monthly or Days Default Payment Terms Day # Next P/O # Allow overwriting of PO numbers Keep transactions for Years Keep invoice/po s for Years Default Label Layout Default Label Address Custom Fields Tab: Custom Fields Messages Tab: Purchase Orders message Remittance Advice message Contacts Tab: Custom Fields Invoices Tab: Exclude GST or Include GST. Exclusive / Inclusive Print Supplier Invoice Require Job ID on all Invoices. Custom Fields Infusion Business Software Page 13

18 Orders Tab: Print Purchase Orders Print Receipt Confirmations Show Purchase Units (On Screen), Show Selling Units (On Screen) Show Ratios (On Screen) Show Suppliers Code (On Screen) Allow Invoicing Direct to Customers Allow Multi Location Ordering Allow Invoices to be received with Orders Remove Standard Purchase Order option Require Job ID on All Purchases Update Order Date when recalling saved Purchase orders Prompt when Product already on order Page 14 Infusion Business Software

19 Product Defaults Preferences Tab: Costing Based on Quantities have Rates have Selling Prices are Average / Latest Decimals Decimals GST Inclusive / Exclusive Default Qty on Invoice Default Qty on Orders Don t schedule barcodes when receiving product Don t update latest cost when receiving products Warn when insufficient stock available Insufficient stock warning based on All Locations Manual Sales / Adjustments affect Sales Analysis (via Products Only) Hide Costs in Product Enquiry. Hide Costs the Transfers, Write Offs, Enter Order, Receipts and Manual Stop overwriting of Stock Value when updating General Ledger Require Closing Inventory G/L when adding products Convert millimetres to metres when using dimensions Warn when using Pricebook items associated with Products Automatically Number Products Next Product # Keep History For Num Years: Default Barcode Layout Default Barcode Price Docket # s Tab: Next transfer # Write-off # Manual order # Sales/adj # Next receipt # Infusion Business Software Page 15

20 Price Levels Tab: Setup of Price Level names Custom Fields Tab: Custom Fields Trade Ins: Trade In Prefix Next Trade In # Post Sale Processing Create Product / Do Not Create Product Page 16 Infusion Business Software

21 Job Defaults Preferences Tab: Label the Module As Automatically Number Jobs Next Job # Allow Editing of Job Number Combine Modify and Enquiry Default Due Date to a Number of days after Start Date Allow Editing of Job Invoices Don t adjust Job Costs when Editing Job Invoices Mark Costs as Billed when Entered after Job is Complete (Requires Automatically Authorise Costs turned on also) Don t prompt to print Quote when printing Job Card Check / Order products when converting a Quote to a Job When deleting Job Costs, deal with products by Default Job Type Each Time Unit is Use Created Date as Start Date Don t Update Customer s Account Details when saving a Job Default to today s jobs when opening the Manage Job window Default to today s jobs when opening the Job Lookup window Display Expected Duration on Manage Job window (when filtered by date) Prompt for OK when invoicing from Combine Modify Screen Do Not Prompt for Printer when printing Job Cards Cost Entry: Hold Job ID Hold Cost Date Hold Cost Code Hold Department Allow Cost Price Changes Allow Sell Price Changes Allow Editing of Cost Description Allow Markup % Changes Warn when Insufficient Stock Available Infusion Business Software Page 17

22 Include Time Stamp when adding Notes (Staff Type Only) Activate Departments/Locations Ask for Start and Stop Times when Entering Staff Costs Prompt to Load the components of a kitset individually onto a job (Enter Jobcosts screen only) Hide the Cost Price column (Modify Screen) Skip to the Code field after each cost added (Modify Screen) Automatically Authorise Costs Invoicing Tab: Set Default detail levels to show on Invoices Include Title Include Instructions Include Tech Notes Mark Job as Complete Use Job Charge To Details Set Summary Descriptions Preserve Quantity Custom Fields: Set Custom Field Titles Contacts: Set Contact Details Job Cards: Set Default Job Card to be used Set Descriptions Time Clock: Time Clock minimum time assigned per entry Sort Fields: Select the fields you wish to be able to sort by in the Manage Job and Lookup Job windows Job ID Customer Name Job Title Opened By Opened Date Start Date Page 18 Infusion Business Software

23 Due Date Location Site Address Delivery Phone Job Status Job Type Invoice Order Number Invoice Reference Assigned To Customer Sort Key Customer Account Infusion Business Software Page 19

24 Survey Defaults Preferences Tab: Activate Survey when Posting POS Invoices Activate Survey when Saving or Posting Customer Invoices Surveys: Survey Created and Default Survey selected Customer Items Defaults Short Description Long Description Next Service ID Use Service Due Date when creating a service event Assign Service to Staff Code Assigned to a Customer Create Jobs for Service Events Prompt to attach a service to a Job if there is a service due within Months Loyalty Defaults Activate Customer Loyalty Scheme Include GST In Loyalty Calculation Include freight in Loyalty Calculation Loyalty reward levels Loyalty information to Print Last reward Value Date reward Calculated Current Loyalty Value ($ Spent) Rewards Due (but not yet processed) Next Reward level (after rewards which are due) Page 20 Infusion Business Software

25 SMS Defaults SMS Global Clickatell Layouts: Invoice Layout Packing Slip Layout Quote Layout Statement Layout Purchase Order Layout Infusion Business Software Page 21

26 Settings Setup Banking Groups: Manage Groups Manage Banking Methods Budget Types: Add Required Budget Types Customers: Manage Customer Types Manage Customer Groups Manage Delivery Methods Manage Marketing Types Manage Customer Label Size Contact Management: Manage Contact Types Manage Follow up Types Customer Items : Manage Customer Item Types Manage Customer Item Service Types Manage Customer Item Service Status Manage Customer Item Warranty Types Page 22 Infusion Business Software

27 Manage Imports Manage Exports Suppliers: Manage Supplier Groups Manage Supplier Types Manage Supplier Label Size Products: Manage Locations Manage Product Types Manage Product Groups Manage Product Sub Groups Manage Product Defaults Manage Additional Price Levels Manage Barcode Label Size Manage Job Departments Jobs: Manage Job Status Manage Job Types Standard Descriptions: Manage SMS Templates Manage Standard Descriptions Infusion Business Software Page 23

28 Admin Menu Settings Menu Groups: Set Up Menu Group Levels Defaults: Outgoing server Default Sending Address Use Document creator s Address Require Username and Password User name Password Use SSL Invoice Message Statements Message Quotes Message Receipts Message Packing Slip Message Remittance Message Purchase Orders Message Page 24 Infusion Business Software

29 Conversion Date Balances: Cashbook and Financials Settings Enter any conversion date balances under Admin / Other / Enter Conversion Balances. If you are converting at the start of a financial year then Enter Opening Balances will achieve the same result. Trial Balance: Check the Trial Balance report and Balance Sheet or Profit and Loss for accuracy using Financials / Reports. Bank Account Details: Under Financials / Modify G/L IDs enter Bank Account Numbers, the Next Cheque Numbers and Opening Bank Reconciliation Balances (The account must be a Current Asset Transaction account and have the Bank Account tick box flagged to be able to view these fields). Unpresented Transactions: Enter any un-presented cheques or deposits into the system. If they are already included in the opening balances entered above, mark them as GST Exempt and disburse them to the G/L ID of the bank account they belong to. This will avoid any changes to your balances. If they are new entries not included in the opening balances, then mark them for GST as normal and disburse them to the correct G/L IDs. Opening Balances: Customer Settings If there are opening balances for the Customer then enter these as Adjustments under the Customer dropdown menu. If the business is on an Invoice Basis for GST then you will want to do these all before keying any new transactions. You can then print a GST Detail report to list the opening transactions and close off the GST period so the transactions are excluded from the first GST return in Infusion. Customer Discount Matrix: Activate the Discount Matrix option for all Customers from the Customers / Utilities menu Opening Balances: Supplier Settings If there are opening balances for the supplier then enter these as Adjustments under the Supplier dropdown menu. If the business is on an Invoice basis for GST then you will want to do these all before keying any new transactions. You can then print a GST Detail report to list the transactions and close off the GST period so the transactions are excluded from the first GST return in Infusion. Infusion Business Software Page 25

30 Products Settings Product Details: Select Products from the main menu or Manage Products from the dropdown menu for Products. Create each product using the Create option on the menu. The product code must be unique within the system; it will automatically be created in upper case. Check each tab for settings that relate to the business you are setting up the software for. Repeat this process for all Product Codes required. If you have any products which are Kitsets (made from other products in your product file) create them now. Opening Quantities: If there are opening quantities to be brought in, you can either do a Stock Receipt Transaction or a stocktake to do this. Customer Discount Matrix: Activate the Discount matrix for all Products from the Products / Utilities menu. Staff Settings Create Staff members and control their Login Access under Staff / Manage Staff. Backup To take a backup select Exit from the main menu. If you are the last user to log out you will be prompted as to whether you want to back up the software. Select Yes to backup your data. Click Backup and Save to the desired location. Select Yes to test the backup file then Yes again to unzip it. Select OK when the message advising that backup has completed appears. All steps required to begin using the Infusion software package have now been completed. An icon labelled Infusion will have been created on your desktop. The software is now ready to be used for Live / New Transactions. This can be done at any point once the necessary accounts / products have been created but remember that if the business is on a GST Invoice basis you have to be able to exclude the opening balance transactions from the first GST return in Infusion. Page 26 Infusion Business Software

31 Staff Listing / Sign off for Infusion Software Training Shop: Date: Location: Contact: Staff Member: Modules to be trained on: First Name Surname Role Customers Products Suppliers Job Man. Financials POS Admin Tick Sign Tick Sign Tick Sign Tick Sign Tick Sign Tick Sign Tick Sign *Tick where training is required. Staff to Sign off once training is completed Infusion Business Software Page 27

32 Appendix I: Data Conversions from Aurora One / NZA (v7 and above) Entering Open Stock Value in the G L for the Current Year: From the admin menu select Settings / Other / enter opening balances. At the top will be an account called Less Closing Stock. In here you must enter the opening stock for this year as a negative value. Entering Open Stock Value in the Budgets for the Current Year: Create a budget for the previous year and load the required opening stock for the current budget into the March period using the less closing stock code. This will then roll into the next year s budget Financial Chart Setup: Once you have imported your data, you will need to enter into the Financials module, select the first GL ID and Modify and then save. This process allows for the reformatting of the GL Chart and is required as a one off at set up. If this is not done the system will not correctly pick up on total, and formatted accounts. Changing Invoice, Statement or Account Forms: To change or modify an existing layout or report file you must copy the required files into the custom folder, if you do not have a custom folder then create one directly under the main Infusion Folder. Once the files are in the custom folder they will become available to use from the report Writer. Please do not use the Modi Repo command to amend the layouts as this may cause you to lose the report coding- this is a known conflict between FoxPro 8 and 9. The report writer may be downloaded and installed from our website. Images from Aurora One: Infusion does not import the current GST from Aurora one or NZAGold, you will need to complete the first return by adding the two reports together from Aurora and Infusion Balancing the Debtor and Creditor reports from Aurora One with Infusion: If the control report in Aurora or NZAGold does not equal the control report in Infusion this may be because transactions entered into Aurora were post dated ahead of the current date. To check this re run the control report in Infusion for the end of the current month. Run an transactions by type report from today until 31/12/2999. This will pick up any transactions with forward dates Check Job Status flag in Jobs imported from Aurora One: The following items are not imported from Aurora One or NZAGold: GST. Saved Cashbook Transactions. Standard Items. Serial Number Tracked Items. Custom Layouts These need to be recreated if required. Discount Matrix. Job costing (From NZAGold) Suggest convert data from NZAGold to Aurora One first. Fixed Assets from Aurora One. Custom Forms will need to be recreated. Customised HTML Layouts are no longer used. Page 28 Infusion Business Software

33 Product Group Markups: Product Group mark ups will need to be re entered as these are now stored against the Product group rather than Price levels. By Default all Products are set to Manual prices. If product mark up groups are to be used then you should use command mode to change all products to Product mark up tables. In Command mode type: 1. Use products. 2. Replace all??? with????. 3. Quit. Anti Virus Software: Some Anti Virus programs will slow down infusion and cause intermittent file access errors- to prevent this you should set up the data path to infusion and all its files as an exclusion for the Anti virus software. Printer Support: Dot matrix printers are not supported by Infusion Software. Users must install a laser or ink jet printer. POS Defaults Setup: You must set up the location under the POS Defaults even if you only operate one location you must select Central together with a default unders and overs and a Undeposited Bankings GL ID. Contract Rates for Customers: GST: Contract rates for Customers will not work in Infusion if there is a start date and no finish date. To correct this either remove all Start dates or add a Finish date. This can be completed by the Partner in Command Mode. In Command Mode type. 1. Use Custrate. 2. Brow for empty(finish). 3. Add in Finish Dates for items without any. 4. Quit You must set up the location under the POS Defaults even if you only operate one location you must select Central together with a default unders and overs and a Undeposited Bankings GL ID If a conversion is run in the middle of a GST Period then reports need to be printed from Aurora for figures relating to prior to the conversion and from Infusion for after. Adding these two sets of figures will give the GST amount payable for the period. Infusion Business Software Page 29

34 Appendix II: Data Conversion from SAM SAM accounting software data (including Transactional history) can be imported into Infusion. To run the utility to do this, close Infusion and SAM. From the Infusion folder select SAMCON.exe and follow the on screen instructions. Data Imported: Customer Accounts. Customer Group. Customer Quotes. Product Stock. Product Groups. Product Balances. Supplier Groups. Supplier Accounts. Customer Invoices. Customer History Transactions. Customer Current Transactions. Customer Balances. Supplier History Transactions. Supplier Current Transactions. Supplier Balances. G/L Chart (with some limitations but 99% good). Bank Accounts (Chart setup side). Basic Control Settings (Financial links, Year Start, GST basis, GST rate, GST number). Financial Budgets. GST Detail and Reprint options. Jobs. Job Transactions. Supplier Purchase Orders. Financial Transactions. Bank Reconciliation. Kitset Buildups. Staff Codes (for Products). POS Invoices. Serial Numbers. Vehicles (Client Items). Historical Stock Movements (NB: A stock valuation prior to conversion will not be accurate as the historical transactions are for reference only. The balance at conversion is entered as a stock take / receipt transaction) Data Not Imported: Supplier Invoice History Page 30 Infusion Business Software

35 Appendix III: Data Conversion from MYOB Accounting and Premier The client is required to have their data file activated for ODBC. This is provided free of charge by MYOB if the client is on a support plan, otherwise they need to purchase it for $295 from MYOB. The MYOB Conversion process: 1. Install a fresh copy of Infusion. 2. Open Infusion and enter an appropriate Conversion Date (Remember no transactions can be entered before this date) and set the financial year. 3. Close Infusion. 4. Close MYOB. 5. Install the ODBC Driver for MYOB and create a DSN with the name MYOBINF. 6. The Username and Password should be filled in with the Master Password set against the Data File. 7. The Name of the ODBC Drive must be exactly as in the box above. 8. Copy the Converter (myobconv) file to the Infusion Folder 9. Run the converter file. It will ask you for the location of the Infusion Data directory. After the import is complete, as a MINIMUM: 1. Run Customer, Supplier, Product and G/L Integrity Checks. (G/L will produce chart errors). 2. The Financial Chart will require some work to create headers and totaling accounts, however this can be done after transaction posting has begun. Once you have completed the steps above and are satisfied with the data, normal transaction processing can begin. 3. Check and set Preferences for all Modules (remember GST Settings). 4. Check Aged Trial Balance reports for Customers and Suppliers. Infusion Business Software Page 31

36 What gets imported into Infusion using the MYOB Converter? - Customers - Suppliers - Locations - Chart of Accounts - Bank Rec Transactions - Products (Transactions and Quantities, Incl extra Selling Prices, Preferred Supplier) - Quotes - Closed Customer Invoices (Posted invoices basic records only) - Order Invoices (Pending Invoices) - Current Invoices (Outstanding Invoices custtran, custopen) - Outstanding Supplier transactions (supptran, suppopen) Note: The number imported into the NUM1 field in products is the Item ID number from MYOB. Page 32 Infusion Business Software

37 Appendix IV: Data Conversion from Rees Easy Software The data converter works in the same way as the MYOB Aurora One converter. Place the converter file anywhere on the computer and when you run it, you will be prompted for the Rees Easy and Infusion folders. For Rees2000 data conversion contact Infusion Software Limited beforehand. Before Importing you should have a fresh install of Infusion that has been opened and the financial year setting correctly entered. The following data is imported from Rees Easy (If it s not listed here, it s not imported) Customer Accounts Customer Transaction History Customer Balances Customer Invoices (for reprint) When customer payments are imported for the current month, they are imported as unallocated and the allocations made in Rees Easy will be removed. It is easier to do the conversion after a month end. By doing this there will be less of these payments which you then have to go into Infusion and make a Customer Payment to mark the unallocated payment against the invoices they were to be paid against. Products Product Categories Product Balances Staff Members Locations are marked Active however you will need to go and name these locations in Infusion. Supplier Accounts Supplier Balances (the payment allocation requirement does not affect suppliers) Jobs Job Transactions Job Types Job Status s After importing data run a Customer Integrity Check, Supplier Integrity Check and Products Integrity Check. No Control Settings are imported. ALL preferences need to be set including Next Accounts, Invoice Numbers, GST Basis etc. The internal system link and audit numbers are updated however and do not require any adjusting. Infusion Business Software Page 33

38 Appendix V: Signoff Software Installation and Data Conversion If data has been transferred from another accounting package it is agreed that the data in Infusion is a true and correct representation of the data from the previous system. It is agreed that all appropriate settings and features have been activated accordingly in Infusion software Any outstanding points are detailed below along with the date they will be resolved by. Financial Comparison Infusion Customer Aged Trial Balance Supplier Aged Trial Balance Product Valuation Outstanding Jobs Work In Progress Trial Balance Profit and Loss Balance Sheet Infusion Software Limited Infusion Certified Partner End User Date Date Date Description Action required Date Page 34 Infusion Business Software