The
following procedure will import version 16 invoices into version 17. After they are imported you will be able to
print the converted invoices in version 17 and do other functions. Some examples are: view a customer’s A/R
history and view a customer’s item sales history. You can also view an item’s sales trend history for the past
year.
Important notice: The import of version 16
invoices requires that customers and parts that are on version 16 invoices already
exist in version 17. Version 17 has two
utilities to do this. If you have not
converted customers and parts, you must do that first. Note: if you have already converted
customers and parts, do not do it again.
History
for missing customers or parts will not be converted!
To
import version 16 invoices do the following:
1.
Have
every workstation exit HPJobber 17.
2.
Backup
HPJobber 17 Data folder.
3.
Double
click on Setup406. This will start the
Wise install program. Make sure you
specify the correct Destination Folder if you have a non-standard
installation.
4.
Start
HPJobber 17.
5.
Reply
Yes twice to allow update to run.
6.
From
the main menu select: M, N – Utility Modules, 3 – Import Version 16 Invoices.
7.
Make
sure the HPJobber 16 Invoice path is correct.
If it is not, change it.
8.
Enter
the oldest invoice date to import. The
utility will import all invoices from the date specified to the most
recent. Don’t import more history than
you need because that will just make your backups and reports that use invoice
information run longer.
9.
Specify
your default Labor Code PLC.
10.
Press
F8 to import invoices.
11.
The
end.
Important notes and
Disclaimer:
1.
Item
Sales Trend History may not agree exactly between version 16 and 17. If any version 16 information was corrupted
the import will not convert it. This
would cause differences. Also the
version 16 history information is kept in “statistical” files. These statistics may not agree with the
actual invoice for a variety of reasons.
We have done the best we can do within the limitations of version 16 to
convert the history.
2.
Annual
Sales Summary may or may not agree exactly between version 16 and 17. What is mentioned above for Item Sales Trend
History is also true for Annual Sales Summary.
The reasons are the same.
Statistical files are used in version 16 and may or may not agree with
invoices. Any corrupted version 16
invoices would cause invalid or missing information.
3.
Labor
items history will only be viewable when viewing labor items through the labor
system.
4.
The
key to converting an invoice for A/R History is the version 16 account
number. If for some reason, you have
changed the name of an account # to reference a different customer in version
17, the association will be wrong.
5.
If
the account number on a version 16 invoice does not exist in version 17, the
invoice will not be converted.
6.
If
an item number on a version 16 invoice does not exist in version 17 the item’s
Sales Trend History will not be converted.
7.
The
utility attempts to match the salesperson by name and assign a version 17
salesperson.
8.
Payment
information is not converted. If you
print a converted invoice in version 17, it will not show payments. It will show an amount due as if no payment
was received. The reason for this is
that version 16 invoice file does not contain the payment information.
9.
All
imported invoices are automatically closed even if they have an open
balance. That is, converted invoice do
not impact A/R in any way.
10.
The
following has to do with A/R Statements for customers. There is a condition where a converted
invoice will print on a customers statement.
It will not impact the A/R balance. The condition where it will print all converted invoices for a
customer is where v17 has never printed a statement for a particular customer
using the A/R statement function. (M,
A, F5 – Statement of Account Printing.)
This could happen because statements were never run or the customer has
never purchased anything on credit in v17.
But now they have converted invoices. Then they are invoiced in v17 for
the first time and now have an accounts receivable balance. When statements are
run all converted invoices will print.
Obliviously if this happens you will not want to send the statement to
them. You can print a correct statement
for the customer by using 6 – Statements in Customer management and selecting
the appropriate date for the statement.
11.
If
you have never run A/R statements in version 17, all customers with an A/R
balance will see all converted invoices on the first statement.