This page is intended to provide you with information to aide you in a
smoother transition from your prior software solution to ManageMore
Business Software. We have provided a guideline of common
techniques/tips that can be used to ensure that your automated data
conversion is as accurate as possible.
After countless data conversion processes performed over the years,
Intellisoft has been able to compile the most common problems that could
occur during a data conversion. A list of things to check for has
been provided below:
Accounting Related Tips 1. Verify the grand total accounts receivable matches that of your
prior outstanding debt recorded in your old accounting software.
2. Verify some customers with credit balances existing from your prior
Customer Related Tips 1. Verify the total number of customer records matches that of your
2. Verify customers with long addresses. ManageMore can only hold 40
per address line. If your prior software allowed for more than 40
on an address line, it may get cut-off.
3. Verify the tax codes that converted for your customers. This may be a
tricky problem depending on how close your prior software's taxing
structure was compared to ManageMore. Ask our conversion dept. about
a special utility we can provide you to help fix tax codes quickly, if
they do not come over correctly.
Billing Related Tips 1. Verify billing terms came over correctly. Customers that were
semi-annual, etc. should match your prior billing software.
2. Verify that all recurring charges converted correctly. Randomly check
recurring charges on certain customers and be certain that the recurring
3. Verify the prepaid months calculated correctly for non-monthly service
the future. Each prepaid month denotes one calendar month skipped during
generating of statements.
4. Verify that disconnected service came over correctly as well as active
randomly checking a few customers of each status.
5. Verify the conversion of dual phone numbers on a single capcode. The
number is sometimes tricky to convert depending on the billing software
using. This sometimes has to be corrected manually.
Note:A great idea for ultimately ensuring that all
successful future billings are accurate between
old and new software programs is to run an entire billing process on your
old software and do the same with ManageMore. Immediately afterwards,
accounts receivable totals between the two programs. The totals should be
close to each other. Don't forget to backup/restore your programs back to
original state afterwards.
Data not brought over during a Software Conversion
1. We do not convert Invoice or payment histories of any kind. We recommend you keep a copy
prior business software for reviewing any historical information in the short-term.
2. Customer aging will always be treated as less than 30 days old. If this
serious problem, please call our conversion dept. for alternate solutions.
3. Any setup values from your old software such as late fee amounts to
default rates, security, product inventory, etc.
More Helpful Tips Regarding Data Conversion
Tip #1: It is not imperative to check each customer account in
entire database to determine correctness. Checking a random group of
different characteristics like unique billing terms, different billed
rates, unusual billing address, specific tax codes, specific store
will be sufficient to determine if problems exist in the conversion.
Conversion flaws tend to be fairly consistent and when one error is found,
similar characteristics will tend to have the same conversion flaw.
Remember, a data
conversion program is systematic in its method of converting data and will
cause a random flaw throughout the conversion process. This is why it is
to check each and every customer in a database, just some customers with
Tip #2: When checking the converted database against your prior
software, some data differences may exist if the database copy sent for
was still being modified at your office during the time Intellisoft was
conversion file. One suggestion to eliminate this problem would be to make
copy of your prior billing/accounting software onto another area of the
computer hard disk
and sending us your database from this mirror copy. This will allow you to
review the data
conversion against a mirror copy of your prior software that was untouched
any elapsed period of time.
Tip #3: Many customers try to run both ManageMore and their
old software at the same
time for a few weeks before completely switching off their old software.
This synchronized software technique (i.e. employee entering data twice in
software program), rarely works so DONT TRY THIS. It only causes more data
errors than ever before and creates an incredible workload on your staff.
Tip #4: It is strongly recommended that you train your
employees on the new software and let
them play with a demo copy of the program with sample data of your
will get them more familiar with the product and make the transition much
Spend at least one day entering information into the ManageMore program
only while continuing to work on your prior accounting program.
Disclaimer: The above information is intended for reading purposes
only and does not
imply, in any manner, that there will be no errors in data conversion, or
that the above
mentioned items are the only possible problems that could occur in a data
is solely your responsibility to ensure that the data conversion is
accurate and usable.