First we will need the Export Files from IBCOS. The files we normally need are
CMF_FILE.CSV Customer Master (Contacts)
SMF_FILE.CSV Supplier Master (Contacts)
PMF_FILE.CSV Parts Master (Price Book)
PDF_FILE.CSV Parts Depot (Stock Items)
IHH_FILE.CSV Sales Invoices - Header (Sales)
IHL_FILE.CSV Sales Invoices - Lines (Sales)
To do yourself, arrange the columns in both files as specified in General, Importing Data, Contacts. Or send to Evopos Customer Services who have Utilities for getting the Import file into the correct format.
If doing yourself, open each file and Replace double (") and single (') quotes with Blank . Also replace commas (,) with semi-colons (;). Use the Excel 'Replace' function for this.
Customers and Suppliers go into the same Contacts table. We would normally specify different Contact Categories set so you can filter or list specific categories of Contacts.
If you want the Surname first in Evopos (easier to search), it is normally easier to send the file to Evopos to convert as we have a utility that reverses the name and separates with a comma so it can be reversed back when printing.
To ensure the customer numbers are different to Customers we need to put a 'S' prefix in front of the Customer No
We initially need to use the Part numbers with the 2 digit prefix as a lot of the base numbers are the same under different prefixes.
Ultimately, we find Evopos works best using the actual part number (Updating from price book etc). We can still keep the number with the prefix as an Alternative Part Number (although harder to do a partial search), and we can always search by Description or drill down by Group / Category.
Some of the disadvantages of using prefixes include:
•Not being able to update from a price book (un-less the price book has a Barcode No that matches)
•The units would not match with our standard ‘.N<Model> format
•Users would have to know each prefix to do a partial search on the number
•If users searched for a number and it is not found they will have to re-enter the number without the prefix to find it in the Price Books
Stock file - PDF_FILE.CSV
PartNo - E(2)
BinLocation - H(8)
StockQty - X(24)
MinimumQty - U(21)
Category - C(3)
Price Book - PMF_FILE.CSV
We should also create a Price Book from the Master Stock file (PMF_FILE.CSV) as
•It is useful to have a complete list
•We need to update the stock file with the Description, Prices and Bar-code Number.
PartNo - E(2)
Description - F(6)
Retail - L(12)
Cost - M(13)
TaxCode - O(15)
Barcode - R(18)
When we have imported both the Stock file and the Price Book, select Items, Price Books, select the Old Stock price book and select 'Update Stock from Price Book' and ensure 'Retail, 'Cost' and 'Bar-code No' are ticked.
Importing Units is currently a bit of a problem as Evopos uses set fields for Make and Model, and IBCOS stores this information generally in the Description. The units are in the Stock file but are not linked to a unit or set as a type: New Unit.
Sales History and Debtors
Sales are in Header and Lines files.
A Debtors list can normally be created with only the Customer (Account) Number and the Amount owing to hand. Add the columns as requited by the import template (eg: Date = end of last month (30-Jun-2015), Number, Payment Method ID = 0, Description='Balance carried forward')
We can Import in Accounts / Maintenance / Import (CSV)
Make sure you have already imported Customers so it can match with the Customer No
Import in the following order
Total List of Files
Customer Details (Sales Ledger)
CMF_FILE.CSV Customer Master
CTF_FILE.CSV Customer Transaction History
CTH _FILE.CSV Customer Transaction Live
Supplier Details (Purchase Ledger)
SMF_FILE.CSV Supplier Master
STF_FILE.CSV Supplier Transaction Live
STH_FILE.CSV Supplier Transaction History
HPD_FILE.CSV Serial/Batch Parts Details
HID_FILE.CSV Serial/Batch Part Invoice
PMF_FILE.CSV Parts Master
PDF_FILE.CSV Parts Depot
Machine Sales History
IH*_FILE.CSV Contains all Sales history info.
IHH_FILE.CSV Invoice History Header
IHL_FILE.CSV Invoice History Lines
ILA_FILE.CSV Labour History/Live
IDA_FILE.CSV Delivery Address
POH_FILE.CSV Purchase Header
POL_FILE.CSV Purchase Lines
POS Work in Progress
Workshop Work in Progress