Skip to content

Existing Customer Conversion

Customer Conversion to ProfitSystem

It is important to input your existing customer data into ProfitSystem® right away, which includes their account balances. In this way two sets of books will not have to be kept (one manual & one on the computer).

It is very important to set a COMPLETION date to have the data converted to the computer. A good period would be 4 to 5 weeks. Publicize the date so everyone in the shop can work as a team to get the data in. In addition, the COMPLETION date can generate some pressure on the employees be active in learning the ProfitSystem® basics for preparation of going LIVE.

To speed the customer data conversion process, we have found the following method a quick and easy way to input your existing bridal accounts and balances. It is called the BALANCE FORWARD method.

The method requires that ONLY a customer's balance be entered into the computer. All the transactions that created the balance are NOT entered. This means that shop personnel will continue to rely on the customer file folders for the history information. This method accomplishes TWO goals.

  • The existing customers are VERY QUICKLY entered (1 to 2 weeks).
  • You do not have to go Cold Turkey away from the paper files.

Once the customer balances are entered this way, ALL new transactions, including sale and payments, are entered on the computer. This way Daily Sales Reporting can be done and the shop will begin to realize the full benefits of the computer.

Follow the instructions below depending on how your shop pays sales tax:

Shops that wait until balance is paid ($0):

Pull your files out by order (usually by Bride name or Wedding Date). Select the bride to enter onto the computer. Compute her balance and the balance of each the attendants. Also compute the total unpaid sales tax for the bride and each attendant.

Within ProfitSystem fill out a registration card for each event following the instructions in the Operation section of the Quick Start manual. Then add each member of the event. On the Sales Slip when ProfitSystem® prompts for STORE STYLE number enter the BF code. When the system asks for an amount enter her balance that you have computed less the sales tax amount. The 2nd transaction will be the same except enter TF for Tax Forward. When the system prompts for an amount enter the sales tax due.

For both codes leave Color & Size prompts empty. Leave the items STATUS as Taking.

For example if the person had purchased a $1000 item and had paid a $500 deposit, her balance would be $500 plus sales tax. Assume a tax rate of 5%, the sales tax due would be $50. Her total balance is $550, $500 on the item, $50 tax. Her ticket would contain two SALE transactions: * BF $500.00 * TF $50.00

Each attendant will also have a sales ticket. Enter the BF and TF codes with the proper amount for each individual IF the items have already been SPECIAL ORDERED.

If all individuals of an attendant party have NOT ordered, DO NOT USE the BF or TF codes. Instead enter the exact transactions for those members that HAVE been in to place deposits. Tell ProfitSystem® to SPECIAL ORDER the items on those tickets (remember: ProfitSystem® will place those items marked to be ordered into a pending Purchase Order state). When the other members come in to place deposits you will enter their exact transactions into ProfitSystem® .

When the order is complete you can release it to the manufacturer. The benefit is that you will have attendant groups enter into ProfitSystem® the same way and you can quickly start using the Purchase Order functionality.

Shops that pay all sales tax when a partial payment is made, i.e. a balance is still due:

Pull your files out by order (usually by Bride name or Wedding Date). Select the bride to enter onto the computer. Compute her balance and the balance of each the attendants. Within ProfitSystem® fill out a registration card for each event following the instructions in the Operation section of the Quick Start manual. Then add each member of the event. On the Sales Slip when ProfitSystem® prompts for STORE STYLE number enter the BF code. When the system asks for an amount enter her balance that you have computed. Leave Color & Size prompts empty. Leave the items STATUS as Taking.

For example if the person had purchased a $1000 item and had paid a $500 deposit, her balance would be $500 plus sales tax. Assume a tax rate of 5%, the sales tax due would be $50. Her total balance is $550. Her ticket would contain one SALE transaction:

  • BF $550.00

After the bride is registered and her balances entered. Fill out the registration card for each of the attendants (ProfitSystem® will ask you to add new attendants). Each attendant will also have a sales ticket. Enter the BF code with the proper amount for each individual IF the items have already been SPECIAL ORDERED.

If all individuals of an attendant party have NOT ordered, DO NOT USE the BF code. Instead enter the exact transactions for those members that HAVE been in to place deposits. Tell ProfitSystem® to SPECIAL ORDER the items on those tickets (remember: ProfitSystem® will place those items marked to be ordered into a pending Purchase Order state). When the other members come in to place deposits you will enter their exact transactions into ProfitSystem®. When the order is complete you can release it to the manufacturer. The benefit is that you will have attendant groups enter into ProfitSystem® the same way and you can quickly start using the Purchase Order functionality.

Shops that pay sales tax on the payment amount:

First a change has to be made to the BF code entered into ProfitSystem®. The accounting class for BF has to be changed to taxable. See Accounting Classes for details on how to do this.

Pull your files out by order (usually by Bride name or Wedding Date). Select the bride to enter onto the computer. Compute her balance and the balance of each the attendants.

Within ProfitSystem® fill out a registration card for each event following the instructions in the Operation section of the Quick Start manual. Then add each member of the event. On the Sales Slip when ProfitSystem® prompts for STORE STYLE number enter the BF code. When the system asks for an amount enter her balance that you have computed. ProfitSystem® will calculate the tax. Leave Color & Size prompts empty. Leave the items STATUS as Taking.

For example if the person had purchased a $1000 item and had paid $525, her balance would be $500 plus sales tax (this example assumes a tax rate of 5%). The deposit was $500 on the item and $25 sales tax. The shop reported and paid $25 sales tax. For this balance on the computer her ticket will contain one taxable SALE transaction: BF $500.00 (taxable = Y)

ProfitSystem® will compute the $25 Sales Tax automatically and the computer will show a total balance on the person's account of $525.

After the bride is registered and her balances entered. Fill out the registration card for each of the attendants (ProfitSystem® will ask you to add new attendants). Each attendant will also have a sales ticket. Enter the BF code with the proper amount for each individual IF the items have already been SPECIAL ORDERED.

If all individuals of an attendant party have NOT ordered, DO NOT USE the BF code. Instead enter the exact transactions for those members that HAVE been in to place deposits. Tell ProfitSystem® to SPECIAL ORDER the items on those tickets (remember: ProfitSystem® will place those items marked to be ordered into a pending Purchase Order state). When the other members come in to place deposits you will enter their exact transactions into ProfitSystem®. When the order is complete you can release it to the manufacturer. The benefit is that you will have attendant groups enter into ProfitSystem® the same way and you can quickly start using the Purchase Order functionality.

Once the customer accounts are entered you can begin using ProfitSystem® to its fullest capability.