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DOS BPS Import

Action: CONVERT

Getting Started...

Before using ProfitSystem at all, we strongly recommend watching the Training videos in its entirety to familiarize yourself with ProfitSystem.

We also recommend importing your data FIRST using the Training version of ProfitSystem. Once your DOS BPS data is converted, to familiarize yourself with the conversion process. You can then use the Training version of ProfitSystem to see what was converted and what was not.

To use the Training version of ProfitSystem, choose ProfitSystem TRAINING from the BBL Systems group on the Windows Start Menu. To restore the training data back to how it was when ProfitSystem was installed, choose Refresh Training Data from the BBL Systems program group on the Windows Start Menu. You can restore the data, then re-import your BPS data as many times as you like. ​ Before trying to import your BPS data, read the document entitled How to Convert DOS BPS Data to ProfitSystem If you didn't receive this document with your ProfitSystem CD, please contact customer service and request one. It is important that you read How to Convert DOS BPS Data to ProfitSystem before trying to import your data!

How to Convert DOS BPS Data to ProfitSystem

Getting Started...

Before working with the ProfitSystem at all, we strongly recommend

1) Watch the YouTube Training Videos (ProfitSystem has two main menu options. Many of the training videos are done with the older switchboard/icon menu. The menu option is user selectable in the ProfitSystem System Setup form) Video URLs are at the e nd of this document. 2) Review this How to convert DOS BPS document 3) Install the system on your computers 4) Perform a DOS BPS import into the Training copy that is auto installed with the system 5) Read through the on-line manual as you look through the training program with your converted data. Take note of any questions or concerns you may have with regards to the conversion. 6) The shop's conversion expert will interact with BBL and begin to learn the differences o the two systems. 7) The shop's conversion expert will begin training shop staff using the ProfitSystem training copy with the converted data. 8) Perform a DOS BPS data import into the ProfitSystem production system on your computer and begin using it instead of the DOS BPS system

General

  • Begin practicing data entry by using the training module of the program and then run all of the available reports using that data so you can see the information that they provide.
  • Begin training your staff on the windows program.
  • Get together a list of figures your shop uses on a daily and monthly basis along with copies of the reports your Shop uses regularly.
  • Check to see that you can find the information and reports you use regularly in ProfitSystem and list the things you cannot find. Fax or e-mail us your list so we can help you find the information your shop needs.
  • Once you and your staff are comfortable using the windows program it is time to set a final conversion date. It is best to schedule your final conversion date for the last day of the month at the days end. This will make reporting easier for you. (Preferably not on a Friday.)
  • You CANNOT run transactions through ProfitSystem on the same business day as the day you run the conversion. Your revenue report for that day will show increased revenues and cash receipts due to the conversion and therefore will NOT be accurate. We recommend closing the store after running the conversion and opening for the next business date BEFORE running any real transactions through ProfitSystem.
  • Throughout this document, the terms ProfitSystem and The Profit System are interchangeable.

Overview

  • Perform Test conversions into the ProfitSystem Training data. Use the training system to import, test the data, train with the new system and re-convert DOS BPS data when necessary.
  • The ProfitSystem installation will create a The Profit System folder the Windows Start menu under All Programs. * In this folder you are provided several important functions. The two that should be focused on for this discussion are Training The Profit System and Copy LIVEDATA to training.
  • Note that these items will ONLY appear on the Server computer. Training The Profit System starts ProfitSystem & sets to a training set of data. In ProfitSystem terminology LIVEDATA is your real working production data. By default you are working with the LIVEDATA unless you click on Training The Profit System which sets ProfitSystem to the Training data. At anytime you can replace the Training Data with a copy of data from the real LIVEDATA. This is useful to keep the training system current with what is happening in the real LIVEDATA version of ProfitSystem.
  • Important: Before converting DOS BPS your data make sure your tax rate is set correctly in ProfitSystem LIVEDATA, i.e. that you have selected the accounting method, and that all other users are out of the program. Also, read the section on Accounting Classes in the ProfitSystem manual before importing.
  • Once the tax rate & accounting method is set in ProfitSystem use the Copy LIVEDATA to training option to copy a blank set of data to Training containing the tax & accounting information. Now start ProfitSystem Training. You should see a reddish orange background with the word TRAINING all thru it. This just lets you know you are in the Training system with the training data. Now do the Import/Conversion while in training.
  • At any time you can reset the Training data back to blank by performing a Copy LIVEDATA to Training function again. This will blank your data and allow you to perform another DOS import/conversion.
  • Once satisfied with the DOS BPS conversion within training, and once you have practiced with the training copy of ProfitSystem and are ready to go LIVE with ProfitSystem for real, enter ProfitSystem and perform the conversion with the LIVEDATA. Once this is done you CANNOT perform another conversion without the help of BBL Tech Support.

PRE-CONVERSION NOTES: To set the tax rate in ProfitSystem you must go from the Main Menu into Housekeeping and then into Accounting Set-up and finally into Taxes. This is where you will set up your Retail tax rate before you convert the data. The tax rate entered MUST match the tax rate currently set in your BPS program. You can find your tax rate in BPS by selecting Housekeeping -> Update Company Information File -> Tax Rate #1 field.

To set up the accounting method you start at the main menu and go into Housekeeping, then into Accounting Setup, then into Accounting Setup, then click on the Setup tab and you will find the setting on the bottom portion of the form. The accounting class selected MUST match the method selected in BPS, however the names between the two have changed.

You can find your tax rate in ProfitSystem by selecting Housekeeping -> Update Company Information File -> Sales Counted when Bal Paid field. Use the chart below to determine which accounting method in ProfitSystem to select: In BPS: Sales counted when Bal Paid = Y, In ProfitSystem: Accounting Method = Ticket Zero In BPS: Sales counted when Bal Paid = N, In ProfitSystem: Accounting Method = Cash

In the DOS system, it is possible to have Inventory Styles with blank Size and Color fields. However in ProfitSystem, Sizes and Colors are MANDATORY. If there are Inventory Styles in your DOS system that DO NOT have a size and DO NOT have a color entered, ProfitSystem will automatically assign the letters NA to the Size and Color fields for those items during the import process.

After the test conversion has been successfully completed you should check out all sections of the windows training module to see exactly how things were converted. Write down any concerns and fax or e-mail them to us so we can help you resolve any issues before running the final conversion.

To Convert the DOS BPS Data...

  • Start at the Main Menu and click on Housekeeping.
  • Click on the System Maintenance button.
  • Click on the Import Data , then Import BPS DOS Data button.
  • A window will appear, showing you the program's current retail tax rate percentage setting and the current accounting method setting. If have not already set the tax rate and accounting method, click the cancel button and do so (see PRE-CONVERSION NOTES above).

You will also see a checkbox labeled Convert BPS Style as the ProfitSystem SKU, and the BPS style+WP as the ProfitSystem style code. BBL recommends leaving this box CHECKED.

In BPS, every item in your inventory was assigned a store style number. The existing store style number in BPS will become the SKU number in ProfitSystem, and the BPS store style number plus the characters WP becomes the style code. This is best option for most shops. In BPS, the store style number uniquely identifies a style, size, and color. In ProfitSystem, the style only identifies the style. The SKU uniquely identifies the style, size, color, and width.

This is why the BPS style becomes the ProfitSystem SKU. The BPS style + WP then becomes the ProfitSystem style code so you can continue to locate items by style code. The WP is added to the BPS style since in ProfitSystem style codes and SKU's cannot be the same. Leaving the box checked will enable you to continue to scan the bacodes on any inventory tags that you may have printed from BPS.

If you uncheck the box (NOT recommended), you may select how ProfitSystem converts your BPS store style numbers from the following additional selections: * Use BPS style as WP SKU and generate WP Style:. The existing BPS store style number becomes the SKU in ProfitSystem, and ProfitSystem creates a new style code. * Use BPS style as WP SKU and generate WP SKU: In this case, the BPS style becomes the ProfitSystem SKU, and ProfitSystem creates a new SKU code. * Use BPS style as WP SKU and BPS Mfg style as WP Style: Here, the BPS style becomes the ProfitSystem SKU, and the BPS Manufacterers style number becomes the ProfitSystem style code. * Note that if you select a, b or c, and if you printed bacodes on inventory garment tags from BPS, you will need to reprint ALL your garment tags from ProfitSystem, since the bar-code number will no longer match. * Once you've made your selections above, click the Start button. A Windows File Requestor will appear. Select the location of the DOS BPS data you want to convert (typically located in C:\BPS). Once you have located the BPS directory and it is highlighted, click on select and the conversion process will begin.

The data conversion will import:

  1. Users
  2. Vendors
  3. Inventory Categories
  4. Brides
  5. Attendants
  6. Tickets
  7. Purchase Orders
  8. Un-issued PO items
  9. Pickup inventory
  10. Retail Inventory

Notes:

  • Brides will be imported into the Event form in ProfitSystem. The maid and bride styles entered on the bride's card will be imported into the event notes in ProfitSystem.
  • Attendants will be imported as bridesmaids or groomsman on the bride's event.
  • A customer card is created for the bride and each attendant.
  • The dress, shoes, and veil from the brides' interest and dress, shoes, and hat from the attendant interest on the bride card is converted into the event notes.
  • Canceled sales are not converted, and sales with adjustments are converted as a single sale (without adjustment) using the net sale price.
  • ProfitSystem retail inventory is broken down into styles and sizes. A single style record is linked to multiple size records.
  • Inventory cost factors on permanent inventory are not imported.
  • Markdowns on inventory categories are not imported
  • GL entries of Ticket Transactions that do not have a matching inventory category will be given MiscSales during the conversion
  • Note: Many supporting data files like customer types or customer sources, tags, letters & document terms are not converted. These typically can be easily recreated in the new system. Contact BBL for tips on converting this information or where it would be re-created.

Technically, the conversion only requires the following BPS data files, and their associated CDX and FPT files.

  • PW
  • VENDORS
  • CATS
  • BRIDE
  • ATTENDS
  • SINGLE
  • ORDERS
  • PURCHORD
  • PUINV
  • INVENTOR
  • PROSPECT

Making the switch from BPS to ProfitSystem

As you can see in the chart above, the BPS and ProfitSystem programs can be different from another. While the concepts of the two programs are the same (registering customers and events, selling, taking payments, purchase ordering, etc), the User Interface/menu will practice to find.

In order to make a successful transition from the BPS program to the ProfitSystem program, BBL Systems strongly recommends the following action plan:

DON'T PLAN ON GOING LIVE WITH THE ProfitSystem PROGRAM THE SAME DAY YOU INSTALL IT.

If you attempt this, you and/or your employees may become frustrated once they realize how different the ProfitSystem program is from what you're/they're used to! Instead, set a going live date sometime in the future (approximately 4 to 8 weeks). This going live date will be the goal for you and everybody in your shop to learn and practice with the ProfitSystem program at a comfortable pace. Consider the time between now and the going live date as the familiarization period. By the time the going live date arrives, you want to be ready to go!

IMPORT YOUR BPS DATA INTO THE ProfitSystem TRAINING PROGRAM AND PRACTICE WITH IT.

This will serve two purposes. First, it will familiarize you with the importing process. When you import your BPS data into ProfitSystem, your BPS data remains fully intact, which means you may perform the import of your BPS data into ProfitSystem as many times as you wish. Second, it will reveal any possible problems with your BPS data. If there are any hidden problems with your BPS data, the import into ProfitSystem may fail (should this occur, contact BBL Systems Tech Support as soon as possible).

PRACTICE, PRACTICE, PRACTICE! Have your shop's employees practice with the Training copy of ProfitSystem whenever possible during the familiarization period (for example, when they're not helping customers or performing other duties). Since the ProfitSystem Training program gets its data from a data folder separate from your real live data folder, any mistakes made in the Training program will not impact your shop's live data.

DON'T BE AFRAID TO ASK QUESTIONS. During the familiarization period, make a note of any questions you or your employees may have about ProfitSystem, and contact BBL Systems Tech Support for the answers.

SCHEDULE A FINAL TRAINING DAY PRIOR TO GOING LIVE WITH ProfitSystem. Immediately prior to the going live date, schedule a day to spend with your employees as a group to go over the entire ProfitSystem program and to cover any last-minute questions or concerns you or your employees may have. If necessary, contact BBL Systems Tech Support to schedule a call during this training day.

PERFORM ONE FINAL IMPORT OF YOUR BPS DATA, THIS TIME INTO THE LIVE DATA ProfitSystem PROGRAM. On the day prior to the going live date, you will need to import your BPS data one final time. This time, you will import your BPS data into your live data ProfitSystem program. It is best to do this final import on a day when the shop will NOT be conducting any business. Remember, as mentioned earlier, if you import your BPS data on a day when you have conducted business in BPS, the Revenue Report in ProfitSystem for that day will show inflated, inaccurate figures.

GO LIVE WITH ProfitSystem. THERE'S NO LOOKING BACK NOW! Once the going live date arrives, you will no longer use BPS for processing transactions. To make sure no one accidentally uses the BPS program, you may wish to delete the BPS startup icon from your desktop screen(s).

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