Changing Over From Another System

Transitioning to a new system like HirePOS from another software requires careful planning and execution to ensure a smooth changeover process. This document outlines key considerations and best practices to facilitate a successful transition.

One of the crucial steps in transitioning to HirePOS is determining the "Changeover Date." This date marks the point when you will stop using your old system for customer invoicing and payments and start using HirePOS on a daily basis.

Prior to the Changeover Date, it is essential to import important data such as customers and items into HirePOS. You can import customers by navigating to Setup > Customers and selecting Options > Import Customers CSV File. For items, go to Setup > Items and choose Options > Import Items CSV.

Tip: Consider inputting test data like bookings, invoices, and payments for training purposes before going live, and clear these records while retaining essential setup data like customers and items.

Close to the Changeover Date, generate a report in your old system to identify outstanding customer invoices. In HirePOS, you can access similar reports under Reports > Payments.

All invoices with outstanding balances from the old system must be recreated in HirePOS with the same invoice number and date, reflecting the remaining amount due. These invoices should be dated before the Changeover Date.

Tip: Create a non-stock item in HirePOS named "Balance Carried Forward" to add to outstanding invoices, ensuring alignment with the Payments Outstanding report.

When migrating to HirePOS, it is crucial to transfer invoice balances from the previous system. These invoices should have dates before the Changeover Date.

To import these invoices, go to Setup > Preferences, select the Sales option, click the Options button drop-down, and choose Import Invoices (Balance Carried Forward) CSV.

Download the Invoices CSV Template from the Importer screen, which includes fields like Invoice No, Invoice Date, Code, Company, First/Last Name, Balance Ex Tax, and Balance Inc Tax. Ensure accurate completion of all fields before importing.

After formatting the CSV file, browse for the file, preview the data, match columns if necessary, and import the data. Verify the imported invoices in the Sales/Hire screen post-import.

With "Balance Carried Forward" invoices in HirePOS, ensure customer statements align with the old system. Apply payments to older invoices in HirePOS to maintain accurate customer balances.

Enter invoices/contracts of currently "On Hire" jobs in HirePOS with the invoice dated as of the Changeover Date. Include all line items and payments associated with these invoices.

Input upcoming bookings into HirePOS, including line items and payments. Ensure that deposits or payments made on these bookings are recorded with the correct dates.

It is important to maintain the sequence of invoice numbers when transitioning to HirePOS. Manually set the first invoice number in HirePOS to continue the sequence from the previous system.

By following these best practices and considerations, your transition to HirePOS will be efficient and accurate, ensuring a seamless shift from your old system to HirePOS.