Mitchell1/ShopKey Database Conversion Expectations
I will Fax Six (6) Random History Invoices from my old management system to the Mitchell1 Transporter team at 858-391-5266. These history records are used by the Transporter team to verify the customer and history information has been converted correctly. Database conversion cannot begin until the history records have been faxed in.
Verify Customer Information
I will Verify Customer Information by checking several customer records to make certain the customers’ phone number appears correctly in Manager SE. Note: In general, conversions only include a primary number for each contact. Certain systems may include additional phone numbers in the converted data. Phone number descriptions may not match and must be corrected on a case by case basis as needed.
Verify Vehicle Information
I will Verify Vehicle Information when first opening or creating a new order for an imported customer and his/her vehicle. If necessary I will requalify vehicle information (YMM) as needed using the pull down menus within the Manager SE vehicle screen or by decoding the VIN number for the vehicle using the decode function within Manager SE.
I understand Historical Invoices will be imported for reference purposes only. Converted invoices will include part and labor items, however pricing information may not match or be present on converted records. Miscellaneous charges from converted historical invoices migrated from your legacy system may not be included. Examples: sales tax, hazmat, shop supplies, discounts, core charges / credits, sublets, etc. Individual results may vary depending on the source management system being converted.
I understand I cannot run Financial Reports on the converted history invoices within Manager SE. Converted history records are sourced from a different management system and different database engine; due to the differing source system and database, mathematical functions pertinent to finical reports may not match. The client is advised to run their last set of financial reports out of their legacy management system before using Manager SE. Reports can be run from Manager SE on any new records created within Manager SE moving forward, after the conversion is complete.
Inventory Items and Quantities
I understand Inventory Items and Quantities may not be present in the converted database. In certain instances where the legacy management system is able to have the inventory items converted, no quantities will be present. The client will need to input quantity on hand, or perform a fresh hand count to ensure accurate numbers for inventory quantities.
I understand Canceled Records may be posted as historical invoices and set to a paid in full status. Note: If the cancelled records have flags within the source system that can be identified, these records will be brought over as canceled records in Manager SE. The record will be set to a deleted status and the YMM identifier on the record will be set to “Canceled record from previous system”. These records cannot be opened for viewing but will reflect previously canceled records under the customers’ history.
I understand Financial Information items such as parts, labor, payments, credits, account numbers, authorization codes, PO numbers, reference numbers, check numbers, etc., will not appear in the converted data. Note: In general part and labor items are present in the converted data, however depending on the source management system part and labor items may be rounded to the nearest dollar (ex: $2.49 part may round to a $2.00 part and a $2.50 part may round to a $3.00 part). All history invoices will be reflected as paid in full with a payment style of “Imported Payment” or “Payment from previous Mgmt System”.
Open Account Receivables
I understand Open Account Receivables will not appear in converted data. Prior to conversion, I agree to run an Accounts Receivable report from my legacy system if applicable.
Work in Progress
I understand Work In Progress items which include open orders, will not be included in the converted data and will need to be recreated if necessary in the new Manager SE system.
I understand Invoice Numbers used in my legacy system may not match in the Manager SE system.
Verify Converted Database
I will Verify Converted Database, comparing 25 random customers’ information, vehicle information, and history information against my original legacy system. I will notify Mitchell1 of any missing data or issues with the converted database within 10 business days of delivery of the converted database.