Data Conversion

Converting data from a company's existing system to Spruce is optional and a separately priced service. It is the end-user's responsibility to provide the source data, or access to the data, to us in a timely manner and to review data in detail before the go-live date to ensure accuracy. A list of data that can and cannot be converted is listed on this page.

Limitations Due to Data Structure

Most transactions in the Spruce software produce a document as the result of processing. An internal document library is a core element of the application. All data storage and tracking is performed on a daily basis reconciling to these documents. The data structure of our documents is significantly different and more detailed than prior software products. Furthermore, most software applications maintain data as lump sum figures based on calendar months. This lack of a daily level of detail precludes particular types of data from being converted. This is true for conversions from any system including our other legacy software products.

Data Review and Accuracy

Data can be converted if available, complete, and correct. Having data does not guarantee that it will used the same way as your existing system. There are always differences. The purpose of data conversion is not to fix any existing problems, so any file maintenance changes should be done prior to providing us with initial data. Poor data produces poor results. It is your company's responsibility to review all data in detail and communicate any problems to your trainer before the live date so that issues can be resolved. Remember, your staff is far more familiar with your company's inventory, customers, and vendors, and will notice differences and problems more readily than us.

Timing Factors

Due to requirements regarding how receivables data must be loaded, conversion must occur immediately after the close of an Accounts Receivable billing period on your existing system. As such, it is recommended that conversions be scheduled during a two (2) week period, commencing with the start of the last week in a month through to the end of the first week in the following month (assuming that billing is usually done during this time frame).

We suggest that users keep their existing system on-line so that they may reference to any data that is not converted until the information is no longer needed.

Converted Data

•Inventory Items: Consisting of quantities, pricing, 12-months usage, total sales and costs, and bar codes.

•Inventory Groups & Sections: This will include text descriptions if present. Spruce supports 255 product groups and 255 sections within each group. Groups and sections are numbered (01-255) and linked with a text description.

•Customer Information: Account information including default pricing, balances.

•Accounts Receivables: Receivable data conversion is limited to beginning balances. A summary adjustment is made for outstanding charges and credits on Open Item type accounts. Charge invoices and credit details are not converted.

•Jobs: Jobs or projects linked with customer accounts are converted including basic information such as name, address, contact information, etc.

•Vendors: This includes basic information such as name, address, contact information, etc.

Data Not Converted:

It is the customer's responsibility to enter any needed data that is not converted. The following is not converted. Some data may be manually entered by the user:

•Accounts Payable: It is recommended that a check run be performed prior to conversion to minimize the quantity of open invoices that need to be entered manually by your company.

•Purchase Orders: Any open purchase orders must be entered manually by the user.

•General Ledger: Chart of accounts and associated account mapping must be entered by the user prior to conversion. Initial balances must also be loaded.

•Customer Orders: Any existing customer orders must be entered manually by the user.

•Customer Quotes: Any existing customer quotes must be entered manually by the user.

•Invoice History: Due to the major differences in our document structure, no invoice history can be converted.