Skip to content

CONVERSION DETAILS

FROM VENTANA TO ASSISI

Initial Conversion

This will be installed on your server before it is made available to you. It includes:

  • Practice details, branches and stock locations.

  • Clients, including Client Analysis Codes, Terms Codes, Source Codes and Client Comments – and client branches where this information is available.

  • Animals, including General Notes and vaccination reminder details.

  • Animal history including attachments. This will be stored separately from live history in a Converted Notes file accessible from the animal history screen. These details will be included in any record card prints that you may carry out for an animal.

  • Opening balances

These will be in the form of one invoice per client all added against the same first animal. These transactions will be batched so that you can check them first before processing if you wish. These opening balances will not include any batched work in Ventana.

We need to know how you pay your VAT, ie: either Standard Accounting (where you pay VAT on invoices raised) or Cash Accounting (where you pay VAT on payments received) as this will affect the way that we produce the opening balances. If you are standard accounting, you will have already taken VAT liability into account on Ventana, whereas if you are cash accounting, VAT will still be liable when payments are recorded on Assisi.

If you prefer to raise your own opening balances, please let us know.

  • Appointment Books and Rooms. Appointment Categories and Special Days and Dates rules, however, may need to be set up in Assisi before you go live.

Client’s future appointments are not converted as we can’t guarantee the accuracy of them because of the differences between the background tables of the two appointment books. These will need to be manually entered as soon as the application has been handed over to you to use following the final conversion.

  • List Configuration – including up-to-date list entries at the point that the conversion was run.

  • Stock and fee files and associated configuration files, eg dispensing fees and stock classifications – including up-to-date stock holdings.

  • Recommendation and Observation Codes.

  • Multi-line Routines.

These will be an almost seamless conversion from Ventana and will need very little configuration prior to your live date.

Users are not converted, however, and these should be set up manually on Assisi before you go live.

We have carried out many Ventana to Assisi conversions now and are confident that this should go ahead with very few, if any, anomalies. However, it is important that you carefully check your initial conversion and satisfy yourself that it is as you expect, and in the unlikely scenario that you do find any anomalies, please let us know as soon as possible so that the conversion program can be amended in plenty of time prior to your live date. Amendments may not be possible after you have started adding work on Assisi.

Final Conversion on Live Date

Early on the morning that you go live on Assisi, we will connect remotely to bring some of these already converted files up-to-date. You will need to stop using Ventana just prior to this with no more work added or payments recorded once we start this final conversion - although you will be able to open Ventana to view records while the conversion routine is running – but please, no new transactions added. Most practices choose to use paper to record any transactions on that morning and then manually add them to Assisi once the final conversion is complete.

  • Clients and animal details/histories will be refreshed. This will overwrite the initial conversion for any clients and animals that already exist so, until then, you will be able to practice adding work and recording payments on existing clients. Don’t create any new client/animal records manually unless you wish them to remain on Assisi after you go live.

  • Opening balances will be refreshed.

You should by now have processed any batched work and carried out your month end update in Ventana immediately before we begin the live conversion and printed a Ventana aged debt report. Once the final conversion is complete in Assisi, you will be able to print an Assisi aged debt report and the two totals should reconcile.

The only time that slight variances have occurred in the past is where a client on Ventana has a balance but no longer an animal to post it against, usually where the animal has been transferred to a different owner leaving the debt with the original owner. We can produce a list of clients where this has occurred so that you can adjust these manually. This is not common but it can happen.

  • The appointment book configuration is not reconverted on your live date so you can make any amendments to this on Assisi and they will not be overwritten.

  • The stock file is usually refreshed so that you can have the prices and stock holdings brought up-to-date. and to include any new products added since the initial conversion. You should make sure that no stock locations and stock classifications are changed on Ventana between the initial conversion and final conversion as this may affect converted stock levels. Prior to your live date, any changes to your stock file should be carried out on Ventana and not Assisi, otherwise they would be overwritten.

  • A reconversion of your fee file is purely optional as changes are not made as regularly to your fee file as your stock file. If you wish to go live with the initial conversion, then make sure that any changes in Ventana after the initial conversion and before the live date are carried out on both systems.

If you wish your fee file to be refreshed at your live date, let us know and in these circumstances make sure that any changes are carried out in Ventana, as with your stock file.

  • List entries can be refreshed providing that you do not change any of your original list names between the initial conversion and your live date.

As soon as the final conversion has been completed, we will let you know so that you can then start using Assisi. We are unable to guarantee how long this will take as it depends upon the amount of history to convert but generally we are able to hand over Assisi for use by mid to late morning on your live date.

The first tasks when we do so, before adding any live work, will be printing an aged debt report so that the totals for the last Ventana aged debt report immediately prior to the conversion and the first Assisi aged debt report can be reconciled.

Once you are happy with the opening balances, you should then concentrate on transferring all live appointments from Ventana to Assisi so that you can start using Assisi to book future appointments. Transferring any work or payments recorded on paper from that morning should also be carried out as soon as possible but not necessarily before any live work is added.

Then you should be ready to start using Assisi live.

Clients’ and animals’ histories may not all be downloaded at that stage but, if this is the case, these will continue to download without affecting your use of Assisi for live transactions. You will still have access to your Ventana system for looking up histories that have not yet downloaded and past financial transactions, and for printing copy invoices, receipts and statements, etc.

In the background there may be some remaining configuration taking place remotely such as checking printer configuration, setting up email and text messaging facilities and any extra services that you may wish to use, eg VetEnvoy VetConnect Plus, etc but this shouldn’t delay your starting to use Assisi live.