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DATA CONVERSIONS TO ASSISI

If you are changing to Assisi from any system other than Ventana, we will do our best to convert as much data as possible but the files converted vary according to whether comparable data is available, and how this is stored, in your original system.

In these circumstances, it is particularly important that you thoroughly check your initial conversion and report any anomalies or queries to us as soon as possible after this has been installed. If any changes are requested, we will work closely with you and investigate to see whether it is feasible to carry out the changes, but it will not be possible to do this once you have started adding live work in Assisi.

Initial Conversion

This will be installed on your server before your server is delivered or is made available to you.

Users and User Permissions

Users are not converted and these should be set up manually on Assisi before you go live. These will not be overwritten in your final conversion on your live day.

Practice Details and Branches This will be included as part of the server configuration but should be checked carefully.

Clients/Animals/Animal History

These records will be converted as thoroughly as possible but need checking carefully. When checking pay particular attention to:-

  • Client Analysis Codes, Terms Codes.

  • Customer Branch codes. For multi-branch practices, this is the branch that the client normally attends.

  • Active/Inactive animals.

  • Animal Types

  • Vaccination Reminders

Any relevant client/animal data that we come across that does not appear to fall into any of the available Assisi categories will be converted into General Comments on the Client Screen or General Notes fields on the Animal Screen.

Opening Balances

We will convert opening balances where reliable data is available but, if not, these will need to be added to the records manually before you start using the system live - but not until after the final conversion has been installed on your live day.

If we are able to convert them, they 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. If you prefer to add them yourselves, please let us know

If we can convert them, we will 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 your existing system, whereas if you are cash accounting, VAT will still be liable when payments are recorded on Assisi.

If you add them manually, you will need to pay particular attention to how the fee that you use to add these balances is configured for VAT. If you are Standard Accounting the VAT for the opening balance fee should be set to Zero (T2); if you are Cash Accounting the VAT for this fee should be set to Standard (T1).

Appointment Books and Rooms.

  • Appointment Books, Rooms, Categories and Special Days and Dates rules, will need to be set up in Assisi before you go live. These will not be overwritten in the final conversion on your live date.

  • 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 systems. These will need to be manually entered as soon as the application has been handed over to you to use following the final conversion on your live day.

List Configuration

A Waiting for Vet List and Waiting to Pay list for each branch will have been configured before your server is initially handed over to you. These are the only two essential lists that are required prior to your live date.

If you choose to use VetEnvoy or VetConnect Plus, extra lists will be required but these are usually configured by our Support Team when setting up these services.

Any other lists that you wish to use can be added at your own convenience. Any lists that you set up in advance will not be overwritten on your live date but do not add entries to the lists until after your live date.

Stock and Fee Files

We will do our best to convert a basis for your Stock and Fee files but these will need to be checked and updated very carefully for any pricing structures and Assisi specific features, eg Dispensing Fees and Stock Classifications, prior to your live date. This will vary according to how your current data is stored and should be discussed with our Trainers.

Recommendation and Observation Codes and Multi-line Routines for use when adding new consultations to an animal’s history will also need to be set up manually.

Practice Prior to Live Date

You can practice adding work and taking payments after your initial conversion and prior to your final conversion as the client and animal records and financial records will refreshed and overwritten on your live date.

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 your existing system just prior to this with no more work added, or payments recorded, once we start this final conversion - although you will be able to view records on your existing system while the re-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.

As soon as you stop adding work on your existing system, you should print an aged debt report as this can be used to reconcile the opening balances on Assisi.

  • 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 if these have been converted. If not, then opening balances should be added manually, as outlined previously.

Once the final conversion is complete in Assisi and all opening balances are in place (but no live work added), you will be able to print an Assisi aged debt report and the two aged debt reports should then be reconciled.

Note: The only time that slight variances have occurred in the past where opening balances have been converted is where a client on your existing system 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.

  • Your Stock and Fee Files are usually not refreshed on your live date to give you time to set up and configure these files after the initial conversion.

Stock holdings will need to be recorded before you can start selling stock so a stock-take will need to take place as near as possible to 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:

  • Adding opening balances and printing an aged debt report so that the totals for the last aged debt report on your existing system and the first Assisi aged debt report can be reconciled.

  • Once you are happy with opening balances, you can transfer any work or payments recorded on paper from that morning.

  • In the meantime, you should concentrate on transferring all live appointments to Assisi so that you can start using Assisi to book future appointments and attending existing appointments as soon as possible.

You can begin adding live work before all of the outstanding transactions are added but it may result in work not appearing in the correct order on an animal’s history if you add work live before you have added any outstanding work from earlier that day.

Clients’ and animals’ histories may not all be downloaded at the point you go live 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 original 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.