One way to convert from your existing accounting software package to Bizuno is called the ‘Line in the Sand’ approach. This article describes the process that needs to be followed to implement this approach. This method is best used at end of fiscal year.  The basic process is:

  1. Verify your chart of accounts in Bizuno matches that from your current application.
  2. Import contacts (Tools -> Import/Export -> Contact Tab). This should be completed well before the conversion day. A template is available on the Contacts import tab to help format the input data and includes field names and descriptions.
  3. Import Inventory (Tools -> Import/Export -> Inventory Tab). This should also be completed well before the conversion day. A template is available on the Inventory import tab to help format the input data.
  4. Build Inventory, Accounts Payable and Accounts Receivable files (see examples below). These files are minimized so they may be generated by hand quickly (if necessary) are output directly from your current application.
  5. Print trial balance from your current application to a PDF file or paper for use old guys.
  6. Backup Bizuno (Tools -> Business Backup -> Business Backup section -> Go icon), just in case. This is just for precaution as your new values will have precedent.
  7. Purge the general ledger (Settings -> PhreeBooks -> Tools -> Purge Journal Entries).
  8. Enter Beginning Balances using the data from your Trial Balance printed from above. Save. This will take a while as the information needs to roll through each gl account for all months in your fiscal calendar.
  9. Print Trial Balance in Bizuno (Tools -> Reports/Forms -> General Ledger -> Reports -> GL Trial Balance -> Open (get a popup) -> PDF icon). At this point your balance sheet and income statement will not match that form your prior application. This is because these entries are BEFORE the current fiscal year. All accounts that are closed at the end of the fiscal year will be closed and the balances will be rolled into your retained earnings account. You will need this report for making adjustments later in this procedure.
  10. Import inventory valuation (Tools -> Import/Export -> PhreeBooks Tab -> Inventory, select file and press Import icon)
  11. Import purchase orders (Tools -> Import/Export -> PhreeBooks Tab -> Purchase Orders, select file and press Import icon)
  12. Import accounts payables (Tools -> Import/Export -> PhreeBooks Tab -> Accounts Payable, select file and press Import icon)
  13. Import sales orders (Tools -> Import/Export -> PhreeBooks Tab -> Sales Orders, select file and press Import icon)
  14. Import accounts receivables (Tools -> Import/Export -> PhreeBooks Tab -> Accounts Receivable, select file and press Import icon)
  15. Print another Trial Balance in Bizuno. This is where the paper part is best.
  16. Edit your beginning balances and subtract the AP total from your import file from the accounts payable account (to bring it back to your original beginning balance), subtract your AR total from your import file from your accounts receivable account, take the GL account you used as your holding account and add back the payables total and subtract the AR totals from your import file. This should restore all three accounts to the values you had BEFORE the import (step 7). Verify your inventory stock balances to make sure the import was successful.

This is a good time to check you AP/AR accounts as the value after step 8 should be equal to the total of your import for each type. If they are off (as they usually are) you will need to make a general journal entry to get them back to being even.

This process only works when converting at year end as the expenses, sales accounts are zeroed out at the start of each fiscal year. For this reason, you will see no expenses OR sales as they will be rolled into your retained earnings account. This is because beginning balances are the values ‘entering’ the fiscal year.

A mid year line in the sand conversion will require additional steps. Generally, you will need to post a GL entry restating your activity year to date that is posted to any account that is closed at year end, (sales, expenses, etc.). Create or use a holding account that you can balance against when adjusting your beginning balance to compensate for the duplicate values. After this process, your balance sheet and income statement from your prior accounting application should match exactly with the like Bizuno financial statements.

I think you should try a few dry runs before the big day. You can always purge the GL and start over. This way when the day comes, you’ll get it done in under an hour.

Sample inventory.txt file:

SKU,Qty,Total
Tire-Balloon,5,10.00
ANewSKU,2,13.00

Sample purchase_orders.txt file:

InvoiceNumber,PostDate,Total,BillContactID,SKU,Qty,LineTotal
PO345,12/12/2016,55.00,DIY Bike Co,Wheel-Black,11,55.00
PO364,12/14/2016,45.00,Tony’s Tires,Wheel-Black,4,20.00
PO364,12/14/2016,45.00,Tony’s Tires,Tire-Knobby,1,25.00

Sample accounts_payables.txt file:

InvoiceNumber,PONumber,PostDate,Total,BillContactID,HoldingGLAccount
GD20161222,PO-Dave,12/22/2016,66.00,goDaddy.com,3800

Sample sales_orders.txt file:

InvoiceNumber,PostDate,Shipping,Total,BillContactID,ShipContactID,SKU,Qty,LineTotal
3423,12/20/2016,10.00,110.00,Jim Taylor,Jim Taylor,Wheel-Black,2,100.00
3427,12/21/2016,25.00,275.00,Dave Jones,Dave Jones,Wheel-Black,4,200.00
3427,12/21/2016,25.00,275.00,Dave Jones,Dave Jones,Tire-Knobby,1,50.00

Sample accounts_receivables.txt file:

InvoiceNumber,PONumber,PostDate,Total,BillContactID,HoldingGLAccount
20322,,12/22/2016,175.00,New Guy,3800

Read More

December 2013 / PhreeBooksR36RC3
Author – Charles

Two areas within PhreeBooks utilize encryption:encryption

  • POS – the POS functionality will not work correctly without the encryption key being set.
  • Customer payment information (card details) – Stored credit card information will not be displayed and values entered will not be saved unless the encryption key is entered.
    CUSTOMERS > Customer Manager > click on a customer > Payment

DO NOT LOSE THE KEY – this is of the utmost importance

To Enable Encryption:

      1. Turn on ‘storage of encrypted fields’:
        COMPANY > Module Administration (click on Mod. Admin. itself and not on sub-menu) > Configuration > Whether or not allow storage of encrypted fields  –  YES / NO
      2. Set permissions for User(s):
        COMPANY > Users > click on a user > Security Setting section > ‘Tools’ tab (a new option will have appeared), ‘Data Encryption’. Set appropriately.
      3. Create the encryption ‘key’:
        TOOLS (main menu) > Data Encryption, Create/Change Encryption Key
      4. Set the encryption ‘key’ after each Login:
        TOOLS (main menu) > Data Encryption, Enter Encryption Key

encryptionWhen the encryption key is set (on), a small padlock will appear in the top left-hand-corner of the PhreeBooks main menu. In the Home button (next to the little house).

Nice resources on understanding ‘Password Strength’:

https://www.grc.com/passwords.htm
https://www.grc.com/haystack.htm

CAUTION: Please do not put any ‘live’ password in an on-line password strength checker. If you must, at least choose a ‘similar’ password e.g. same/similar number of letters/numbers/higher-case/symbols/length etc

contacts11-Dec-2013  / PhreeBooksR36RC3
Author – Charles
Draft

PhreeBooks: Importing ‘contacts.csv’ – Guidelines

Take care to make sure that your ‘contacts.csv’ file is prepared correctly:

1. remove any spaces in field name at top of columns e.g. ContactType, ShortName, Inactive, FirstName …
2. no null column headings – all columns to have a PB ‘field name’ (from an exported PB contacts file – test data)
3. only import columns that are required or have specific information. Delete columns containing no information.
4. fill required fields. e.g.

ContactType: c for Customers, v for vendors, i for CRM Contacts
ShortName: this is a required field. You can use zip codes, telephone numbers or random values
Inactive: set to 0
StoreID: set to 0
PrimaryName_1: this is a required field, I would use FirstName LastName. Can also be the company name, main billing name, etc.
AddressType_1: needs to be the ContactType and the letter m, i.e. cm for customer, main address

5. Remove any columns AddressType_2 and AddressType_3 as these are only used if more than one address is imported
6. Remove any CreationDate and LastUpdate columns
7. Remove any fields: RecordID, RecordID_x (address book record ID 1-5), ReferenceID_x (address_book link to contact table, 1-5). These are automatically generated by the system and should not be included.
8. Remove any rows without entries i.e. no nice-looking gap row beneath the column headings and before the data.
9.   CountryCode_1 – the 3-letter ISO Country Code is type char e.g. USA, GBR, CAN, ROI, LUX
10. RecordID – start at 2 and go up from there. Row 1 is reserved for column headers.

TOOLS > Import / Export > Contacts Module (green arrow on RHS) > Tables available to Import > select ‘csv’, browse to your newly created contacts.csv and ‘import contacts’.

 

 BEWARE – the ‘TSV’ problem & EOLs:

Quote Wikipedia:
… many so-called “CSV” files in fact use the tab character instead of comma (such files can be more precisely referred to as “TSV” for tab separated values)

Wikipedia talks about the lack of an agreed standard for .csv

PhreeBooks importer requires comma-delimited text file (.csv). The problem is that a tab-separated (as opposed to comma-separated) file ALSO has a .csv file type.

As to the TSV issue, if you use LibreOffice to edit a customer database, by default it opens the file with LibreOffice Calc instead of LibreOffice Write, and when you save the edited file, although you are saving it as .csv, it saves it with tabs instead of commas. Calc makes it easy to see if data is “misaligned”, and to correct it, but once that is done, you need to save it, close it, and open it with Writer so you can replace all the tabs. The final issue is to make sure that all the records end with ^M. If you are working in Linux/UNIX or Mac, you have to find a way to do that. For Linux users it’s easy:
“cat -v fname”.

NOTE: Dave has confirmed to me that EOL’s (line ends) are irrelevant to the PhreeBooks import script as the PHP script strips them away before import.

June 2014 / PhreeBooksR36RC3importicon
Author – Charles

Importing Inventory should be straightforward:

NOTES:

  1. Make absolutely sure that when you OPEN your spreadsheet programe to read the ‘Sample CSV’ and/or to create your .csv for Inventory Import, that you select ONLY the      ,delimiter. I have come across spreadsheet programs defaulting to 2 or 3 different delimiters – if a .csv is created with more than 1 delimiter defined, it will not import into PhreeBooks. Moreover, later ‘saving as a .csv text file’ and/or mucking around with it in Text Editors will not help you – you will have to re-create the .csv from scratch. See more details in SKU-Pricer    …   at the bottom of the page.
  2. If you re-run the Inventory Importer a second time with the same SKU’s present, you will get a second, double-entry of these SKU’s.
  3. Inventory Importer can be used to ADD SKU’s to an inventory already populated with other SKU’s.
  4. If you want to amend SKU details that are already entered into Inventory using a .csv bulk update, use SKU-Pricer.
  5. If you want to manually amend SKU details that are already entered into Inventory, either amend each SKU details page or:
    CUSTOMERS > Customer Price Sheets > Load Item Pricing (bottom left in blue letters)
  6. RecordID – start at 2 and go up from there. Row 1 is reserved for column headers.
  • Export a ‘Sample CSV‘ and open in a spreadsheet – make sure that the spreadsheet used to prepare your .csv for Importing Inventory uses the correct column-headings (no gaps in column-headings). You don’t need to use all column-headings, however, if not being used for .csv import, they should be removed.
    TOOLS > Import/Export
    Inventory Module, green arrow on RHSinventoryimport2
  • Make sure that you have no gap rows or gap columns in the block of data that you want to import into PhreeBooks. It should all be tight, up in the top left-hand-corner of your spreadsheet. Remember, no column or row gaps (you can have empty cells).
  • Make sure that the spreadsheet column Type (Inventory type) is populated correctly. Make an Inventory Export to get the correct ‘Type’, if necessary.
  • Save the file as a .csv (comma-separated and NOT tab-separated) text file. Only use double quotes (“) as a delimiter if a field has a comma within it.
  • You are now ready to import your Inventory.
    TOOLS > Import/Export
    Inventory Module, green arrow on RHS
  • Select ‘CSV‘ file-type to import, browse to your .csv file and then click on ‘import inventoryinventoryimport3
  • Clear browser cache

NOTE: there is no Import Report (a simple one line report, in green, on import success) in Importing Inventory, unlike SKU-Pricer.

Please post any comments or queries to the Forum.