The following instructions will assist you in converting your current NV1 data files to NV2.
With this plan, you will have at least four weeks to get oriented in NV2 without getting behind in your daily bookkeeping tasks. Below we outline how to keep the NV1 books up to date while learning NV2. You can pace yourself until you are comfortable making the switch. You will have the opportunity to view your data in the new format and be able to re-arrange the live NV1 books to see what effect it has upon each conversion to NV2.
While similar in concept to NV1, NV2 has been expanded in many areas. It will take some time to become familiar with the new features. Due to the flexibility of NV1, there is no single step process that can determine what every existing report, account and transaction is. The greatest change is the introduction of "Account Types". As part of the conversion, you must run a procedure called ATYPE on all of your existing accounts so each will be converted into one of the nine new categories.
Since it takes a full month to cycle through most normal bookkeeping activities, including payroll, aged AP and AR, bank reconciliation, monthly reports and statements, etc. you should work concurrently in both versions (NV1 and NV2) until all regular activities have been completed and you are comfortably able to produce the same results as in NV1.
| Step | Day | | Action |
| 1 | Friday | am | In NV1 run the GETLIB procedure and install the NVEXPORT library in the books to be converted to NV2. |
| 2 | Friday | am | Review the ATYPE procedure documentation and ATYPE all accounts in the live, working NV1 books. |
| Step | Day | | Action |
| 3 | Friday | am | Create a backup copy of the live, working NV1 books in a separate conversion directory. Open the backup copy of the books in the conversion directory and start the NVEXPORT procedure to create the NV1_NV2 conversion file. |
| 4 | Friday | am | Continue to use the original NV1 books, enter all bookkeeping as usual. After each week of orientation in NV2, in the live working NV1 books, ATYPE any accounts that were found to be incorrect. Adjust any NV1 postings, accounts, or report structure as necessary. |
| 5 | Friday | pm | In the conversion directory, when NVEXPORT is finished, start "NV1 Import" from the NV2 menu. This process may take several hours, possibly all weekend depending on the size of the NV1 books, the number of transactions, and the depth of the total-to structure. |
| 6 | Monday | | The import should be completed. Start NV2 and begin the orientation phase. You must continue to use the original NV1 books; enter all bookkeeping functions as usual. |
| Week 1 | Action |
| Monday Tuesday Wednesday Thursday | Continue to use the original NV1 books, enter all bookkeeping as usual. Orientation should begin by having NewViews operators learn to navigate in the set of books. Explore the new layout and features. Check the new account types and see if all imported accounts were ATYPE'd correctly. Check the new journal types. In NV2, all transactions can be found in journals. Try several of every type of transaction. If you will be running multi-user, set up the Server, create the users and grant access to the correct parts of the books for each user. Set up the Workstation for each user. Friday - Do "The Weekly Conversion" |
| Week 2 | |
| Monday Tuesday Wednesday Thursday | Continue to use the original NV1 books, enter all bookkeeping as usual. In the converted NV2 books post 10% to 20% of your daily bookkeeping. Try entering several of each type of transaction. Practice printing your usual documents. Check the new printing templates for position and size, edit as required with Excel. Friday - Do "The Weekly Conversion" |
| Week 3 | |
| Monday Tuesday Wednesday Thursday | Continue to use the original NV1 books, enter all bookkeeping as usual. In the converted NV2 books check again that all the accounts under the new /NewViews/Account groups were ATYPE'd correctly. Print some reports. If you use NV1 payroll, set up a new employee, process a payroll, print some payroll checks to blank paper, etc. Again edit the printing templates as required with Excel. Friday - Do "The Weekly Conversion" |
| Week 4 | |
| Monday Tuesday Wednesday Thursday | Continue to use the original NV1 books, enter all bookkeeping as usual. In the converted NV2 books, post 20% to 30% of your daily bookkeeping. Try entering several of each type of transaction. Produce the various financial and payroll reports as in NV1. Have a management meeting, review the results of the conversion and present the new report styles. Assess your readiness to make the switch. Again edit the printing templates as required with Excel. Friday - Do "The Weekly Conversion" |
| Week 5 | |
| Monday | If you are confident you can perform all bookkeeping activities, have all printing templates adjusted, and are able to produce all the usual reports, then you can start using NV2 for 100% of your work and the conversion process is finished. However, if you do not feel confident enough, there is no rush to stop using NV1. You can continue this weekly routine until you are satisfied you are ready to make the switch. |