Introduction
Welcome to the Auxo Workshop guide on changing systems! This guide provides best practices to ensure a smooth transition, helping you avoid disruptions and maintain data integrity. 🌟
Remember, there will be differences between your old system and Auxo Workshop. While it may not have all the specific features of your old product, it offers modern solutions and workflows to enhance your workshop management experience. Make good use of the trial period to get familiar with the new system. 🎉
Step 1: Data Conversion Process 🔄
Understanding Data Conversion
If you need to have data converted, start by reading the Converting Data from Other Software KB article. This will help you understand the scope and limitations of the transition.
Deciding How Much Data History to Retain
When deciding how much data to import, less is often better. Moving less data means less clutter, improved accuracy, and better system performance.
We recommend limiting it to data from the last 3-4 years (max 7 years). Any more than this and many customers will have moved and/or sold the vehicle.
Completing the Data Conversion Request Form
To initiate the system change, complete the Data Conversion Request Form. This form gathers essential information about your current system and the data you wish to convert.
Step 2: Managing Your Old System 🖥️
Consider how long you need access to your old system. You may need to cancel subscriptions or support plans eventually. If your old system is integrated with Xero, you'll likely have ongoing access to records stored in Xero.
If your old system is a Windows application hosted by Auxo Software or another provider, consider migrating it back to your own desktop computer to cease the hosting service, and avoid ongoing hosting costs.
Additionally, keep in mind the following considerations related to your old system:
Reconciliation of Payments and Transactions: Invoices imported into Auxo Workshop are for service history only. You may need ongoing access to your old system to reconcile overdue payments. If you use Xero, continue tracking debtor balances there.
Managing Stock and Purchase Orders:
For outstanding job orders where parts are not received, recreate the order in Auxo Workshop. It is very easy to select parts in the job purchase list and create the order [Read how in the Purchase Orders KB article here].
For job orders where parts have been received, do not recreate them in Auxo Workshop. Instead, finalise these orders in your old system.
For stock orders where parts are not received, recreate the order in Auxo Workshop.
For stock orders where parts have been received, the parts on hand will be imported correctly into Auxo Workshop. Finalise these orders in your old system.