šData Conversion Requests - Please first read this article to understand the inclusions and limitations of data conversions. After reading the article, you can use the link below to submit a data conversion request:
ā What We Can Import
We can currently import:
Customers
Vehicles
Reminders
Suppliers
Invoices/Job History (for Service History purposes only)
Note: If Work in Progress is imported, all jobs will be imported with the status "Booked".
Parts
ā ļø Limitations and Exceptions
Data conversions can be complex, and due to compatibility issues across systems, data conversions may not have a 100% success rate. For example some invoices may not import because in the source data the associated vehicle or customer have invalid IDs.
Customers
Invalid email addresses cannot be imported (e.g., "john.doe>com" or multiple email addresses in one field).
Phone numbers exceeding 15 digits or including invalid characters (e.g., #@^) cannot be imported.
Synergy: Discontinued customers will not be imported.
Vehicles
Reminders: The vehicle import can include WOF & Service Reminders and one additional custom reminder (e.g., "Cambelt Replacement") per vehicle.
Make & Model fields are imported for vehicles. If you only used the "description" field to capture this info in the old system, your data may appear incomplete.
Synergy:
Discontinued vehicles will not be imported.
Blank/Duplicate Rego in Synergy:
Blank Rego numbers cannot be imported into Auxo Workshop, any vehicles from Synergy with a blank rego will have a unique rego automatically generated during the conversion starting with "Z_").
Duplicate regos will have a forward slash plus unique number added to the end (e.g. ABC124/1) to ensure the rego is unique.
Invoice/Job History
ā ļøInvoices are imported for 'service history' purposes only and will be considered fully paid; any outstanding balances will not be imported and should be accounted for in Xero, etc.
Only invoices linked to a valid customer in the customer data can be imported.
If the invoice is linked to a vehicle / rego that isn't included in the vehicle data, the invoice may not be imported.
WIP Jobs are imported with the status of "Booked" and Invoices with the status of "Invoiced"
Due to rounding and discounting incompatibilities between systems, the invoice totals may not match the source data once imported into Auxo Workshop.
In the Invoice List the Margin will not be shown for imported invoices (due to potential for rounding adjustments, negative figures and inconsistencies with data structures).
Job Text/Job Notes are limited to 2000 characters.
Synergy:
Discontinued Customers - If the customer is discontinued in Synergy, they are not imported into Auxo Workshop nor are their invoices/jobs.
Invoice & Job Number - all invoices will have the invoice number in the job number and invoice number field because the ājob numberā field in Synergy isnāt always unique.
WIP jobs (unclosed invoices) the internal unique ID "ARINUM" value will be used as the Job Number (as Job number in Synergy isn't strictly unique, and for some users, job number is empty/unused).
Parts
We import parts with Quantity on Hand figures exactly as they are exported from your old system (to avoid unexpected changes to stock valuations).
We strongly recommend you correct any incorrect stock figures in your old system prior to the data conversion, to avoid bringing those problems forward into Auxo Workshop (particularly for products with negative stock on hand figures).
Synergy: Discontinued products (parts) will not be exported.
ā What We Cannot Import
In the future, we will be able to import more information. However, at this time, we cannot import:
Technicians (for security reasons, these need to be added to Auxo Workshop manually with the appropriate roles and access restrictions applied).
Quotes
Job Kits / Standard Jobs (however Smart Templates will be generated based on prior work).
Other transaction types (receipts, credit notes, creditor transactions, etc.)
How Much Data History to Retain
When deciding how much data to import, less is often better. Hereās why:
Less Clutter: Moving less data means less junk and outdated information.
Accuracy: Reduces the chance of including vehicles no longer owned by your customers.
Performance: Less data means faster system performance.
š Recommendation: If your old system allows you to limit the date range of the data you're exporting, we recommend limiting it to data from the last 3-4 years, with a maximum of 7 years.
In some instances, we may be able to help limit the data - so please be sure to let us know how much history you would like to retain on the data conversion request form.
Software Systems that can be Converted
Below is a list of systems we can import from. If you're using one of these systems, let us know and we'll help you through providing us with the required data to import into Auxo Workshop:
SAM
Synergy
webSAM
Orion
Workshop Software
Mechanic Desk
Xero
šļøNote: If the system you want to transfer data from is Xero; your Xero customers can be imported into Auxo Workshop automatically when setting up the integration! Read more here
If your system isnāt listed above, donāt worry - weāre here to help! The key is getting the data out of your current system. Most systems have data export features. If you canāt find them, try reaching out to the support team of the system youāre using or check their help guides.
The conversion from unlisted systems is even easier if you're able to get it into our default data templates, which you can download here: Data Conversion Templates