Converting from Association PROMAS 3.3 DOS to
PROMAS for Associations - Windows version
Introduction
The Windows version of PROMAS for Associations works very differently from the DOS version of PROMAS for Associations. It features considerably more powerful accounting and a new profile structure. PROMAS has a full chart of accounts with payable code and receivable codes to replace and expand upon the transaction codes of the DOS version. PROMAS has separate member and unit profiles to store the information that was maintained in a unit profile in the DOS version. This change allows unlimited units for a member. In addition, a member’s information only needs to be maintained in one profile.
The preceding summary of some of the differences between PROMAS for DOS and PROMAS for Associations should make it clear that the new version is not just a Windows version of the old program. It is strongly recommended that you become familiar with PROMAS for Associations before planning your conversion. It is unrealistic to assume that you can convert from the DOS version and start using the Windows version the next day without learning about the new software. It is suggested that you become familiar with the features and functions of PROMAS for Associations. One approach is to enter some of your members and units as practice data and generate a few months worth of transactions and statements. The safest approach, which is also the most time consuming, is to run parallel with the DOS PROMAS until you are confident in your ability to use the new program to generate the reports and statements your board members require. No matter what approach you take to learn PROMAS for Assocations, you should not attempt the conversion until you are convinced you know how to use the new program.
We are confident that once you have become accustomed to the new program, you will find it to be considerably more flexible and powerful than the DOS version. A time commitment is required to learn about all the new features and functions, but we expect that this commitment will pay off with increased productivity and better information for the association manager.
Hardware and Other Considerations
What Happens in the Conversion?
· Nothing happens to your DOS data files. They are only read by the conversion program. They are not altered.
· Each association is converted as a separate file in a separate directory starting at Import01. Each directory must be imported into a separate database.
· All active units are converted. Change inactive units to active if you want them converted.
· Members and tenants are converted with an ID of their last name. Duplicate last names get ID’s of the name with a number after the name. After the conversion, you may want to change these to a more meaningful ID. For example, SMITH, SMITH2, and SMITH3 might be changed to SMITH J, SMITH TR, and SMITH TJ.
· Transaction codes that have been used this year are converted to Account Codes.
· Transaction codes that are used this year for assessments are converted to Receivable Codes.
· Transaction codes that are used for recurring checks and vendor defaults are converted to Payable Codes.
· Uncleared checks and uncleared deposits do not convert.
· Year-to-date transactions are converted as one transaction per transaction code. That is, the sum of association dues received year-to-date is posted as one amount.
· The association balance as of December 31 of the previous year is posted as net amount using the Prior Year Earnings account in the Posting Table.
· Member unpaid charges are posted as one amount owed per Receivable Code.
· The names and addresses are converted to mixed case if the appropriate check box was checked when creating the import file.
· Undistributed member receipts and prepayments become Member Open Credits. Open credits reduce the association’s balance until they are applied as advance payments or used for future receivables.
· The member balances are uncleared transactions in the bank account (Other Additions if positive, Other Subtractions if negative).
· Unit comments are trasferred to unit comments.
· Budget information is not converted.
What is Not Converted?
4
· Detailed transactions
· Inactive units
· Unpaid invoices
· Late notices and other letters
· Uncleared checks
· Uncleared deposits
· Categories
· Budget information
· Recurring Charges
· Text fields
· Association fee information
· Late fee information
· User defined fields
· Field label information
· Payroll information
· Notes
4
What is Needed to Convert?
· PROMAS for Windows installed on your computer. (PROMAS installed on all computers if you are running on a network.)
· A computer system meeting the minimum requirements (see below).
· A conversion disk containing the conversion programs.
· A set of conversion instructions.
Hardware and other considerations
You will have to evaluate your equipment to see if it is compatible with the new software. For the best performance, we recommend using Pentium 100 or faster computers with 32 or more megabytes of RAM. Computers with 486 processors or less than 32 MB of RAM generally will work, but may be unacceptably slow.
PROMAS for Associations requires the following:
· Windows 3.11, Windows 95, Windows 98 or Windows NT
· A computer with a 486DX66 processor. A Pentium 100 or faster is recommended.
· A minimum of 16MB of memory. 32MB is recommended.
· A minimum of 50MB of free space on your hard disk drive. You will need more space if you have more than 200 units.
Networks
If you are using a network please contact technical support so we can fax information to you that is pertinent to an efficiently functioning network.
Test your printers with the new program before you do the conversion! In general, dot matrix printers do not work efficiently with Windows. We recommend using a laser printer with the new program. If you plan to use a dot matrix printer, it should be tested by printing checks, statements, and reports using a demo version of this program. If the printer does not work correctly in all areas, make sure that you have the latest Windows printer driver from the manufacturer. If the troubles persist with the latest driver, you can contact technical support and we will attempt to resolve the problem.
Conversion
Conversion Phase 1 - Preparing the PROMAS DOS Database for Conversion
· If you have not familiarized yourself with PROMAS for Associations, you should not proceed with the conversion. You should only convert after you are confident in your understanding of the new program. The conversion steps assume you are familiar with PROMAS for Associations.
· If you have not already done so, install the PROMAS for Associations Windows software.
· Call Customer Support at 800-397-1499 or 703-255-1400 to register and set up the directory or directories for the database(s) you are going to convert. Each database should be initialized using Start With No Accounts.
In the DOS version of PROMAS,
· Write checks for outstanding invoices. Outstanding invoices do not get converted.
· Reconcile all bank accounts.
· MAKE A BACKUP OF YOUR DATA
· Activate any inactive units that you want converted. Inactive properties do not get converted.
Conversion Phase 2 - Create an Export File from PROMAS DOS
If the PROMAS data fiels are in a directory other than APROMAS.30 you must use the set command to point to them, e.g. SET APDATA=C:\.
· Copy the files from the conversion disk into the conversion directory using DOS:
Place the conversion disk in the A: drive from the C:\ prompt
· Type MD CONVERT3 <Enter>
· Type CD \CONVERT3 <Enter> to change to the conversion directory.
· Type COPY A:*.* <Enter> to copy the conversion files.
· Type PASSOC <Enter> to get the Create Export File screen.
· Press <F4> to start the conversion
· Copy the files from the conversion disk into conversion directory using the Windows Explorer:
· Create a folder CONVERT3
· Copy the files from the floppy disk to the Convert3 folder.
· Execute the PASSOC.EXE file to get the Create Export File screen to start the conversion.
Conversion Phase 3 - Create the Import files for PROMAS for Associations
Start Windows
Go to Start, Run
Type C:\CONVERT3 \XAPDOS.EXE and click OK to get the Create Import File screen.
Make the Data Directory C:\APROMAS.30
There are a number of checkboxes that can be marked.
The account names can be your current transaction code numbers or the names of the transaction codes, i.e.
Account Name Description Account Name Description
16 Late Fee 41 Association Dues
or or
Late Fee Late Fee Assoc Dues Association Dues
If you want the account name to be the transaction code number (16 or 41 in the example above), do not check the Convert Account Name to Account ID box. If you want the account name to be an abbreviated form of the transaction code description (Late Fee or Association Dues above), check the box. Recommendation - check the box.
Convert Names and Addresses to Mixed Case - the default is checked. Recommendation - leave the box checked. The conversion will automatically convert your names and addresses to mixed case unless you uncheck the Convert Names and Addresses to Mixed Case box. Printing in all capital letters in Windows proportionally spaced fonts takes up considerably more room than the DOS fixed width fonts. The conversion will correctly change the character case for most names, but it will make mistakes in some circumstances (for example, a missing apostrophe will cause OBrien to convert to Obrien). If your names and addresses are already in mixed case, you should uncheck this box.
Convert Key to Unit ID - The unit ID converts to the address unless you check this box.
Keep DOS Vendor Numbers - If checked the vendors ID will convert as the vendor name.
Do not convert transactions - If checked only profile information will be converted. Recommendation - Do not check this box
Use leading zeros when converting numeric ID’s - When checked the number sort sequence for numeric ID’s is maintained. Recommendation - do not check the box.
Override Posting Date - Make this date the day prior to your starting date to enter detailed transactions.
Click the OK button when ready. The conversion statistics will show in the protected fields at the bottom of the form. This completes this phase of the conversion.
A separate directory under APROMAS.30 will be created for each association. They are named IMPORT01, IMPORT02, etc. The number of balance sheets converted indicates how many associations are ready to be imported.
Conversion Phase 4 - Importing the Converted Databases
Each import file must be imported separately into its own database. Each database is set up in System Security, Database Directories tab.
Go to PROMAS Help, Contents, Startup and print the Setup section. Please review this information before proceeding.
If you have not previously registered, call PROMAS Customer Support at 800-397-1499 or local 255-1400 to register.
You must set up a separate data directory for association. This is done in System Security under the Database Directories tab. Give each a name (which shows on the database dropdown list at logon) and a data path. The data path should be .XXX where X (up to 8 characters) is the folder name in which the database will reside. Do not use the same datapath more than one time.
If you are reconverting your data, make sure that the previous conversion has been deleted from the destination directory. If you do not know how to delete the contents of a directory, please contact technical support for assistance. If you do not import into an empty directory, you will have duplicate entries for all your information.
Logon to your database in PROMAS for Associations.
If you have not previously logged on to your database, you will get the message “No Database was found at path...”. If this is the desired destination path of your conversion, click “Yes” to create the new database. If this is the incorrect path, click “No” and change the path in system security before logging back on.
The Initialize Database window will then display. Change the radio buttons to “Start with No Accounts” and “Copy Passwords from Database”. Click on the “Save” button.
Select <File, Import from Conversion>.
Use the Browse button to set the Import File Path to C:\APROMAS.30\IMPORTxx (where xx is the file designator for the database you wish to import, e.g. 01).
Click Automatically Process Records. Whenever the Import program finds something needing your attention it will stop and prompt you for input. Known stop points are at each defined bank account, where you must enter the check style; and at the Processing Default table.
A Posting Table will be created during the conversion. You will be prompted to complete any fields that can’t be determined automatically. Complete any of the blank entries like Member Refund Checks. Please refer to the on-line help for information on these accounts.