LBSS Initial Conversion
You may be surprised if your Client wants to recall and reassign all accounts
previously assigned to you. They need to do this to bring their own systems up
to date with their new methods.
Actually, this is an opportunity for you to ensure that the
data you have in your database matches what your Client thinks
you have. It is also a chance to get the latest financial
breakdown of the accounts.
The steps you need to take are quite simple, and the import programs
required are available in the import specification library named
lbssinit.dat. To bring your system up to date with your Client's new
system, please do the following.
Select The Library
Select the import library LBSSINIT.DAT.
Select File from the top menu bar and then select Import/Export
and then Select Import Library. Enter LBSSINIT.DAT and select
OK. This will open the import library used for these initial operations.
When you have the LBSS INIT library open you can verify by opening the list of
File Specifications (from the File Import/ Export menu). You should see Step 1,
Step 2 and Step 3 in the list of file specifications. If you don't see this,
then something is wrong.
Check The Recall Files
This is the Step 1 import process.
Import the recall download file. This will create a list of accounts that
aren't in your system. This is all it does. It doesn't alter accounts currently
in your database. The exceptional accounts are imported with only an account
number, no name. You can find them easily from the Browse menu All Debtors option.
If the Client thinks that you have accounts listed, but in fact the accounts with
that number don't exist in your database, you will need to resolve this
discrepancy. The following step deals directly with this problem.
If new accounts with blank names are created during the Recall Download there
are three possible reasons for this.
1) You haven't entered the accounts into Collect! yet.
2) The account number you used when creating new accounts was entered incorrectly.
3) The Client never sent those accounts to you.
If you find new Debtors with blank names after the recall download you'll need
to figure out which of the three conditions applies and act accordingly.
After you correct any errors, import the account recall download again.
If blank Debtors still appear, correct the errors and repeat the process
until the recall download operates without creating blank Debtors.
If no new Debtors are created during the recall download, you can move on to
the next step.
Check The Reassignment Files
This is the Step 2 import process.
Import the Reassignment import file. Here we update critical information
in existing Debtors, and create new Debtors not already listed.
WARNING: This step should be run ONLY when you have a backup of your database.
Do not expect this process to work exactly the way you expect the first time.
This is the meeting point between manual and automated methods. You must be
prepared to restore from your backup after this step.
Here we assess the changes the Client proposes to the accounts you have already
in your system. Major differences in financial data between your existing
accounts and what the Client thinks you have are critical. A clear understanding
of those differences and the reasons for those differences is vital to a
successful transition to the LBSS system.
If financial differences are found, it can be partially attributed to the
increased detail available in the Client's new system. In other words, if
previously the Client listed accounts in which you only show a total owing,
you may now get the accounts back with principal and interest broken out.
The total owing should remain the same.
Additional differences can be due to transactions being duplicated by the import
process. Transactions are keyed on Payment Date and Direct Payment Amount.
Audit And Reconciliation
After you have analyzed the import update changes and corrected any discrepancies,
it is wise to reconcile your accounts with your Client. Failure to reconcile
periodically to ensure data accuracy may be important in your operation.
You are responsible for the accuracy of your data. Permitting inaccuracies
in your database typically results in problems that can show up later in obscure
ways. Don't fall prey to allowing garbage into your database. Collect! cannot
operate correctly with incorrect data. Always be absolutely sure
of correctness before committing any changes to your production environment.
A few things to bear in mind are:
i) When was the last time you sent a Client statement? The data your Client
sends to you may or may not contain the latest changes you made to the accounts
since they were listed or last reported.
ii) The import specification named Duplicate Account Check can be used just
before an account download to provide a list of accounts being imported that
already exist in your database. To obtain this report, turn on the Enable
Internal Debug Messages switch in the Options Sounds and Colors settings.
This is available from the System Setup form from the Preferences command
in the System menu. The output from this report is available after the
Duplicate Account Check import has been run; it is located in the User
History from the File menu.