Ease-E-Club
Client
Management Software by Computerease
Data Base Import Guide
This document contains information on the process of importing and verification of converted data to the Computerease database. This is a ONCE only process to be done when first starting up the system and populating the initial set of data files. THIS CANNOT BE DONE ON A ONGOING BASIS.
Import from Excel File(xls):
The import from an Excel file can only be done by Computerease staff. This is to ensure that the Excel field data is fomated correctly and alert you to any potential problems.
The creation of the Import Excel file is your responsibility. The creation of the Excel file is quite technical in nature and
should only be done by someone with the proper technical background who is
familiar with excel files.
Using whatever export methods are available, from your old system,
export your data into one or more Excel spreadsheets. You must now re-arrange or
“cut & Paste” the excel data into our import template file called “Import_Template.xls”, this file can be
found in the “C:\Health” folder of the demo.
Please, DO NOT add or delete any columns from the
“Import_Template.xls” file.
Failure to match this format exactly may result in non-converted or erroneous
data being converted.
Send the “Import_Template.xls” to us at support@computerease.ca via email
attachment.
The best time to convert is at the beginning of a month, but it can
be done at any time during a month.
Make sure you have printed all your reports from the old system,
prior to conversion.
Do not load any Table information into Ease-E-Club prior to the
conversion.
Client/Member File, Initial Measurements only, Visit history (total
only) , staff codes and type codes will be converted,
if available in the spreadsheet.
Receipt History will not be converted. We can give you a quote and separate import template if this is required.
We will convert your Excel data and return it to you via email with
instructions on how to update your data. You must have the demo installed prior
to this. After installing the converted files perform the following review and
tests:
1. Review all records in the client file and verify that the “Date
Joined”, “Payment Due Date”, “Contract Expiry Date”, “client Type”, “Future Pmt
Method” and “Monthly/Periodic Fee” are correct. These are the critical client
File items, but all fields should be verified.
2. If you are using the Bank Export for EFT processing, verify that
all Bank and Credit Card numbers are correct.
3. Review the “Payment Type” table and verify/change the Bank Export
flags as needed.
4. Review all Table Files and add/change items where
necessary.
The system will only work well if the data is as correct as possible
and every effort should be made in reviewing your data prior to live operations.
This review may take several hours to several days depending on how accurate and
complete your original data was to start with.
Aphelion (CheckFree, Fiserv) Conversion:
We have an
independent consultant that can assist with conversions from Aphelion or CheckFree to our Excel template.
Marty Lampard marty@topingo.com
He will
charge on a fee for service basis direct with you.
Import from GoFigure DataBase:
GoFigure Version 2.#:
Instructions for conversion of GoFigure Version 2
Database:
When you make a backup in the GoFigure software it
creates a file called “gofigMMDD.zip (MMDD=Month+Day). We need this backup file to do the data
conversion to the Ease-E-Club application.
1. In the GoFigure system run the backup function and
select the local Hard Drive as your backup destination. (Make note of the
folder where the backup file is created and the name of the file.
2. When the backup is finished exit the Gofigure
software.
3. If your computer does NOT have internet access, copy
the backup file to a memory stick and take it to a computer that has high speed
internet access.
4. Start up your Email application (Outlook Express,
5. Compose an email to support@computerease.ca
6. Include your contact details, including your serial
number, if you already purchased our software.
7. Attach the backup file to this email. You will find
it in the folder where the backup was created in step 1.
8. If not already installed, download and install the
Ease-E-Club demo from our web site at www.fitnessclubsoftware.com
If you send the file during normal business hours
(Atlantic Time), it will be converted and returned via email within 2 hours. If
you don't hear from us, call or email to check the status.
GoFigure Version 3.#:
(There is an additional charge for this conversion)
PLEASE NOTE:
WE CANNOT CONVERT THE FOLLOWING ENCRYPTED FIELDS. (These, must be loaded manually after
conversion)
-BAR CODE NUMBER
-BANK ACCOUNT NUMBER
-CREDIT
-CREDIT
-EMAIL ADDRESS
We use the Phone number as a client Number in the
conversion process.
1. Re-Start your Computer and DO NOT re-start
the GoFigure software.
2. Press the "START" button and select the
"Run..." option. Enter "net stop MSSQLSERVER" (without the
quotes) into the Open field and press the "OK" button. This will stop
the SQL Server and allow you to copy the data files.
3. Using Internet Explorer, go to our internet site: http://www.computerease.ca/download
4. Login in as username "******" password
"******" (Actual Username and password will be supplied by our
Two files must be uploaded and should be located in the
“C:\Program Files\GoFigure\Data” folder on your system. The “V3_0” part of the
name may change depending on the version number of the install.
5. Press the “Browse” button and navigate to find the
file: "IGoFigureOperationalDatabaseV3_0_Data.MDF" (may be 200-400
MB). Once the file is
selected press the “Send File” button.
THIS
6. Press the "BACK" button on your browser.
7. Press the “Browse” button and navigate to find the
file: "IGoFigureOperationalDatabaseV3_0_Log.LDF" (may be 30-50
MB). Once the file is
selected press the “Send File” button. THIS
8. Re-Start your computer.
We will notify you when the files have been converted.
This conversion process may take 1-2 days.
If the GoFigure data base can be converted, the
converted files will be put into a self extracting zip file and returned to you
with instructions on how to update your system. You must have the demo
installed prior to this.
The best time to convert is at the beginning of a month.
This makes the creation of your Projection Report much easier. You can convert
at any time during the month if necessary.
Make sure you have printed all your reports from the old
system, prior to conversion.
Do not load any Table or client information into the
Ease-E-Club system prior to the conversion.
Member/Client File, Measurements, Receipt History, Medical
Holds, Visit history, Note History, Source Codes, Staff Codes and client
Type Codes will be converted.
The Operations Analysis report (Projection Report)
depends on accurate information held in the system tables. If these tables are
not correct, items on the Operations Analysis report will not be accurate until
the tables are corrected.
The system will NOT perform well
and payments may be missed if you do not take the time to review your data
files. Help files, especially the “Getting Started” Help file, within the
Ease-E-Club system should be referenced whenever possible.
After installing the converted files perform the
following review and tests: (Tables are found on the Tables Menu)
1. Review all records in the “Payment Type” table and
verify/change the Bank Export flags as needed.
2. Review all records in the “client Type” table and
verify/change the “New Sale” category, Payment Frequency and tax fields to the
correct values. Delete all client type that you are not going to use.
3. Review all records in the “Promotional Source” table
and verify/change the “Category” Field to the correct value. Delete all
Promotional Source Codes that you are not going to use.
4. Review all records in the “Product” table and
verify/change the “Mineral/Shake” and client Fee” fields to the correct
values. Delete all Product codes that you are not going to use.
5. Review all records in the “
6. Review remaining tables and add/change items where
necessary. Delete all table codes that you are not going to use.
7. Review all records in the client file and verify that
the “Date Joined”, “Payment Due Date”, “Contract Expiry Date”, “client
Type”, “Future Pmt Method” and “Monthly/Periodic Fee” are correct. These are
the critical client File items, but all fields should be verified.
8. If you are using the Bank Export for EFT processing
or export to Draft Printing, verify that all Bank and Credit Card numbers are
correct.
The system will only work well
if the data is as correct as possible and every effort should be made in
reviewing your data prior to live operations. This review may take several
hours to several days depending on how accurate and complete your GoFigure data
was to start with.
General:
Computerease cannot guarantee the accuracy of the
converted