Important information about AyaNova CE Import

The AyaNova CE Import utility imports AyaNova CE 1.9.4.4 data into the AyaNova 4 database.

•	The AyaNova 4 program must be installed on the computer before installing the CE Import utility

•	You do not need the AyaNova CE 1.9.4.4 program on the same computer - only the 1.9.4.4 database file SCDATA.SC

•	All present AyaNova 4 data is deleted internally by the importing feature before the AyaNova CE 1.9.4.4 data is imported - except for the following AyaNova 4 data:

•	Only one AyaNova 1.9.4.4 database can be imported

•	You can not merge existing data in an AyaNova 4 database with data from an AyaNova CE 1.9.4.4 database

•	The AyaNova CE 1.9.4.4 database must be licensed

•	Workorders in AyaNova v1.9.4.4 that are set to <Closed> will be set to Closed in AyaNova 4 and are not editable. If you wish to be able to edit these, you must reset these to <In Progress> before importing.

•	No whitespace character at the beginning or end of any text field is imported into the AyaNova 4 database. For example, if you had a number of spaces entered into a CE 1.9.4.4 client entry screen First Name field, they would not be imported into v4

•	All records imported into the AyaNova 4 database are time stamped with the date and time of the import for that record, and the username logged into the CE Import utility.

AyaNova CE 1.9.4.4 users’ login names and passwords are not imported into AyaNova 4

Once the import is completed, when the administrator logs into AyaNova 4 to confirm the data, they will need to edit each user’s login name and password before a user can login.

As security groups in 1.9.4.4 are not necessarily the same features and rights in AyaNova 4, it is recommended after import to check the AyaNova v4 security groups and make changes as needed before allowing users to log in.

AyaNova CE 1.9.4.4 users that are set as technicians and active are imported as inactive into AyaNova v4.

Once the import is completed, when the administrator logs into AyaNova v4 to confirm the data, the Administrator will need to set the schedulable users to Active again

Only AyaNova CE users that are check-marked “This user is a technician” will be imported into AyaNova v4 to display in historical workorders.

This is regardless if the AyaNova CE user is presently checked as Active or not.

If you have unchecked a user in AyaNova CE that was assigned to historical workorders, be sure to check-mark “This user is a technician” before importing into AyaNova v4, otherwise that user will not show in historical workorders.

Client’s remote access settings are not imported into the initial AyaNova v4 release, as remote access for clients is not yet an implemented feature. You may wish to document this information for entry when the feature becomes available.

Pending client service requests are not imported into the initial AyaNova v4 release, as remote access for clients is not yet an implemented feature. Convert any pending client service requests to service workorders before performing the import.

If the CE 1.9.4.4 field “Street Address (if different)” has less than 2 characters in it, the v4 import will import the “Mailing Address” into both the v4 Physical Address, and the Postal Address.

If the “Mailing Address” is empty, only the “Street Address (if different)” would be imported into the Physical Address in v4.

AyaNova CE 1.9.4.4 parts Vendor field will import into both Manufacturer field and into Wholesaler field as some AyaNova CE users used this for wholesalers, and some for the manufacturer of the part.

When creating a PO in AyaNova v4, to provide faster selection, only parts with Wholesaler, or Alternative Wholesaler equals the same Wholesaler selected for the PO will display. Therefore, to ensure users can select the part without having to re-edit every part, the vendor has to be imported as both.

A vendor in AyaNova CE 1.9.4.4 that is created within the Manufacturers/Suppliers group is imported as two vendors into AyaNova v4 – once with Vendor Type = Manufacturer selected, and as a second vendor with Vendor Type = Wholesaler selected.

A vendor in AyaNova CE 1.9.4.4 that is created within the Resellers/Competitors group is imported with Vendor Type = Wholesaler selected

A vendor in AyaNova CE 1.9.4.4 that is created within the Subcontractors group is imported with Vendor Type = Third Party Repair selected

A vendor in AyaNova CE 1.9.4.4 that is created within the Couriers / Shippers group is imported with Vendor Type = Shipper selected

If text resides in the AyaNova CE Unit entry screen fields Identifier 1, Identifier 2 and Identifier 3, that text is imported into the first three custom fields for a Unit in AyaNova.

If custom fields are not displaying for the Unit entry screen in AyaNova v4, that does not mean there is no data for the custom fields – just that the administrator has not set up custom fields to show. Refer to the Administration section to display custom fields for entry screens.

If Override Standard Model Warranty Terms: has text in AyaNova CE 1.9.4.4 for a unit, when it is imported into AyaNova Unit entry screen, you will note that the field Override Length is set to 0 as no corresponding field in AyaNova CE 1.9.4.4

Note that Latest Meter Reading for this User is not imported into an AyaNova v4 unit’s Meter Reading sub-screen. Nor is Unit Copy / Meter Count from an AyaNova CE workorder imported into an AyaNova v4 unit’s Meter Reading sub-screen.

CEImport will return an error if you attempt to import a unit that was previously set as a loaner that had been selected in an Loan Orders.

CEImport will return an error if you attempt to import a loan item that was a unit, and when previously set as a unit, was selected for service in any workorder.

A Loaner unit in AyaNova CE 1.9.4.4 is imported into AyaNova v4 as two separate objects

•	Unit owned by a new client called “AyaNova CE Loaner Unit Owner”

In this way, you have the option of keeping both of these so you can continue to track loans as well as track service history maintenance on your own units.

Rental orders from AyaNova CE 19.4.4 are imported into AyaNova v4 as loan items in a single workorder for the client if:

•	The Rental Order has an actual client selected

•	The Rental Order has a unit selected or a part selected.

Rental orders from AyaNova CE 1.9.4.4 that have the following are not imported into AyaNova v4 if:

If you wish Rental orders to be imported that presently have a non-database client selected, or do not have an actual unit or part selected – you must prior to importing edit the Rental orders so that an actual client is selected, and either a part or unit is selected.

As rental orders are imported into service workorders that are not present in AyaNova 1.9.4.4, service workorder with numbers after your last entered workorder in AyaNova 1.9.4.4 are “used up”. To still provide history, but to reduce the number of service workorder numbers used, all rental orders from AyaNova CE for the same client are imported into one service workorder.

CEImport will return an error if you attempt to import a unit that was previously set as a loaner that had been selected in an Loan Orders.

CEImport will return an error if you attempt to import a loan item that was a unit, and when previously set as a unit, was selected for service in any workorder.

AyaNova CE 1.9.4.4 meter based PM items are imported as AyaNova v4 PM items, but are set to In-Active so that the user can reset to a time interval. Information from meter reading fields such as “Service at Meter Count Of” are imported into the workorder item Summary field.

If a PM in AyaNova 1.9.4.4 had a “mixture” of Repeat Every that includes months, weeks and days – AyaNova v4will merge all together into days.

For example, if a PM in AyaNovav1.9.4.4 had a Repeat Every 1 month + 1 day, AyaNova v4 will import the PM and set the Generate Time Span to 31 days.

Do note that an AyaNova CE preventive maintenance order must have Automatic Workorder check-marked to be able to be imported into AyaNova v4

Because of the very different database design and program code, tasks created in AyaNova CE are imported as individual task items in AyaNova v4.

You will still need to go and create Task Groups, and assign task items to these task groups as the CE Import will not create the Task Group – just the task items.

The estimated rate and estimated hours from Extended Information in a standard format 1.9.4.4 workorder are not imported.

Creation date of standard format and quick format 1.9.4.4 workorders are imported into the Service Date field of AyaNova service workorders.

Close by Date in AyaNova service workorders is based on the import date and time, and the Global Settings Workorder Stale Age (Minutes) setting of 10080 (equates to 7 days)

Parts in standard format 1.9.4.4 workorders are imported into the Parts subgrid within a service workorder, but not set to Used in Service. Any text entered in CE Serial number(s): field is imported into Description field in AyaNova.

Miscellaneous parts in 1.9.4.4 are imported into Expenses within an AyaNova service workorder. Quantity is not imported. Misc. item cost is not imported. The AyaNova 1.9.4.4 price is multiplied by the quantity and entered within the AyaNova v4 Total Cost column.

Scheduled Tech Numbers: information is imported into Scheduled Users subgrid in all workorder items in an AyaNova service workorder.