Data Conversions

Scheduling Data Conversions

All conversions are done on request and an appointment must be made with the technician assigned to your data conversion. The time duration of conversions are largely influenced by planning and data integrity.

Sending in the data

Data may be emailed to us providing that the email does not exceed 5MB in size. The data file must be compressed using some kind of compression method (i.e..Win Zip). If the size of the data exceeds 5MB, we will require a copy of the data shipped to us on a re-writeable CD (CD-RW).

It is your responsibility to clearly mark your CD. Include the following information when sending us a data copy:

Your contact details (your name, email, cellphone number, telephone number and fax number)
The contact details of your client (company name, contact person, email, cellphone number, telephone number and fax number)
Particulars of the data and any special request
The name of the technician you are dealing with
 
Any data that has not been labelled will be discarded and destroyed. We can't be held accountable for keeping a copy of the data sent or the resulting converted data after the converted data has been sent back. Data CD's are sent at own risk.

Do not send us copies of data on a stiffy, Flash Drives, Memory Cards etc. A DVD-RW is acceptable.

Cost

The cost of the conversion can only be determined after the data that must be converted has been received in good order. A technician can give you a cost estimate. The cost of conversion is determined by the amount of time spent on a conversion.

Conversion from other systems

It is not always possible to convert other system's databases to IQ system's databases. We require a copy of the data in Excel format in order to establish if a conversion will be possible. Feel free to contact us for more information.

Data corruption, Incomplete data and Duplicate entries

Conversions can only be done on intact data. Some damaged data records are salvageable, others won't be. In this case, you will be contacted by the technician.
Note:

Fees will be added for time spent repairing the data.
Incomplete data will be reverted back to you (You are responsible to ensure that the data sent is complete and intact).

After the conversion

It is your responsibility to check the converted data before going live on your new system. We advise that you copy your converted data into a test/demo company and then test run the system
Things to check:

The record count of files converted
Make sure there is no data corruption by scrolling through the data
Ensure that your account setups regarding your ledger are correct
Ensure that your departments are correctly defined
Check your account balances
 

PROCEDURE FOR DATA CONVERSIONS

1) The client requests a Data Conversion either telephonic or email

2) Once requested, the following steps are to be followed:

- A complete data set is to be sent to IQ Retail for a review of the data

- A quote and indemnity form must be then sent via email to the client. The quote and indemnity form needs to be signed and returned back to IQ Retail on fax number (021) 880-0488, together with a copy of deposit slip or confirmation of bank transfer

- Once IQ Retail has received all the above documentation, a representative of IQ Retail will call the client to schedule a date for the data conversion

 
CLICK HERE TO DOWNLOAD INDEMNITY AGREEMENT FOR DATA CONVERSIONS