The document outlines data conversion services provided by NEXTSYSTEMS, including: 1) Master data file conversion of key files like the chart of accounts, vendor list, customer list, job list, and employee list, but not including transaction details. 2) Detail data file conversions like job cost and payroll year-to-date data, open payables and receivables, billing details, and job cost history are available for an additional quoted fee. 3) The customer is responsible for exporting their current data in Excel format and cleaning it prior to import, which generally requires 30-60 days of advance scheduling.

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Data Conversion Services
Section: I Master Data File Conversion: (per company)
Company Info: Company creation and system configuration files
General Ledger: Chart of accounts with budgets
Accounts Payable: Vendor master list including:
workers comp and general liability expiration dates, default
gl account number, payment and discount terms, and
vendor user defined fields
Accounts Receivable: Customer master list including:
payment terms, credit terms, salesperson, and
customer user defined fields
Job Cost: Job list including:
job site addresses and user defined fields;
One master job template with job phases and
category cost codes
Payroll: Employee master list including:
federal & state withholding exemptions,
federal filing status, deduction and fringe codes,
departments, classes (skill levels),workers compensation
and general liability codes, and user defined fields
Inventory Items: Master inventory item list including:
item number, description, price, cost and
user defined fields
Equipment: Master equipment list including:
serial #’s, year and model codes, fleet (class) codes,
purchase date, purchase price, hours to date, mileage to
date
Information that will NOT be converted: (see page two for detail conversions)
General Ledger transaction details
Accounts Payable open payable invoices, vendor history
Accounts Receivable aged trial balance open invoices and retainage amounts.
Customer history, billing detail. (Customer will need to enter in CE for current AIA billings).
Job cost history detail file
Note: Customer is responsible for exporting data from their current accounting system; cleaning up data and
formatting (if needed) prior to the import. Customer must email data to NEXTSYSTEMS in an Excel Worksheet
format (.xls). Most data conversions must be scheduled 30-60 days in advance.

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Section: II Detail Data File Conversions: To Be Quoted
A. Job Cost Year To Date (YTD) Data File Conversion:
Job cost to date entry per job including:
cost amount for each cost code
(Phase/Category/Cost Type)
Cost Type: i.e. Labor, Material, Subcontract, Other
Billing to date amount per job
B. Payroll Year To Date (YTD) Data File Conversion:
Year to date entry for each employee including:
regular/overtime hours, earnings, payroll tax withholdings,
federal & state withholdings, deductions, and fringes
C. Open Accounts Payable Data File Conversion:
Load Balance open payables file including:
vendor name, vendor number, invoice number, invoice
date,
due date, retention held, description and amount;
List of outstanding AP checks
D. Open Accounts Receivable Data File Conversion:
Load balance open receivables file including:
customer, invoice number, invoice date, due date,
retention held,
description and amount
E. Accounts Receivable - AIA or Unit Billing Creation:
Line item billing detail for all open jobs including:
AIA schedule of values and all progress billings or
Unit billing schedule of quantities and all progress billings
F. Job Cost Detail History Data File Conversion:
Line item detail of historical job data including:
cost code, date, vendor name, invoice number,
description and amount
G. Other Data File Conversion Request:
Miscellaneous data
Note: Customer is responsible for exporting data from their current accounting system; cleaning up
data and formatting (if needed) prior to the import. Customer must email data to NEXTSYSTEMS in
an Excel Worksheet format (.xls). Most data conversions must be scheduled 30-60 days in
advance.

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Sample Master Data File Format:
Each column must contain only one Field in the database
Each row must contain only one record per line item
Each field must be properly formatted, as i.e. text, number, currency, etc.
Note: Customer is responsible for exporting data from their current accounting system; cleaning up
data and formatting (if needed) prior to the import. Customer must email data to NEXTSYSTEMS in
an Excel Worksheet format (.xls, .xlsx). Most data conversions must be scheduled 30-60 days in
advance.