Please read these instructions in their entirety before beginning the conversion process. CONVERTING REGIT 3.xx to 4.5x (Standalone or Network Server) --------------------------------------------------------------- IMPORTANT: THIS IS NOT THE CONVERSION UTILITY FOR CONVERTING A PREVIOUS VERSION 4 TO THE LATEST VERSION 4--IF YOU ATTEMPT TO DO SO, YOUR WILL DISTROY YOUR DATA FILES. The jump from Regit POS releases 3.xx to 4.5x changes the underlying database jet engine. Releases 3.xx uses the MS Access 97 Jet Engine (DAO) while releases 4.5x uses the MS Access 2000 Jet Engine (ADO). Existing Regit POS data files and program files are not changed in any way during the conversion process. Regit POS 3.xx can continue to be used after the conversion. Before Conversion ------------------- Note: Do not convert during business hours. Wait until the store has closed. Important: To convert, all three of the following must be located on the SAME DRIVE: a. Regit POS Version 3.x (converting from) b. convert3to4.exe (the conversion utility) c. Regit POS Version 4.5 (converting to) 1. Close the Register(s) (CASH REGISTER, then CLOSE REGISTER(S)). 2. If you use the QuickBooks interface, create a QuickBooks import file, and import to QuickBooks (then see QuickBooks Conversion Information below). 3. Print a copy of the Master Sales Report from Regit POS 3.xx to later compare with its converted counterpart. 4. In the Regit Cash Register, observe the Last Transaction Number. You will need to reset it after converting. 5. Close all Regit Programs (on all computers for a network operation). 6. Install Regit POS 4.5x with the "Single User or Network Server (Install New Empty Database Files")" installation option. 7. Enter your Regit POS 3.50 registration number in the Regit POS Cash Register (Select HELP from the top line menu, then REGISTRATION off the drop down menu.) 8. If you use Company Info database for Statements or Purchase Orders headings and use the Heading codes AR, CS, or PO you should delete these records from the newly installed Regit 4.5x database (Company Info) so your existing heading information can replace them. The new empty databases (4.5x) contain sample data for these heading codes and will not allow overwriting during the conversion process. If you first delete the sample records, the conversion process will then be able to copy your old headings. The Conversion ---------------- 1. Use My Computer or Windows Explorer to find and start the downloaded file convert3to4.exe. 2. Change the path to the Regit POS 3.xx files if you are not using the default c:\winpos32\posdata. 3. Change the path to the Regit POS 4.5x files if you are not using the default c:\RegitPOS\posdata. 4. Click Begin Conversion button. After Converting ----------------- 1. Print a copy of the Master Sales Report from Regit 4.5x—it should match the 3.xx report printed earlier. Make sure they match. 3. If you use layaways or gift certificates, it is a good idea to compare the corresponding database tables to make sure they match. 4. Reset your transaction number in the Regit Office SETUP, SYSTEM SETUP, MORE SETTINGS button. What is Not Converted ---------------------- 1. Auditlog.txt (if used). 2. Past Receipts (receipt.mdb) - Keep your Regit POS 3.xx installed for printing out past receipts if you need them. 3. Open transactions are not converted. 4. Images. If you have any images such as your own logo for receipts, second monitor images, product images, or icons for touch screens, you will need to copy these yourself from the \images folder on the old version to the same folder on 4.0. 5. Configuration info on stations. You can manually copy this configuration information on stations by coping all .api extension files from the \winpos32\posdata folder to the \RegitPOS\posdata folder. Let it overwrite the existing files. 6. Version 4.5x eliminates the User2 and User3 tender categories and replaces them with Debit Cards and Gift Cards respectively. Converting Stations -------------------- 1. Install Regit POS 4.xx on each station. 2. Manually copy configuration information on stations by coping all .api extension files from the \winpos32\posdata folder to the \RegitPOS\posdata folder. Let it overwrite the existing files. 3. Use the Network Setup program to re-establish path to server database files. The Network Setup utility is located at Windows Start, Programs, Regit POS. After copying the files in step two, your connection will point to the old path (\winpos32\posdata) the new path will normally be (\RegitPOS\posdata). 4. If you use the touch screen programmable menu, copy the pkeys.mdb (already converted) from the server \RegitPOS\posdata\pkeys.mdb to the same location on each station. If you don't have any information in the programmable menu, this step is unnecessary. QuickBooks Changes ------------------ As mentioned, if you are using the QuickBooks import feature, be sure to create and import the QuickBooks file prior to converting. Then make the following changes to QuickBooks. Version 4.5x eliminates the User2 and User3 tender categories and replaces them with Debit Cards and Gift Cards respectively. For everyone using the Quickbooks import interface feature, you must add a gift cards payable account to Quickbooks: Gift Cards Payable (Other Current Liabilities). For those using the Separate Tender Accounts option, also add: Debit Cards (Bank Account). See the Regit 4.50 manual for full Quickbooks information. Reconverting Your Data ----------------------- If you need to convert your data a second time, you CANNOT reconvert over the top of previously converted files. Doing so will double the information in many of the database tables. To reconvert, use the original installation file and start the installation process. During installation you will be given the opportunity to install new empty databases files only. Make this selection and complete the installation process. The installation program will overwrite the existing databases with new empty ones. If You are Switching to a New Computer -------------------------------------- If you are wanting to transfer to a new computer at the same time as the upgrade, you should first follow the above instructions to convert the database files. This is easiest to do on the old (original) computer: 1. Install Regit POS Version 4.50 on the old computer. 2. Follow the conversion and installation instructions as explained above. 3. Install Regit POS Version 4.50 on the new computer. 4. Copy all files ending in .mdb in the \RegitPOS\posdata folder from the old to the same location in the new computer. 2.