In many cases, your conversion to WordStock 4 will coincide with upgrading to a new computer. Your new computer will already be prepared with QNX4 and the basic WordStock 4 software. The conversion process itself will take files and data from your old computer and convert it for use on the new computer. If you are installing the new software on your current computer, then you will most likely be using a backup for the conversion process.

In either case there is a lot you can do, beforehand, on your current system to make the conversion process smoother and more efficient.

Delete old records! All the files and records you're maintaining on your current system will be converted and restored to your new system. It's a good idea to go through your various databases and delete obsolete records. Think of it as cleaning the attic before moving. Do you really want to keep those old copies of National Geographic? Maybe you do, but one thing you should keep in mind is that every record takes space and is a factor to be considered in speed and efficiency during sorts, rebuilds, and backups. It's well worth the time to review old purchase orders that need to be canceled and old special orders that are finalized.

You may not have any Purchase Orders at status 3. Titles should be annotated as canceled, received, or back ordered and the PO should be put on hand so that it is either fully processed or reset to status 2. Of all your files, the Purchase Orders take the longest time to convert; cleaning them up ahead of time will result in less down time. Warning! any Purchase Order left at status 3 will not be converted. - The Return file should also be cleaned up. You should delete any fully processed Returns, those with status 5. You should also delete obsolete Returns at status 0 and 1. - Print and review old "sort include specifications" and report formats and delete the ones that are no longer useful. - The status codes and terminology for Special Orders has been redefined. If you use any of the status codes for other than the generic WordStock definitions (0=new, 1=on order, 2=received, 3=not received) please let us know so that we can create a proper conversion table. This is especially true if you use letter codes for the optional STOP module.

WordStock 4 will be using different versions of the programs for e-mail and the word processor. We are working on a program to convert e-mail and word processing files but it's very likely that converted files will not contain any special formatting (like italics, bold, etc.). There is currently no substitute for the Appointment Scheduler; please print schedule data before your conversion takes place. We strongly recommend you print hard copies of any critical files or documents from the WordStock Office programs before your conversion. It's also a good idea to back up your word processing files onto diskette. There is a program especially for this in System Backup (Save word processing files to diskette). - Install any Frontlist on Floppy diskettes or downloads from our WIRE service that you will want to continue working with after your conversion. The new software will not come with any frontlist files, but any files on your current system will be converted and brought over to your new system. You will start to receive new diskettes in WordStock 4 format once you've converted. Previous diskettes, used with WordStock 3.51, will no longer work with your WordStock 4 system.

Please alert us to any unusual procedures you may have in your store that may have a bearing on the computer. Our basic assumption is that you are using all fields, in all programs, for their original intended purpose. When we convert your databases the behavior of some fields, or the way data is stored, may change and this could effect the information in these fields. As an example: WordStock 4 allows you to create cost entry purchase orders. There are options to assign the last received cost of an item to the price 2 field. If you are using the price 2 field for some other purpose (other than the cost price of an item), and wish to retain that data, we will need to know so the options are set correctly when the conversion takes place.

A few notes about your current hardware: we have made every attempt to integrate all of our currently supported hardware so that it is compatible with the new system. There are, however, several devices that, for one reason or another, should be replaced.

Tecmar tape backups - the Tecmar uses a controller that is now over 8 years old and was originally designed to work with 286 generation machines. Now that we have progressed to the Pentium generation, the Tecmar controller is no longer reliable in keeping up with the speed of the newer computers. Since the entire purpose of the Tecmar is to ensure that you have a reliable backup of your system we can no longer support it's use on WordStock 4 systems. There are several alternatives available that the Sales department can outline for you.

Equipment that becomes obsolete with WordStock 4 are listed below. The primary reason being that these devices have not been manufactured for a number of years and the technology they are based on is too limited for continued development.

- 1200 baud modems, all models

- Qume 109 terminals

- NCR/Telpar receipt printers

- Citizen MSP model printers

- 8086 generation machines (ITT XP and ITT Xtra models)

- 286 and 386SX generation machines Future versions of QNX, and WordStock, will not be able to support 16-bit machines.

These machines include all 286 based machines and 386sx machines (386dx machines are 32-bit and, while slow, will be continue to be compatible for the next few releases). You may need to acquire additional hardware to take full advantage of some of the new features of WordStock 4. Two of the most notable examples are:

- Scanning in receiving or returns - to be able to scan bar codes into these files you will need to have a scanner attached to the workstation you are working at. If you currently have scanners at your registers, they can be used. (Note that some older scanners are designed to scan Bookland EAN style bar-codes and not all UPC bar-codes.)

- Faxing Purchase Orders over the modem - WordStock 4 supports the ability to directly send a fax of a purchase order only from these model modems: - Multitech 1932ZDX 14.4 modem - Multitech 2834ZDX 28.8 modem

Physical Preparations for WordStock 4

WordStock 4 does not require that any changes be made to any cabling or peripheral connections. This would be a good time to check to ensure that everything is plugged into a proper surge protector. A power strip is not always a surge protector. If you have doubts please call Support for assistance in determining if you have adequate protection on your system components. Historically, we have sold surge protectors from Panamax and from APC. If your units are any other brand, please check with us.

This is also a good time to check that the phone lines going into your modems have surge protection as well. This "back door" can often result in damage to your system from lightning striking telephone lines. - Clear enough space to set-up the new computer. Try to give yourself plenty of space to work in, especially if you are going to be installing anything inside the computer, such as a network card or a memory upgrade. Be sure to have a small assortment of screwdrivers ready to detach and move cables. Most of the cables have small flat head screws, but have a small phillips head screwdriver on hand as well. - When your new equipment arrives please examine and check all boxes for any damage.

Inform us immediately if you suspect anything is missing or damaged so that we can make sure that you have all the necessary parts to complete the upgrade and conversion. There should be a checklist included listing everything shipped. - Contact Support when your shipment arrives so we can confirm the schedule for your conversion.

We expect to be working at peak capacity in performing conversions over the coming year, so scheduling will be tight. If anything comes up that may require you to reschedule, please inform us as soon as possible so we have time to make adjustments.

If you are expanding your system by adding terminals or smart workstations please call Support to discuss cabling issues. WordStock can supply the cable but we do not run it in your store. A local contractor, who is knowledgeable regarding local codes and restrictions, is required. We will be happy to consult with your local contractor on what the system requirements are. We can also recommend optional configurations and even pre-terminate the cables to make things easier.

If you require an on-site service technician to perform some of the upgrade work on your hardware we can make arrangements for you with one of our national sub-contractors. Please consult with us for estimates and availability. Please remember that any electrical component that is attached to the computer, including the computer, needs to be plugged into a surge protector! Make sure that any device you are attaching or detaching a cable or connector to, is turned off. Failure to do so may result in damage to the equipment.

Preparing your Staff for WordStock 4

Along with this preparation pack you should have received a copy of the initial transition manual, Introducing WordStock 4 - A Guide to Changes in Your WordStock System. Please make it available to all of your key staff. It describes all of the major changes between WordStock 3.51 and WordStock 4. It is not a complete manual of the software; its sole function is to highlight the new features and changes.

We are currently working on a complete revision of all of our documentation. The new documentation will be released in stages over the coming year. Each stage will focus on a specific aspect of the system culminating in a multi-volume set of documentation. The first release is a Getting Started manual to cover the basic functions and mechanics of WordStock 4. The scope of this first volume will be suitable for anyone new to WordStock 4 to grasp the basic ideas and functions of the system. If you are upgrading your computer as part of your conversion to WordStock 4, we will try to plan it so that you can receive your new computer at least a week before your scheduled conversion. We encourage you to set-up the new computer and play with the new system. The new computer will be fully configured with all the new software and a dummy database for you to play with.

We will be happy to assist you in getting started with the set-up. If you are going to be using your current hardware, we have developed a low cost rental system you can take advantage of to help prepare your staff for the new software. Please contact our Sales department at 1-800-753-9673 for inquiries and arrangements.

One thing that many advanced users will notice is that things have radically changed at the operating system level. Those of you familiar with executing commands at a $ sign should take note that many commands or functions either no longer exist, have changed names, or behave differently. You will no longer have shell access. Please consult with us before attempting anything at the operating system level.

A WordStock Installer will come to your store to oversee the conversion process. While we have made every effort to keep the basic behavior and functionality of WordStock 4 similar to what you are used to, there are several major changes. Aside from performing the actual conversion, our installer can assist you in rapidly getting the most out of the new features of WordStock 4. This can expedite the entire process and drastically reduce the staff's stress level. This is especially true if you are making significant hardware changes at the same time. We will make every reasonable attempt to minimize expenses and accommodate your store's schedule to facilitate the entire process.

Another important point you should realize is that WordStock 4, while born from WordStock 3.51, is a new product in many ways. Many of the features we intend for it are not fully implemented yet. Much of the work has been in building the ability into the programs so that it will be easy to implement the installation of these features in future updates. We are currently updating current WordStock 4 stores on a regular monthly basis as we continue to enhance and add new features to the software. The details of each update can be examined in the new Welcome section of the main menu. Jul-99

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