Skip to main content

Streamlining Tres Migration: Suggested Database Cleanup

www.trestechnologies.com
© Tres Technologies. All Rights Reserved.

Streamlining Tres Migration: Suggested Database Cleanup

  • Updated

Our goal is to convert your data as quickly and cleanly as possible. 

Note: Trams Back Office and ClientBase will still remain on your computer and you can always pull reports on past data as needed.  

We strongly recommend running the following cleanup before your actual conversion to Tres.  

**Important Things to Know. 

  • All user logins in the current database will convert to Tres as disabled.  They can be enabled in Tres without the need to recreate them.  
  • If the agency is converting a certain number of years worth of data, the following criteria is applied:
    • Invoices are based on the invoice date.
    • Payments are based on the payment date.
    • Res cards are based on the create date or the start date.
    • All profiles convert regardless of date. This includes active and inactive profiles.  
    • Attachments will be visible by both Agency and Client after conversion.
  • Profiles:
    • Profiles with duplicate Interface Ids will convert but the duplicate Interface IDs will be ignored.
    • Credit card numbers will NOT convert if you have a test database.  Credit card numbers will convert in the actual conversion to Tres providing they are linked to a Traveler and not expired more than 6 months.
    • ****Loyalty card information will not convert if a traveler is not associated. 
    • ****Credit card numbers will not convert if a traveler is not associated.
    • Travelers convert as active even if the Client profile (Leisure or Corporate) is inactive in Trams and/or ClientBase.  
  • Activities:
    • Batched Reminders do not convert.  
    • Reminders created via a Batched Reminder will convert as an activity.
  • Res Cards:
    • Inactive Profiles with Res Card balances will convert with an open balance.  The Res Card status needs to be changed to cancelled prior to conversion.  
    • Res Cards with a balance will convert to Tres with a balance.  If there are past trip Res Cards with a balance, generate an invoice to zero them out prior to conversion.  Click here for directions on how to query for Res Cards with an open balance.
    • If Res Cards are not invoiced in ClientBase, reservations will have open balances in Tres and will be unpaid.  This will affect commission tracking and supplier balances in Tres. 
      • Note: If reservations are confirmed but not invoiced, and the start date if more than 90 days old, the reservation will be converted as cancelled.  
    • Reservations without a confirmation number will convert as Pending.
  • Trams Back Office
    • Payments Made or Received with profile type “Agent” do not convert.
    • GL Account numbers do not convert.  They will need to be added manually into Tres. 
    • Reports do not convert.  They will need to be recreated in Tres.  

Skip To:

ClientBase Windows: 

Profile Dupe Checker:

Identify duplicate Leisure, Corporate and Vendor profiles in the system. Set one profile as the master and then merge the duplicate profiles into that master profile. Then you can mark the profile as inactive.

Global Modify:

Change multiple profiles simultaneously without having to enter each profile to make the desired change. Below are items you want to consider modifying: 

Case Converter:

Check your system for any entries that have case errors. 

Reminders:

Delete completed reminders.  The agency determines the time frame.   If reminders are not marked completed, they will appear on the Dashboard as open items.  If you choose not to delete reminders, Global Modify Reminders to Completed.

Batched Reminders:

Batched Reminder templates created in ClientBase are Action Plan Templates in Tres but they do not convert. Agencies will need to print their Batched Reminder template details so Action Plan Templates can be created.

Payments: 

For ClientBase Windows standalone agencies:  If Apply Cash and Apply Check payments is not selected in Default Field Values for New Invoices, payments are not applied to invoices and Res Cards will convert with no payments applied.  We can convert all reservations as Track Client Payment = No so that reservations will show as paid.    

Consortia:

If your agency belongs to a Consortia, go to Help > About ClientBase and verify your consortia.  

Credit Cards:

***If a credit card number is not associated with a Traveler, the credit card information will not convert to Tres.

Credit cards that are expired more than 6 months do not convert from ClientBase to Tres.  If you are a ClientBase Online Standalone agency, there is not a way to search for credit cards that are expired.  You would need to open each traveler record to find expired credit cards.  If your agency has ClientBase Windows, follow the directions below.

 
Query for expired credit cards:
Level 2 query in the Profile Manager
 
mceclip0.png

 

ClientBase Online Standalone: 

Case Converter - Check your system for any entries that have case errors. 

Global Modify - Change multiple profiles simultaneously without having to enter each profile to make the desired change. We have written a process for global modifying inactive clients below. 

  • Inactivate profiles.  
  • Mark past reminders completed.  This can only be done in the Advisor Dashboard.

Batched Reminders - Batched Reminder templates created in ClientBase are Action Plan Templates in Tres but they do not convert. Agencies will need to print their Batched Reminder template details so Action Plan Templates can be created.

  •  

Trams Back Office

Agent Reconciliation

You need to clear all past agent commissions from Payments > Reconciliation > Agency Reconciliation and uncheck enter agent payment.  Click here for directions.  

 

Purge Interface Logs in Trams Back Office.

Interface Logs do not convert to Tres. Purging will help with database size for larger agencies.

  • Utilities > Purge > Interface Logs

 

In Balance:

  • Ensure your Core Reports (Client, Vendor, ARC, and Check Register) balance with the Balance Sheet.
  • Do your Client and/or Vendor balances have balances that need to be cleaned up (they are no longer owed)? 
  • Ensure your Bank Reconciliations are in balance and up to date.  

Chart of Accounts:

Inactivate chart numbers no longer used and with a zero balance.

 

Trams Back Office Standalone: 

A 30-day subscription for ClientBase Windows will be provided to do the above routines such as Profile Dupe Checker and Global Modify.

 

Suggested ClientBase Windows Cleanup Queries for the GDS:

If your agency will be interfacing into Tres, cleaning up profiles in ClientBase before conversion helps to ensure that the Tres interface will run smoothly and accurately. Outdating or incorrect Interface Ids can cause warnings, duplicate profiles, and unnecessary troubleshooting after conversion.  Click here for directions on running the queries.

 

Global Modify Inactive Clients in ClientBase Windows

  1. In ClientBase you will use the Level 3 query tab. 
  2. If any other filters are there, click on Reset All. 
  3. Click on Add Filter. 
  4. From the General Tab, choose Profile Types Leisure and/or Corporate. 
  5. You will want to exclude any recently created profiles. Scroll down to Profile Create Date and in the first drop down, select “Is NOT From.” Then, enter a range of dates, for example, from 6 months ago to today’s date (the To date would be optional, as entering only a From date will act as “Greater Than.”) 
  6. Click on the Travel History Tab at the top. 
  7. Click the drop down at the top and choose “Does NOT have Travel History with the following criteria.” 
  8. Scroll down into the Invoice section and find the Issue Date. Click the first drop down and choose “Is From,” and enter in the From date, enter however far back you wish. What you’re asking for here is clients that have not had an invoice since whatever date you enter. There is no need for a To date (it will work as Greater than the From date). 
  9. Click Okay. 
  10. Click on Refresh in the upper right and wait for the results to appear. 
  11. Click on Utilities and choose Global Modify. 
  12. Leave the first field to “Set Value.” 
  13. In “Field to Modify,” find and select “PROFILE.Active.” 
  14. Below that, use the Set Value field to choose Inactive. 
  15. Confirm the option to the right is set to Current Results in Profile Manager. 
  16. Choose Global Modify now, and click Okay to confirm. 
  17. Wait for the process to finish. 

 

Related articles