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The Import feature is used to import data from a Procare 9.1 Conversion or from a previous installation of Procare v10. The latter would most often be used if you originally hosted data on your own computer / server and were now importing that information for use with the Procare Cloud service. It might also be used if you originally had several independent locations with their own installed databases and were now moving to a single server to host all locations on your own Virtual Private Network (VPN).

Does everything import?

No. Some settings are not imported. If you are converting from version 9, see the Version 9 Conversion Chart. If you are importing from one v10 installation to another (such as when moving from a local installation to the Procare Cloud) see Settings that Don’t Import.

Before You Import: Procare Cloud

If you’ve entered practice data into your Procare Cloud account you’ll want it removed prior to importing your conversion file. Contact Procare and let us know you’d like your cloud data to be blanked out.

Important! If you have multiple locations going to a “blank” database removes data from all locations at once.

Before You Import: Local Database

If you are importing to a database installed on your local computer / network (a database hosted by you) take the following steps first. If you are a Procare Cloud customer skip this section.

  1. If you’ve entered practice data you’ll want to remove it prior to importing your conversion file. To do so you could restore a backup made before any practice data was entered or uninstall and reinstall Procare v10.
    Important! If you have multiple locations restoring or uninstalling replaces / removes data from all locations at once.
  2. If you have multiple locations set up the names of your schools in the Regions & Schools section, prior to importing. During the import process you’ll specify to which location the data belongs.
  3. Confirm your License Configuration to be sure you have selected the Procare modules that will be used for each of your locations – even if you have just one.
  4. Back Up Your Data as a precaution so you can easily undo the import (if needed) by restoring the backup.
  5. Make sure you have the latest update installed. From the Procare Home screen click the Utilities menu (top left) and choose Check for Online Update.

Before You Import: Payroll

  1. Important! Payroll cannot be imported separately from Employee Data. If you have previously imported Employee Data DO NOT import it again.
  2. If you are converting Payroll you must Download Tax Formulas in v10 prior to importing. From the Procare Home screen go to Configuration > System > Accounting Management > Payroll > dbl-click Payroll Formulas > click the Download & Update button.

Before You Import: Tuition Express

If the data you are importing includes Tuition Express you must:

  1. Setup Tuition Express prior to importing.
  2. Tuition Express users must download and acknowledge acceptance of the PA-DSS Implementation Guide. You may do this ahead of time or be prompted to do so during the import process.

When to Import

Important! If you have multiple locations using Procare you’ll need to choose a time to import when other people will not be trying to access Procare. During the import process a large transaction is being recorded to the database and other people trying to use Procare at that time will experience unexpected results.

How to Import Data to Procare

  1. Log into Procare as a member of the System Supervisor User Group.
  2. From the Procare Home go to the Supervisor Utilities > Data Import/Export.
  3. At the Data Import/Export screen click Import.
  4. At the Data Import screen:
    1. Click Open File and browse to the location of the Export File you previously created.
    2. Pick a School Location to which the data will be imported.
    3. Click Next.
  5. At the Module Licensing Statusscreen:
    1. If all modules have a green check mark AND you want to import everything that is checked click Next.
      Important! Payroll cannot be imported separately from Employee Data. If you have previously imported Employee Data DO NOT import it again.
    2. If you do NOT want to import something uncheck the box for that module. A yellow warning will appear and you’ll need to type the words “I Accept” (without quotes) then click Next.
    3. A yellow warning will also appear if you were licensed for more modules in version 9.1 than in v10. Data for unlicensed modules will not be imported. If you understand this and wish to continue type the words “I Accept” (without quotes) then click Next.
      Tuition Express Note! If the yellow warning is on Tuition Express it means you have not set up your Tuition Express Account Number. In that case, exit the import screen and Set Up Tuition Express. Then start the import process again.
  6. If you have Tuition Express you may get any or all of the following prompts (otherwise skip this step):
    1. Internet Connection Required. This prompt is a reminder to be sure you are online before continuing the process. Just click OK.
    2. Screen Saver settings do not meet PA-DSS requirements. You must have a password protected screen saver set to lock the computer after 15 minutes (or less) of inactivity. Click the link to go to the screen saver settings for this computer.
    3. PA-DSS Implementation Guide. You must download and acknowledge acceptance of the PA-DSS Implementation Guide.
  7. If you have the Meal Tracker module you may see a Meal Abbreviation Mapping screen (otherwise skip this step):
    1. Select the v10 abbreviation that goes with each version 9.1 abbreviation, for example B for breakfast in version 9.1 may go to BR for breakfast in v10. If you have additional version 9.1 abbreviations (like D for dinner), but you do not have a corresponding one in v10, then leave it blank.
    2. Click Next.
  8. If you have the Agency Accounting module you may see an Agency Mapping screen (otherwise skip this step):
    1. Select the v10 agency name that goes with each version 9.1 agency name. If you do not have an appropriate agency in v10 then select “Create New Agency”.
    2. Click Next.
  9. Click Start Importing Data. The import process may take a while. When the import is complete click Exit.
  10. You may now Log In:
    1. If you imported from v10 then log in as you did when you created the export file.
    2. If you imported from version 9.1 you may now log in with the default conversion username and password of PCV9. Procare Users may also log in using their initials (in all CAPS) from 9.1 as both the username and password. In either case you’ll be immediately prompted to change the password.

Next Steps