Changing MacDesign Billing™ for use in a new calendar year
Many users want to start the new year with a fresh new copy of MacDesign Billing, but don't know how to keep the invoices for jobs that still have outstanding balances. This page will show you, step by step, how to make a new copy of MacDesign Billing and import your active or open jobs into it. This procedure works on any version of MacDesign Billing Basic or Professional from 2.0 up.
ONE
Make sure all of the jobs you want in your new year file are open jobs. For this procedure, closed jobs will not transfer to the new calendar year files. Even if they are closed now for invoicing purposes, you should go and change them back to open jobs.
Open MacDesign Billing. Go to the Main Menu. Click on the button labeled Edit Form/Other Functions. Then click on the button labeled In-hs. estimate.
Scroll through your recent jobs and check that the jobs you want in the new year's file are open jobs. To change a closed job to an open job, click on the Closed Job? field and enter 0 (zero). When you have finished this, Select Find from the Select Menu on the menu bar, or press Command-F. Click on the field Closed Job? and enter 0 again. This will find all of your currently open jobs.
Result of Finding for Open Jobs.
TWO
Now select Save A Copy As... from the File Menu on the menu bar. Under the file name in the dialog box, click on the pull-down menu bar and select Clone (no records). Click on the button labeled Save.
Making a copy of your old file.
Immediately select Quit from the File Menu on the menu bar, or press Command-Q.
THREE
In the Finder, click on the file named MACDESBI.FM and change it to MACDESBI.OLD or MACDESBI.96 or whatever year you are no longer using. Now select the new file, Clone of MACDESBI.FM, and rename it to MACDESBI.FM.
Renaming your new file.
FOUR
Double-click on the new MACDESBI.FM file to open it. After you enter your password, you will see a blank window. Select Import/Export from the File Menu on the menu bar, drag to the right and select Import records...
Importing your old data, part 1.
In the Import Records dialog box, select the file you renamed MACDESBI.OLD (or whatever), and click Open. In the next dialog box, click on the button labeled Match Fields. Then click on the button labeled OK. In the following dialog box, also click OK. All of the open jobs from your old file will have transferred safely to the new year's file.
Importing your old data, part 2.
FIVE
All of the open records you had are now in your new copy of MacDesign Billing. You can continue to work, or quit MacDesign Billing. You should archive your old file onto another drive for safekeeping. If you need to look up data from the old file, you can still access it by double-clicking on it.
If you have further questions about this procedure, call DGS Technical Support at (310) 391-5275 between the hours of 8:00 am and 6:00 pm weekdays, or use our support page for your question.
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