Exporting Your Data from FP
Your FP system has the ability to export your data in CSV and PDF Formats. Please see this article on how best to export your data from Function Point.
Exporting CRM Data:
Let's begin by extracting your Company, Contact, and Note related data. From the main navigation bar hover over Companies and choose Find Company.
Now we will be on the Company find page. As we're looking to find every Company in your system, do not fill in or select any of the fields and only click Find Companies in the bottom right of the screen.
Now that you have your list of Companies, choose the CSV button to open a drop down, and select the Export All Data option.
Depending on your browser and browser settings, this spreadsheet will either save, open, or download on your computer. If you choose to open the file, please do so using Excel. The spreadsheet will include everything related to each Company in your system including: Company Name, Code, Type, Status, Industry Type, AE, as well as any data from Custom Fields you had created in FP.
Store or share this data as you see fit.
Repeat these above steps for the Contacts and Notes modules.
Exporting Work Related Data
Depending on which modules you have used in FP you may have work related data in several different areas including Briefs, Schedules, Tasks, Projects, Estimates and Jobs. You will follow the similar steps as you did for your CRM data, beginning by hovering over the desired module name and choosing the Find option. Let's walk through exporting data from your Estimates.
As we're looking to find every Estimate in your system, we will leave all of our search fields empty. Please click Find Estimates in the bottom right.
From the resulting Estimate List, choose the CSV button, and the Export All Data option. Depending on your browser, and browser settings this spreadsheet will either save, open or download on your computer. If you choose to open the file, please do so using Excel.
The spreadsheet will include everything related to all Estimates in your system including: Company Name, Estimate Type, Rate Used, Close Probability, Delivery Date, Total Values, and Values broken down by Internal Service, Internal Expense or External Expense.
Should you want to generate the client facing versions of any Brief, Schedule, Project, Estimate or Job data, you will need to drill into that individual item and locate the print button in the top right hand corner. Save the PDF as needed for your records.
Exporting Financial Data
Depending on which modules you have used in FP, you may have financial data under the Expenses, Timesheets and/or Invoices module. You will follow similar steps as you did for CRM. Do an Invoice Find routine, leave all of your search fields empty, and select Find Invoices
From the resulting Invoice List, choose the CSV button, and the Export All Data option. Depending on your browser, and browser settings, this spreadsheet will either save, open or download on your machine. If you choose to open the file, please do so using Excel.
Store or share this data as you see fit, and repeat these steps for the other financial related modules.
Should you want to generate the client facing versions of an Invoice, you will need to drill into that individual invoice and print it. Save the PDF as needed for your records.
There are a large number of different reports available under the Reports module on the black navigation bar. Generate any of these reports as you see fit for your records!
Many of these reports will give you the option to enter a date range. Be mindful that if you have years worth of data in FP and try to put that entire date range into a report field, the report may take some time to generate. You may be better to break the report down into more reasonable, multi-month date ranges, rather than multi-year.
Some reports will generate as PDFs, others as XML or CSV outputs. Open, download and save reports as you see fit.
Exporting Administrative Data
The Admin section of your system includes a lot of information that really only applies to your FP system, and would not be worth trying to extract - information like System Preferences, System Permissions, System Alerts, Note Templates, and Accounting Integration set up.
One area that might be worth extracting and keeping data is how you had named and organized your Service Groups and Services, as well as how you had associated rates and mark-ups to those Services. Begin by clicking Service Groups.
Now that we are in Admin -> Service Groups, locate the CSV button on the right hand side of the screen. Please open this drop down menu and select Export All Data
This data should be opened using Excel, and will include the Service Group Name, the names and types of Services within that group, and the status of that group at the time of export.
Note that in the Services column, the initials following the Service names mean as follows: IS = Internal Service, IE = Internal Expense, EE = External Expense.
Next, we will choose Service Rates and Markups
Here you will see all your Rates listed horizontally, and any Services and Expenses you've offered listed vertically. In the top right, click the Export button.
The data will save or download or give you the option to open. This data should be opened using Excel, and will provide you to a similar view to what you see on screen. Save and share this data as you see fit.
Voila! You are done exporting all of your important data. We wish you well in all your future endeavours and thank you for being FP users. If you have further questions, please reach out to our Support Team: firstname.lastname@example.org