Everything you need to know about Sage Pro migrations to Sage 300

sage-pro-migrations-to-sage-300

Tasks Sage Pro, SBT, VisionPoint Clients should do BEFORE migrating to Sage 300

Please Note: Migrations should be completed by experienced consultants who are familiar with the migration tool and the databases that get created. Some adjustments can be made to data within MS SQL by our experienced consultants to give a better result to the data to migrate. Any tasks client does not complete can halt the migration and thus suspend the project until tasks are completed.

If you are not on Sage Pro 2011 (v7.2) your Sage Pro data will need to be upgraded before the Sage migrator tool can be used. There are other alternatives to the Sage Pro migration tool if this is not feasible due to customizations. Please call 860-392-6132 for further sales information.

Backups of data are performed by our staff on your live databases. We then use these backups as the groundwork for our migrations.

For all years of General Ledger data that you are not migrating, it is highly recommended to purge this history. This should be done by an experienced consultant only. The password to destroy and purge all Sage Pro data is “DESTRUCT”. Please be cautious when purging data from Sage Pro and never do so on a live database.

Apply all unapplied receipts, payments and refunds

Void or Post all credit card pre-authorizations in AR if you’re using Sage Payment Solutions

Void/Post all credit card pre-authorizations in AR

Close/complete all unbilled PO receipts

Invoice all OE Shipments as open shipments will not be migrated using the standard migration tool.

If you’re using Inter-Company Transactions Module – you should import and post all inter-company transactions.

Manually adjust all the negative inventory balances.

Complete all postings in subsidiary ledgers

Release all transactions to GL from subsidiary ledgers

Generate all reversing batches

Post all GL batches

Close the current period

Ensure the data is valid (run data validation routines) including Recalculate Application Process, Recalculate GL Account Balances, Recalculate AP 1099 Amounts, and Recalculate History.

Many Sage 300 ERP Keys do not accept special characters like ! @ # $ %. Ensure these are removed from all customers, vendors, gl account descriptions and items or data will not migrate properly or at all.

Sage 300 ERP is case insensitive. Any codes (ex. Vendor Key, Customer Key, Terms Key, Ship To, etc.) need to be resolved before Migration. For example, Vendor Key v100 and V100 will be considered the same vendor key in Sage 300 ERP. Sage recommends running Vendor and/or Customer Change Key Utility before performing the migration. The user will receive a SQL Transformation Failed error on a task returning more than one value due to duplicate keys.

Vendor Name is required in Sage 300 ERP in Vendor file. Sage recommends reviewing AP Vendors to make sure that there is a Vendor Name entered for each Vendor.

Sage 300 ERP AR Ship-To Locations, Ship-To Key cannot be blank. User will need to add information into the AR Ship-To Location prior to extraction.

Set ‘Inactive’ Vendors, Customers, and G/L accounts to ‘Active’ prior to migration This ensures that any transaction using these records will Load successfully.

All GL Accounts must either be turned to ACTIVE or deleted.

Please remove all Segment Values from Sage Pro that are not needed.

For Accounts Payable specifically:

The migration tool will not migrate vendors without a vendor name. Please either delete the vendors or give them name in Sage Pro before the migration.

For Accounts Receivable specifically:

Customers can fail to come over due to invalid sales person codes and invalid territory codes. Validate that each customer has the proper codes if you’re using them.

 

After Migration Tasks to be completed by Client

All data validation, opening balances and comparison of migrated data from Sage Pro to Sage 300 should be scrutinized by the ones that know it best. That is, the client.

 

Administrative Services

 

Common Services Module 

Bank Services

  • Checking Accounts – In Sage Pro you may have checking accounts whereby the GL accounts associated with them no longer exist or they haven’t been used in a very long time. These will need to be removed from your Sage Pro Checking Accounts in the Accounts Payable – Transaction Menu OR associate GL accounts to checking accounts that exist and are active.
  • No bank reconciliation data is brought over from Sage Pro so you will need to enter any outstanding checks and deposits to establish your first bank reconciliation in Sage 300.
  • Review the G/L Accounts on the Bank/Account tab for each migrated Bank and update if necessary in Sage Pro before the migration.
  • Once in Sage 300 Create new Bank (code)s and update each Vendor that contains the default conversion Bank code. (G/L account numbers originate from the Defaults in the Sage Pro database and the migrator has no control over the names or GL accounts given to your default banks that come over from Sage Pro.) Some data manipulation can be done on the backend database in MS SQL for these things.

 

For Tax Services

  • In your Sage 300 Live company in Tax Services you will need to create new Tax Authority code(s) and update each Tax Group that contains the default conversion Tax Authority Code and ensure your customers (and vendors if necessary) are assigned the correct Tax Group ID before you start invoicing customers that need to be charged sales tax on invoices, credit notes, debit notes, etc.

 

General Ledger Module

  • Regroup GL cccounts that have the Sage Pro Account Types that start with letters (A01, L01, E01, etc) into proper Sage 300 Group Categories (they start with numbers). You need to do this so that you can use the Sage Business Intelligence for Financial Reporting which uses those specific group codes.
  • In GL Accounts: Review Active/Inactive status, Control Account, Account Rollup and Allocations
  • Run the GL Trial Balance for each migrated Year and compare with Sage Pro Trial Balance. Please note that Sage 300 will classify your expense and revenue accounts into a net income/loss total.
  • Migration creates all accounts in Sage 300 ERP using the company default Structure Code.
  • Set Account Balance (normal balance) as “Debit” for all Assets and Expenses (Cost of Sales, Statistics, Tax) accounts, as “Credit” for Liabilities and Income (Sales, Equity) accounts.
    Sets Account Type of all Expenses and Income accounts as “Income Statement”, all Assets, and Liability (Equity) accounts as “Balance Sheet”.
  • Set Group Code as Pro account Type.

 

Accounts Payable Module

  • Manually enter any Pro missing payment terms. The Sage migration tools migrates Days from Invoice Date type payment terms only.
  • Create a new Tax Group code and update each vendor that contains the default conversion Tax Group code if you’re going to use this new feature in Sage 300.
  • Review and update the Bank Code on each vendor.
  • After the migrated Open Invoices and unapplied payments batches have been posted, run Sage 300 ERP Aged Payables report (Include the Vendors/Transactions on Hold) and compare with Pro Aged Payables Report.
  • Create new Terms code(s) and update each vendor requiring a code other than Net30. The migration does not migrate any terms with your vendors. It assigns them all Net 30 Days.
  • Create new Vendor Group code(s) and assign them to your vendors if you wish to classify your vendors into sub-groups. This is useful for reporting on vendors that have commonality.
  • Sage 300 ERP recommends entering and editing the account activity information for each vendor after all opening balances have been established since no statistical information or historical balances are brought forward.
  • After Go-Live – you will want to turn on the GL Integration to automatically post your IC journals to the GL.

 

Accounts Receivable Module

  • Sage 300 ERP does not include negative cash receipts in the migration of data. Any unapplied negative cash receipt in Pro must be handled manually in Sage 300 ERP. The GL side of these transactions is already migrated so do not post these batches down in GL!
  • Sage 300 does not include AR refunds. Any unapplied refunds in Pro must be handled manually in Sage 300 ERP. The GL side of these transactions is already migrated so do not post these batches down in GL!
  • Manually enter Pro missing payment terms. The Sage migration tool migrates Days from Invoice Date type payment terms only.
  • After the migrated Open Invoices and unapplied receipts batches have been posted, run a Sage 300 ERP Aged Trial Balance and compare with Pro Aged Receivables Report
  • Create a new Tax Group code and update each customer that contains the default conversion Tax Group code.
  • Create new Account Set Code(s) and update each Customer and National Account that contains the default conversion Account Set code. (AR Account-Set G/L accounts originate from defaults in Pro.)
  • Create new Term Code(s) and update each Customer that contains the default conversion Terms code.
  • Create new Billing Cycle Code(s) and update each Customer and National Account that contains the default conversion Billing Cycle code.
  • Create new Interest Profile Code(s) and update each Customer and National Account that contains the default conversion Interest Profile code.
  • Create new Customer Group Code(s) and optionally update each Customer and National Account that contains the defaults conversion Customer Group code. (Customer settings on Processing tab overwrite Customer Group)
  • After Go-Live – you will want to turn on the GL Integration to automatically post your IC journals to the GL.

 

Inventory Control Module

  • To ship items it is required that you use the Order Entry module or Project and Job Costing in Sage 300. You cannot invoice items in Sage 300 through the AR module like you could in Sage Pro.
  • You will need to go into Sage 300 IC Module | IC Setup | Options – Processing Tab and turn on Keep Transaction History and Keep Statistics.
  • After Go-Live – you will want to turn on the GL Integration to automatically post your IC journals to the GL.
  • If you had customer specific pricing for items or customer this needs to be set up manually and attached to appropriate items. Otherwise the migration adds LST to all items.
  • Items Structure code, Account Set ( for stock items and non-stock items), Serial Mask code, Lot Mask code, and Category code are required.
  • Inactive items will be migrated as Inactive.
  • Tax setting on the items are not migrated. So if you have items that require special taxation consideration you will need to establish these in your live database after go-live but before invoicing those items.
  • Sage 300 requires all stocking units of measure (UOM) to have a factor or 1. Manually adjust the items with default conversion stocking UOM (as defined in the Defaults-IC Codes tab).
  • Sage Pro ERP defaults the G/L accounts (from IC Setup, Item at Locations, Locations, Transaction Category, etc.) differently from Sage 300 (from Account Set, Categories, Locations etc.). You have to manually map these defaults to match your settings between Sage Pro and Sage 300. Additionally, create new Account Sets, as needed.
  • Commission calculation settings work differently between Sage Pro and Sage 300. You have to manually setup Sage 300 to match your settings in Sage Pro ERP.
  • Review and update the accounts for stock and non-stock items Account Sets. Non-stock will need to have a user defined costing method.
  • Manually migrate non-list price settings from Sage Pro into Sage 300.
  • Since Sage Pro does not maintain maximum stock limit, you have to manually adjust the transformed Max Limit on the reorder quantities.
  • Sage 300 does not bring over any item vendor relationships. You must manually manage the missing ones in Vendor Details in I/C Items and Price Lists.
  • No customer or manufacturing item numbers came over into Sage 300. If you were using the manufacturer’s item number or you input your customer’s item numbers for you inventory, this must be done manually in Sage 300.

 

Purchase Order and Sales Order Modules

Review any open orders that came over from Sage Pro to Sage 300.

For further assistance with your Sage Pro to Sage 300 or Sage 100 migration please contact Tandem Technologies, LLC at 860-392-6132. We are migration experts and have done numerous migrations for our clients since 2001.

 

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