Advance Xcede Professional Accounting. MYOB Accountants Office Conversion Process

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1 Advance Xcede Professional Accounting MYOB Accountants Office Conversion Process APS 2009

2 Page 2 of 57 APS 2009 AO Conversion Process

3 Disclaimer Every effort has been made to ensure the accuracy and completeness of this manual. However, Advanced Professional Solutions Limited and Advance Professional Solutions Pty Ltd, its employees and agents cannot be held liable for any errors or omissions. This document should not be relied on as a detailed specification of the system. In addition, Advanced Professional Solutions Limited reserves the right to issue revisions, enhancements and improvements to Advance software at any time without notice. Every effort will be made to ensure that the manual is updated concurrently and that the user is not inconvenienced as a result of any change. AO conversion Process APS 2009 Page 3 of 57

4 Index MYOB Accountants Office GL conversions to Advance XPA... 7 Process Overview... 7 Pre Requisites... 8 SECTION 1: Preparation for Conversions... 9 Review the XPA Master Chart... 9 Review the APS Standard Templates... 9 Assess the coding consistency across your AO Client ledgers Review the Financial Reporting Fields in XPA Review the XPA Jobstreams Review the Xcede Financial Reports Assets SECTION 2: Create mapping templates Step1: Create comprehensive AO Master Templates for each entity type Step 2: Create comprehensive XPA Master Templates for each entity type SECTION 3: Creating Practice Template Maps Step 1: Open the Chart Mapping Toolbox Step 2: Import the Advance XPA Master Chart Step 3: Import the MYOB Master Template Chart(s) Step 4: Mapping the Charts SECTION 4: Converting Client Ledgers Step 1: Pre-conversion While still in MYOB Accountants Office Step 2: Create the XPA Ledger Step 3: Add the XPA GST Rates Step 4: Import the Client MYOB Chart Step 5: Creating the Client Ledger Map Step 6: Importing the accounts from AO to XPA Step 7: Importing the Client Ledger s Balances & Entries Step 8: Importing the Assets and Asset Balances SECTION 5: Verifying the Converted Data Step 1: View the Trial Balance SECTION 6: Integrating the Assets Step 1: Reverse any Current Year Asset Entries Step 2: Setting up Asset Group General Ledger codes Step 3: Integrate Assets Step 4: Asset Reconciliation Step 5: Asset Code to GL Code Match SECTION 7: Completing Ledger Setup Chart Maintenance Multiple Period Livestock/Stock Ledgers Livestock Groups Adding Livestock Groups Stock Groups Adding Stock Groups Financial Reporting Fields Page 4 of 57 APS 2009 AO Conversion Process

5 Running the Financial Statements...53 APPENDIX 1: Creating an ODBC Connection...54 AO conversion Process APS 2009 Page 5 of 57

6 Page 6 of 57 APS 2009 AO Conversion Process

7 MYOB Accountants Office GL conversions to Advance XPA Process Overview Chart Mapping is used to create a Master Map from the MYOB Chart of Accounts to the XPA Chart of Accounts. The Map defines the translation from each MYOB account code to the XPA account code. The Master map is then applied to each ledger as it is converted. Accounts that have been mapped at Master level will be copied onto the client mapping. Only those accounts on the client ledger that were not present on the MYOB Master Chart will need to be manually updated. All accounts must be mapped to be imported; if the accounts are not mapped they will not be imported. All Accounts from the client ledger are imported into the XPA ledger, then the Balances / Transactions, and finally the Assets are imported. All historical balance history plus current and future year balance and transactional data plus asset data is imported. All transactional data will be imported as Posted entries. Assets are imported into XPA but not integrated into the General Ledger. The asset groups are then integrated by Tax or Book ledger at the accountant s discretion. Current year asset transactions (depreciation expense, Profit / Loss and Capital Gain / Loss on sale of fixed assets) will need to be reversed out to the asset suspense account as XPA calculates and posts depreciation during the asset integration process. AO conversion Process APS 2009 Page 7 of 57

8 Please note the following before continuing: Asset Balances in the GL may contain cents but the Asset balances may not, therefore there may be a small balance remaining for these accounts in the comparative year. Opening balances are brought in from the Accounts Office file, therefore when a Check File is performed within XPA you may note that there are some opening balance errors (i.e. opening balance differs from prior year closing balance), this will usually be due to comparatives or opening balances being edited in MYOB. There is no Accumulated Private Use depreciation stored in Accountants Office; therefore asset maintenance will be required to input this into XPA. Divisions can t be globally mapped; all codes must be mapped individually. Cash/Non Cash Distinction information in MYOB is not imported into XPA: Balances are brought in without Cash or Funds flags Transactions are brought in based on the Import options flag The GST rates must be added to the XPA Ledger before importing the Accounts. Pre Requisites A System DSN must be created before any mappings or conversions can be done. The DSN Name must be AO Ledger. See Appendix 1 Page 8 of 57 APS 2009 AO Conversion Process

9 SECTION 1: Preparation for Conversions Review the XPA Master Chart Prior to commencing the conversion to Xcede Professional Accounting a review of the XPA Master Chart should be performed. Changes to the master chart should be made to reflect the requirements of the Practice, and may include such things as the addition of an account or amendment of an account description. The file Advance XPA Master Chart.xpa is the New Zealand XPA Master Chart of accounts. Before making changes directly to this file it is advisable to first make a copy (using FILE\SAVE AS) and rename the file as the Practice Master Chart keeping the original APS chart intact. This will ensure that if APS supply an updated master template in the future your changes will not be lost. The master chart generally contains a full Chart of Accounts, Asset Groups, Stock Groups and Livestock Groups, Financial Reporting Fields, User Defined Fields and Jobstreams. Customisation of the default (master) template jobstreams can be performed at a later stage, once ledgers have been converted. A review of the financial statements is a separate process. Review the APS Standard Templates Templates are used to develop consistency and standards within client ledgers. Templates facilitate the quick creation of ledgers and enable specialised ledgers and financial statements to be easily produced. Templates generally contain a cut down version of the Advance XPA Master Chart, leaving only those codes that are required for a small entity. Additional accounts are then added at ledger level from the Master Chart as required. The following templates are supplied with Xcede Professional Accounting: Advance XPA Master Chart Advance XPA Company Standard Advance XPA Divisional Advance XPA Partnership Advance XPA Sole Trader Advance XPA Trust Advance XPA Rental Properties Please note that although no entity templates exist specifically for farming, the livestock groups and codes are held on the Livestock Groups template and these can be added to the ledgers as required. Farming expenses and other income are held on the Master Chart. These templates should be reviewed and where Practice specific amendments are required the relevant templates should be copied and renamed. It is recommended that the XPA standard AO conversion Process APS 2009 Page 9 of 57

10 templates should not be modified as changes made may be overwritten with future releases of the templates. Assess the coding consistency across your AO Client ledgers Consistency in coding refers to the Account code and title being the same across the majority of client ledgers. Consistency of account coding may be an issue from ledger to ledger. Every Practice will come across this problem of 'coding inconsistency' from ledger to ledger, depending upon how strict the Practice has been when setting up new client ledgers or opening new accounts on existing ledgers. It is common for many different accounts to be used across the Practice for the same income or expense or balance sheet account. There may have been a valid reason for the inconsistency of account coding but there also may be account balance inconsistency within a ledger. For example, an account code was used in prior years, but due to a change in disclosure or reporting requirements, a new account was opened and used in the current year. In this case, a balance for the same account is stored in different accounts over the history of the ledger. The migration of ledgers from MYOB AO to Xcede Professional Accounting is an ideal opportunity to ensure each ledger has a uniform chart of accounts. There are a number of advantages from having uniformly coded ledgers: It encourages a consistency in the financial statements, printed across the Practice Report writing and variation or customisation and consolidation are far more straightforward Quality control is easier To ensure consistency, we recommend that prior to conversion each MYOB AO Client Trial Balance is compared to your current MYOB AO Master Chart to determine any inconsistencies. For the reports to generate correctly, the overriding factor is that the codes used falls within the appropriate range in the chart so that it is brought through into its correct location on the final accounts. For detailed coding instructions please refer to the document; Advance XPA Coding Instructions. Page 10 of 57 APS 2009 AO Conversion Process

11 Review the Financial Reporting Fields in XPA Financial Reporting Fields allow you to specify ledger specific information that is referenced from, and printed on financial statements. The information includes company details such as those relating to the Directory, if it is the first year of trading, as well as Notes to the Financial Statements. Financial Reporting Fields can also be defined in templates. This means that where the value of a field is often common to a number of ledgers you can enter that value in a template. For each ledger you then simply select to use the template value rather than entering a value in the ledger. All fields defined in the ledger's default template are automatically made available to the ledger. If you select a new default template for the ledger then the reporting fields defined in that new template are not made available to the ledger. For more information on the financial reporting fields, please refer to the document; Advance XPA Financial Reporting Fields. There is an extensive range of reporting fields as detailed in this document. It is vital that this document is worked through, and any Practice wide defaults set up. Notes There are reporting options available where you can select to print some report areas in summary (in which case a note will be triggered) or in detail on the report itself (note will NOT be triggered. Please familiarise yourself with these in the reporting fields. However, there is an over riding field available to stop the note printing at all even if it normally would have been triggered to print. User definable notes are available should extra disclosure be required. Policies An Accounting Policies sheet is provide with default policy statements set up. However, if these policy statements don t read as you require them, they each have an associated reporting field in which you can enter the statement you prefer and this will over ride the default. These are all detailed clearly in the Financial Reporting Fields document, and any changes should be made at the master level prior to commencing the translation procedures. Company and Trust Minutes A default set of Company Minutes, General Disclosures and Trust minutes are supplied. There are some fields provided which, if completed, will over ride the defaults on the sheets themselves. If the customisation is more extensive than this, your consultant can discuss the requirements and quote you on the work accordingly. Review the XPA Jobstreams Xcede Professional Accounting is designed to allow for the easy production and printing of financial statements. It also provides the flexibility required to change the parameters associated with a statement, such as the period number or rounding, from one instance to the next. Individual financial statements are referred to as sheets or spreadsheets since they are Excel spreadsheets. You can choose to generate a single financial statement or a jobstream of many statements. A jobstream is a list of financial statements which are generated in a specified order. The jobstream also details the parameter to be used for each statement, such as which balances to use for the comparative figures and to what precision you want figures displayed. AO conversion Process APS 2009 Page 11 of 57

12 Included with the XPA Master Chart is a jobstreams that prints a range of financial reports. Prior to the Practice going live the master jobstream should be reviewed and amended to create jobstreams that are used by the majority of your ledgers. Ledger specific jobstreams can also be created. Review the Xcede Financial Reports The type of financial reports required to be generated and printed for any group of ledgers in the Practice is an important consideration. The XPA master chart jobstream prints a cover page, directory, disclaimer, annual report, financial performance, equity statement, financial position, advance accounts, depreciation schedule, supporting notes and an index. Company Minutes, General Disclosures and Trust minutes are also supplied. Assets The Asset Register can be fully integrated with the general ledger or the asset register can be maintained un-integrated and kept separate to the general ledger. The Asset Register maintains both book and tax ledgers for all assets where required. Where an integrated Asset Register is kept all the journal entries are posted to the general ledger automatically. Asset Groups All assets must be allocated to an Asset Group. An asset group specifies the general ledger accounts that are required to be open on the general ledger. You can also set up the defaults for each individual asset added to an asset group such as the method of depreciation, the rate and the calculation basis. Both book and tax ledgers can be maintained and the integration method is specified in the Asset Group. Please note that once an asset group has been allocated an integration method and assets have been added to that group, the integration method cannot be altered. Asset groups can be copied from a template or an existing ledger. The asset groups maintained on each of the entity templates should be reviewed to ensure consistency across the Practice. The XPA Chart of accounts allows for up to 30 Asset Groups to be used. Asset groups in the Sol6 ledger must be reviewed prior to conversion. Pooled Assets In XPA, to enable the correct calculation of depreciation of an asset pool, only one asset is created to maintain the balance of the pool. Every transaction (or movement) into the pool is made through the asset maintenance area. We recommend that where a pool is being used, then an asset group specifically for the pool be created in the asset register. This means there is consistency between those ledgers that have a low value pool. Page 12 of 57 APS 2009 AO Conversion Process

13 The difference between the low value pool being a separate asset group or being included in an existing asset group is the disclosure of fixed assets on the financial reports. The financial reports display each asset group separately, as each asset group is a general ledger code. Private Use % of an Asset A private use % for an asset is only maintained for a tax-integrated asset. Converting Assets Asset cost, accumulated depreciation and private use accumulated depreciation codes should be mapped to the Asset Suspense code in XPA. The depreciation expense, and any profit or loss on sale codes, is mapped to their corresponding code in the XPA P&L but any current year transactions to these codes must be reversed against the asset suspense account after conversion, but before asset integration. When the asset ledger is integrated following the conversion, these balances will be set up correctly and calculation of depreciation by the asset ledger will reinstate the current year P&L account entries. However, if there is no Asset Ledger maintained, or it is not an integrated asset ledger, the asset codes must be mapped to their correct GL codes. Asset Group Code Matching The MYOB AO group codes are retained on the converted XPA ledger after all asset groups have been integrated. Accordingly there may be some variations between the MYOB AO group codes and those asset group codes used in XPA. In order to align these codes a special Administration Tool utility is available to match the asset group code to the general ledger asset cost account. It is important that the Asset Group Code aligns with the General Ledger Code and therefore we recommend that this utility be run across every converted ledger. AO conversion Process APS 2009 Page 13 of 57

14 SECTION 2: Create mapping templates Step1: Create comprehensive AO Master Templates for each entity type. As you will learn, your current MYOB AO Entity template ledger(s) will be used during the conversion process to create maps, where the account codes in your AO template(s) will be linked to their equivalent codes in the XPA Master Chart. Unmapped accounts that exist on client ledgers that were not present in the Templates will have to be mapped manually during the conversion process. The conversion process is much faster and easier if a comprehensive AO Template is constructed beforehand which contains all of the account codes and sub-codes from your Master Chart that may be in use on your client ledgers, including all of the accounts that may be in use throughout the Ownership area of the chart. This will allow these files to be mapped once at Master level, rather than having to be manually mapped during each client ledger conversion. An example of this is the Current Account area. Your AO Company Template ledger may be set up with accounts for only two different shareholders using only 10 drawings accounts. But in reality your Client ledgers may have 5 to 10 shareholders on most ledgers and use up to 30 different drawings accounts. The AO Company Template Ledger(s) should be expanded to contain all of the accounts and sub-accounts for these additional shareholders prior to beginning the conversion phase. Step 2: Create comprehensive XPA Master Templates for each entity type This step is usually performed by your XPA Consultant. During the conversion process we will be mapping the AO chart of Accounts to their XPA equivalent codes. You cannot map and AO account to an XPA code that does not exist in the XPA Chart you are mapping to. For this reason it is important that all of the XPA account codes and sub accounts that will be required have been set up prior to the mapping process. The conversion process does NOT create new accounts Again, the best example of this is in the Ownership area of the chart. All of the necessary Contribution and Drawings accounts must be set up for as many Shareholders/Beneficiaries/Partners that may exist on any AO ledger that is to be converted. So if your largest Company Client has 20 Shareholders Current Accounts, the XPA Template must have accounts all of the accounts and sub accounts set up on it ready to receive the converted data. As the coding for these entity types is different in XPA, it is recommended that a separate conversion master template is set up for each entity type. Page 14 of 57 APS 2009 AO Conversion Process

15 SECTION 3: Creating Practice Template Maps At a practice level, create Maps for each template, mapping the MYOB entity chart of accounts to the XPA master / entity chart of accounts. Step 1: Open the Chart Mapping Toolbox. Open the Chart Mapping Toolbox by selecting Chart Mapping from the Xcede Professional Accounting section of the Central Login menu. Step 2: Import the Advance XPA Master Chart 1. Select the Charts tab on the Chart Mapping Toolbox 2. Select the Maintenance menu, New option to display the New Chart form. AO conversion Process APS 2009 Page 15 of 57

16 3. Enter an identifying chart name in the Name field; select XPA Chart from the Type dropdown list and then click on the Source file browse button. 4. This will open the XPA Ledger List. Select the Template tab and then highlight the Advance XPA Master Template and click OK. 5. You will be returned to the New Chart form. The Source field will be populated with the network location of the selected XPA file. Ensure all fields in the New Chart form are correct and then click on the Import button. XPA will now retrieve the chart of accounts from the selected XPA template. 6. Once the import is completed the Advance XPA Master chart will display in the Charts list. Page 16 of 57 APS 2009 AO Conversion Process

17 Step 3: Import the MYOB Master Template Chart(s) 1. Select the Charts tab on the Chart Mapping Toolbox 2. Select the Maintenance menu, New option to display the New Chart form. 3. Enter an identifying chart name in the Name field. Select AO Ledger in the type field and click on the Source field selector button to locate the MYOB Data Folder. AO conversion Process APS 2009 Page 17 of 57

18 4. The Folder viewed defaults to the GLMan sub folder of the MYOB Data store. Select the AO template folder you wish to Import. 5. Select the gl_acct.dbf file within that folder and click Open to populate the Source field with the selected MYOB chart. 6. Ensure all fields in the New Chart form are correct and then click on the Import button. Page 18 of 57 APS 2009 AO Conversion Process

19 7. Once the import is completed, the MYOB chart will display in the Charts list. AO conversion Process APS 2009 Page 19 of 57

20 Step 4: Mapping the Charts Once both the XPA Ledger and the MYOB charts of accounts have been imported they must be mapped together. 1. From the Charts tab, right mouse click on the MYOB Chart and select the option From Mapping File. The name of that chart will then populate the Map From field at the bottom of the form. 2. Right mouse click on the XPA template chart and select the option To Mapping File. The name of the XPA chart will then populate the Map To field at the bottom of the form. 3. Once both the Map From and Map To fields have been populated, click on the Map Accounts button to open the Chart Mapping form. Page 20 of 57 APS 2009 AO Conversion Process

21 4. The left panel of the Chart Mapping form displays the Map From accounts and the right panel displays the Map To accounts (this must always be the XPA ledger). The mapping is set up by allocating an XPA chart code from the listing in the panel on the right side of the form to the corresponding code, To Code, on the left side of the form. Account Codes can be assigned from the right panel to the left panel by the following methods: Highlight the code in the right panel and drag and drop it into the To Code field in the left panel. Highlight the blank To Code field in the left panel and double click on the required XPA Code in the right panel. Type the relevant code directly into the To Code field in the left panel. Any code previously entered into the field will need to be manually deleted before entering the new code. Note: Asset cost and accumulated depreciation codes must be mapped to an asset suspense account (usually 998). Tips and Tricks Did you know that you can sort the mapping screen by clicking on the column header that you want to sort by? Clicking on the column header multiple times will alternate between ascending and descending sorting options. NOTE: Only those account codes that are displayed in the right hand panel can be mapped to. If an account does not exist you will get an Invalid Code error. If the code you have entered is a valid XPA account but does not appear on the RH side of the screen, you must exit out of the Chart Mapping Toolbox and enter it into the Chart of Accounts of the XPA Template you are mapping to. AO conversion Process APS 2009 Page 21 of 57

22 Mapping the GST Rate codes The Tax tab on the Chart Mapping form is used to map the Tax Rate codes of the From chart of accounts to the Tax Rate Codes of the XPA ledger (the To chart). As the tax rate data from 3 rd party applications cannot be extracted automatically, the tax code data is typed into the map manually. Enter the source software tax rate codes in the From Code column on the left of the form and then enter the corresponding XPA tax codes in the To Code column on the right of the form. Double click on the first From Code cell and then enter the relevant code. These template maps can then be used for the client ledger import. They are copied and customised on a ledger by ledger basis. Page 22 of 57 APS 2009 AO Conversion Process

23 SECTION 4: Converting Client Ledgers Step 1: Pre-conversion While still in MYOB Accountants Office 1. Open the Client file in AO and note down the following information: Client Name Balance Date Periods enabled GST enabled Shareholder/Partner/Beneficiary details Directory the MYOB Ledger is stored in 2. Use the utility in MYOB to delete the unused Accounts from the chart. Note 1: Do not select the option; Allow deletion of accounts where current year and previous year are zero; but there are non-zero values in prior years. Note 2: This utility will not delete accounts that are flagged as Mandatory in the AO Ledger Chart of Accounts. This flag can be removed manually, but there is no way of mass updating this setting on the entire chart. 3. Print out the Trial Balance from Accountants Office. AO conversion Process APS 2009 Page 23 of 57

24 Step 2: Create the XPA Ledger 1. Open XPA from the Central Login Menu. 2. Select the File menu, and choose the New option (or use the icon on the toolbar instead). This will open the New Ledger Form. 3. Enter a Filename (using your Practice naming convention) and Description for this Client Ledger. Do not source an XPA Template at this time. Select the OK button to continue. Page 24 of 57 APS 2009 AO Conversion Process

25 4. This will open the Ledger Details form. Complete the clients information: Enter the Organisation Name Set the Year end date (Balance Date) as per the AO information you collected earlier. Set the Number of Periods as per the AO information you collected earlier. Set the Entity type Country Enable or disable GST Check that a Default Template has been selected for this ledger. If not, highlight the Advance XPA Master Template (or Practice equivalent). 5. Select the Accounts button and check the account ranges are correct. Select OK. AO conversion Process APS 2009 Page 25 of 57

26 6. Select Ownership button. This screen will differ for each Entity Type. If the entity is a company then you do not need to set up any of the shareholders at this point, but the system will force you to create at least one Beneficiary or Partner. Select OK to confirm the details. 7. You will be returned to the Ledger Details screen. Select OK to close this form. 8. A message will appear asking if you want to finalise the ledger at this point. Select NO to this message. If you do not Finalise the ledger, most of the File Details can be edited if you find them to be incorrect before importing the Balances and Transactions. When Balances and Transactions are imported the ledger will automatically be finalised. 9. The ledger has now been created. Page 26 of 57 APS 2009 AO Conversion Process

27 Step 3: Add the XPA GST Rates The GST rates must be added to the XPA Ledger before importing the data from the MYOB Accountants Office file. 1. Select GST Rates from the GST menu and click on the show button. This will populate the top half of the GST form with the GST rates in the default (master) template. 2. Click on the All button to transfer the GST rate from the template into the ledger. 3. Select the Close button to save and exit. AO conversion Process APS 2009 Page 27 of 57

28 Step 4: Import the Client MYOB Chart Import the Client MYOB Chart using the same that was used to imports the MYOB Template Chart(s). Refer to page 17 for a refresher on the process. 1. Select the Charts tab on the Chart Mapping Toolbox 2. Select the Maintenance menu, New option to display the New Chart form. 3. Enter an identifying chart name in the Name field. Select AO Ledger in the type field and click on the Source field selector button to locate the MYOB Client Data Folder. Page 28 of 57 APS 2009 AO Conversion Process

29 4. The Folder viewed defaults to the GLMan sub folder of the MYOB Data store. Select the AO Client Data folder you wish to Import. 5. Select the gl_acct.dbf file within that folder and click Open to populate the Source field with the selected MYOB chart. 6. Ensure all fields in the New Chart form are correct and then click on the Import button. AO conversion Process APS 2009 Page 29 of 57

30 7. Once the import is completed, the MYOB Client chart will be added to the Charts list. Step 5: Creating the Client Ledger Map Once the MYOB client chart has been imported a mapping must be created. 1. From the Charts tab, right mouse click on the MYOB client chart and select the option From Mapping File. 2. Right mouse click on the Advance XPA Master template chart that you are mapping to and select the option To Mapping File. (This will be the file that the AO Master Template was mapped to in Section 2) 3. Once both the Map From and Map To fields have been populated, the template map can copied and customised for the client ledger. Page 30 of 57 APS 2009 AO Conversion Process

31 4. Click on the Mappings tab. You will see the Master Map(s) that were created in Section 2. Select the appropriate master map for the entity type of this client. RH click your mouse. A pop up Menu will appear. Select the Copy Map option. The Copy option available from the Mappings tab; right click menu is used to create copies of existing maps. An existing map can be copied to the selected Map From and Map To charts and edited as required. 5. A message will display giving details of the map that is being copied and confirming the charts where the map is being copied. Press Yes to proceed and the Chart Mapping form will open with the selected Map From and Map To charts listed and the mappings from the copied chart. Note: An individual mapping will only be copied where the mapped account is present in the Map To chart of accounts. Where an existing map is being copied over another existing map, the copy function does not overwrite any existing Map To codes. AO conversion Process APS 2009 Page 31 of 57

32 6. The Client Map will open. As we have copied the master map into this client map, most of the To Code fields should have been automatically populated at this point. Customise the map for the client ledger by populating the blank To Code field. All accounts must be mapped to be imported; if the accounts are not mapped they will not be imported. You cannot map to a code that is not listed on the RH side of the screen. If the code is not there it needs to be added onto the XPA template and the Chart refreshed. The Suspense Account field on this screen is not used during this process. If you are will be maintaining an integrated asset ledger the Asset Cost, Accumulated Depreciation, and Private Use Portion codes should all be mapped to the XPA Asset Suspense account (998). If not, map them to the appropriate GL codes. Depreciation for the current year should be mapped to the appropriate Depreciation Expense account in the P&L (295). There will be a message on the bottom of the screen that Account Mappings have errors. This is because the XPA Client ledger does not have any accounts in the chart as yet. Ignore this at this point. The To Accounts may be red. This is because the XPA Client ledger does not have any accounts in the chart as yet. Ignore this at this point. 7. When the mapping is complete select the Close button. Page 32 of 57 APS 2009 AO Conversion Process

33 Step 6: Importing the accounts from AO to XPA 1. Confirm that you have the client mapping selected. 2. Select the Import tab to display the Import options form. The XPA File field will be populated with the XPA client ledger name The Import Type field will be disabled and based on the mapping will be displaying AO Ledger. 3. Select the Transaction Source File field and browse to the location of the MYOB AO client file. The Folder viewed defaults to the GLMan sub folder, double click the MYOB AO client file folder, select Open to populate the Source field. AO conversion Process APS 2009 Page 33 of 57

34 4. Select the Action menu and Import Accounts. The MYOB client chart will be translated to the XPA codes and imported into the XPA client ledger. Select OK to continue. Page 34 of 57 APS 2009 AO Conversion Process

35 Step 7: Importing the Client Ledger s Balances & Entries 1. On the Import tab select the Import button to display the form used to import the account balances, entries and assets. 2. The Importing Entries, Balances and Assets form will open. AO conversion Process APS 2009 Page 35 of 57

36 3. Select the Import Balances and Entries button and complete the verification process to import the account balances and transactions from the MYOB client ledger. All historical balances plus current and future year balances are imported. Current and future year s transactional data is imported. Balances are brought in without Cash or Funds flags Transactions are brought in based on the Import options flag 4. The following message will appear once the balances have been imported. Select OK to continue importing the current year transactions. When importing the transactions the following message may appear: Select the appropriate option. On completion of the entries import, the following message will appear. Select OK. Page 36 of 57 APS 2009 AO Conversion Process

37 Step 8: Importing the Assets and Asset Balances The Asset Import routine will allow users to select which Accountants Office Asset Schedule data is imported into which XPA Asset Ledger (Tax and Book). Additionally, you can select how to treat Pooled assets where they were pooled in Accountants Office. These can be imported into XPA as either an Asset Pool or as individual assets. 1. Select the Import Assets button to import the assets from the MYOB client ledger. 2. The new Asset Ledger Selection form is displayed: This allows the user to select which data is to be populated into the XPA ledger, options are as follows: Depn Schedule Imports data offered by the AO Depn Schedule as specified on the Fixed Assets, Other tab. Schedule 1 Imports data offered by the AO Schedule 1 as specified on the Fixed Assets, Other tab. Schedule 2 Imports data offered by the AO Schedule 2 as specified on the Fixed Assets, Other tab. AO conversion Process APS 2009 Page 37 of 57

38 Schedule 3 Imports data offered by the AO Schedule 3 as specified on the Fixed Assets, Other tab. Accts Schedule Imports data offered by the AO Accts Schedule as specified on the Fixed Assets, Other tab. Asset Ledger Disabled disables the XPA Asset ledger. Assets Imported without Values Imports the assets details without any values. Import AO Pools into Tax Ledger When checked, this imports the assets pooled in Accountants Office into Asset Pools within XPA for the Tax Ledger. When not checked the assets that were pooled in Accountants Office are imported as individual assets into XPA for the Tax Ledger. This is enabled by default. Import AO Pools into Book Ledger When checked this imports the assets pooled in Accountants Office into Asset Pools within XPA for the Book Ledger, when not checked the assets that were pooled in Accountants Office are imported as individual assets into XPA for the Book Ledger. This is disabled by default. The assets are imported as non-integrated assets with the MYOB asset group codes. The asset must be integrated to complete the asset import process. 3. Select OK The import of the MYOB client data is complete, close out of the chart mapping form to continue with the ledger setup process. Page 38 of 57 APS 2009 AO Conversion Process

39 SECTION 5: Verifying the Converted Data Step 1: View the Trial Balance 1. If you have converted a periodic ledger, ensure that you are in period 12 via the Period dropdown. 2. Select Trial Balance from the chart menu or use the toolbar icon to launch the report selector. 3. Confirm that the Trial Balance is in Balance in both the current and the comparative year. 4. Confirm that the Profit figures are correct for the current and comparative year. 5. Confirm that there are no balances in any of the Asset Cost codes or Asset Accumulated Depreciation codes. The total Written Down Value of the Assets will be coded to Asset Suspense at this point. AO conversion Process APS 2009 Page 39 of 57

40 SECTION 6: Integrating the Assets The import process will take on the asset balances into the asset ledger and set up asset group codes as per the MYOB ledger. However the General Ledger codes need to be set up on these asset groups in order for the integration to be established. If the Asset Ledger is NOT to be integrated then the mappings for asset codes to General Ledger asset codes in XPA should have been used and this next step is not necessary. You may want to take a copy of the ledger at this point via the File > Save As option before continuing. Step 1: Reverse any Current Year Asset Entries Asset movements in the current year (Depreciation Expense, Gains/Losses on sale) will be processed again by XPA when the assets are integrated and will therefore the current year entries that may have been imported from AO will need to be reversed. 1. From the Data Entry menu, select the Journals option. 2. Select the Data Period. For Periodic ledgers you should also start in Period 1. The data entry form will open. 3. Any entries to Depreciation Expense, Profit/Loss on Sale will need to be recoded to Asset Suspense. Locate the entry you need to edit and double-click on it to bring it into edit mode. 4. Change the account to the Asset Suspense code (998) and save the posting. 5. On a single period ledger there may be numerous postings for depreciation that need to recoded. On a Periodic ledger there will an entry in each of the periods. Page 40 of 57 APS 2009 AO Conversion Process

41 Tips and Tricks The data entry screen can be sorted by the Date, Reference and Account columns. Click on the column heading you wish to sort by. Multiple clicks will sort by ascending and descending. Sorting by account will group all of the depreciation entries together making them easier to find and recode. If you are in the data entry screen and you need to change periods, select the Other menu and then choose the Setup option. The period field will allow you to scroll up and down to a new period. 6. Continue until all entries have been recoded. Close out of Data Entry screen. 7. As you were editing the entries they were reset as uncoded entries. Post all entries using the Post Entries button on the Toolbar. The Post Entries form will open. 8. Change the periods on the Post Entries to include all periods in the current year and then select the Post button. 9. View the Trial Balance and ensure that the Depreciation Expense and Profit/Loss on Sale codes have been cleared out of the current year. Step 2: Setting up Asset Group General Ledger codes 1. From the Assets menu select Asset Groups. AO conversion Process APS 2009 Page 41 of 57

42 2. Delete any unused asset groups by highlighting the asset group in the ledger list and select the Delete button. Select Yes to delete the asset group. 3. Select the Show button to view the Asset Groups as per the XPA Master Template. Look for the Group in the template section that best matches the description of the AO group you are about to set up the accounts for. If there is no suitable group, look for the next spare group in the listing. Page 42 of 57 APS 2009 AO Conversion Process

43 4. Double click on the asset group in the ledger list and select the Accounts button. 5. Enter the General Ledger Cost Control account code that applies to this group. If unsure click on the Show button on the asset groups form to display the template groups in the top half of the form this will need to be done prior to selecting the accounts button. If this group exists on the default template attached to this ledger, a Template button will be displayed next to the Find button. Select this button to load the rest of the group codes associated to that Cost Control account. Select Yes to load the asset account codes from the ledger s default template. If account codes already have balances e.g. the Depreciation Charge code, an alert will warn you. Select Yes to continue AO conversion Process APS 2009 Page 43 of 57

44 6. The completed screen should be populated as below. Note: The Asset Realisation field is available but not populated as all asset sales pass through the nominated asset suspense account. The PU Depreciation Charge field can hold a code to which private use depreciation expense is to be posted if you want it separated from the Depreciation Charge. This should be set prior to integrating the assets. Select OK to continue. SAVE the group changes. Select YES to validate Integration Account Codes. The above process must be completed for all asset groups. Page 44 of 57 APS 2009 AO Conversion Process

45 Step 3: Integrate Assets Once the groups have been set up, they must be individually integrated via the Asset Group window (if the ledger is running an integrated asset ledger). 1. Highlight the group on the Asset Group screen. 2. Select the Integrate button. Select YES to the prompt to continue. 3. Confirm the correct Contra Account is going to be used for integration, and the process will complete. The above process must be completed for all asset groups. 4. The assets will now be integrated to the General Ledger. Close the Asset Groups form and view the Trial Balance to ensure that the Asset Suspense accounts is now clear. AO conversion Process APS 2009 Page 45 of 57

46 Step 4: Asset Reconciliation During the integration of the Assets into XPA the depreciation for the current year is recalculated. There may be a variation in the amount of depreciation calculated in XPA when compared to the value from AO. This may be due to differences in rounding. This variance in depreciation will cause a change in the profit value and will need to be adjusted prior to Balancing Forward the ledger. The first step is to reconcile the asset schedules to identify which assets have changed. If the Asset Integration has cleared the Asset Suspense account to nil but the amount in depreciation expense is incorrect then a manual correction is required. When making any manual adjustments it is important to remember that the Asset Ledger must remain in sync with the General Ledger, so you should not edit the current year s Accumulated Depreciation values or Private Use values directly. Enter a journal to correct the Depreciation Expense value in the current year. Contra this amount to account 999 (Suspense). This will correct the profit value. Once the ledger has been balanced forward, open the Asset Comparatives screen and adjust the depreciation of the appropriate assets. The system will contra this amount to 999, clearing the balance, and will also update the current years opening depreciation to reflect the change. If there is still a balance in Asset Suspense after the integration process there are some common areas to check: Confirm that all of the AO depreciation entries were reversed out of the Depreciation expense account. Check that any of the AO entries for Profit or Loss on Sale for assets sold in the current year was also reversed. Check that the correct depreciation method is set in XPA for the affected assets (Daily vs. Periodic). If this is incorrect, simply change the selection and recalculate the depreciation for the year. Check that any Private Use depreciation has posted to the correct account. Sometimes there may be a small balance left in Asset Suspense after integration due to a difference in rounding between AO and XPA. This amount can be manually journalled out to a nominated account in the Balance Sheet area such as drawings (so as not to affect the profit value). Page 46 of 57 APS 2009 AO Conversion Process

47 Step 5: Asset Code to GL Code Match In XPA the standard is for the Asset Cost Code in the General Ledger to be the same as the Asset Group Code in the Asset Ledger. However converted ledgers will retain the original MYOB Asset Ledger Group code. A utility in the Administration Tool Asset Code Match can be run against the converted XPA ledger to recode the asset ledger codes to match the GL Cost codes. 1. Close out of the XPA Ledger. 2. Select Administration Tool from the Advance main application menu The administration tool will display a list of all the client ledgers and templates which have been setup in the system. 3. Locate the converted ledger in the ledger list. 4. Right mouse click on the converted client ledger and select the Asset Group GL Code match function to match the asset group code to the asset cost code in the general ledger. AO conversion Process APS 2009 Page 47 of 57

48 SECTION 7: Completing Ledger Setup Chart Maintenance In the Chart Menu / Chart: Update the account code titles. To be completely consistent with the APS Master Chart of Accounts you may want to update each of your account codes to match the APS account code titles as per the XPA Master Template. Make sure bank account titles are using the alternate ~ symbol correctly. These should read [Bank Account Name] Overdraft~ [Bank Account Name] i.e. the title to be used if there is a CREDIT balance comes before the ~ and the title to be used if it is a DEBIT balance comes afterwards. Refresh the user defined fields (expense categories) by selecting the Show button to populate the top half of the form with the XPA Master Chart of accounts. Then select the All User Fields button to refresh the ledger s user defined fields from the XPA Master Template. Check that the Close To accounts are correctly set up in the Chart. Pay particular attention to the ownership/equity accounts. Refresh the Glossary by going to the Reporting menu>glossary. Source the XPA Master Template chart by clicking on the Show button to populate the top half of the form. Select the All button to transfer the glossary fields to the ledger. Multiple Period Livestock/Stock Ledgers XPA only allows opening stock to be posted to a ledger in the first period. For multiple period ledgers the conversion routine brings in four years balances and current year transactions so balances may already be present in periods other than period 1 for any year. In these circumstances livestock/stock groups cannot be added to a ledger. To overcome this issue where livestock groups are required, we suggest that you either: Only convert your assets and perform a trial balance take-on of account balances. Your opening stock balances at each period end would need to be reviewed, so that opening stock for the year is posted to period 1 only and the movements in closing stock are posted for each period. OR Change the ledger from having multiple periods to a single period. Add the stock groups and change back to the required number of periods. This method means that for this current year only your comparative values are whole of year balances. Page 48 of 57 APS 2009 AO Conversion Process

49 Livestock Groups In XPA Livestock Groups are used to assist in managing stock entries and reporting. Adding Livestock Groups Livestock groups are added to your converted XPA ledger by selecting Livestock Groups from the Livestock menu. Select the Show button if the ledgers default template has livestock groups setup. Alternatively select the Template button then select the livestock template by double clicking on it. This will populate the top half of the screen. To copy a livestock groups to the converted ledger, simply double click on the livestock groups you require in the top half of the screen. Adding a livestock group allows the appropriate accounts to be opened on the ledger if they are not opened during the conversion process. AO conversion Process APS 2009 Page 49 of 57

50 Livestock group accounts The Livestock Accounts window is used to specify the livestock accounts which make up the group. Each account can be either a main or a sub-account. NOTE: If you are adding a valuation method group, you must also add the generic group. Page 50 of 57 APS 2009 AO Conversion Process

51 Stock Groups Stock groups provide the facility to establish links between Opening Stock, Closing Stock and Stock on Hand. Where stock groups are added to a ledger a journal is automatically posted at year-end roll forward to transfer the stock on hand value to opening stock. Additionally a second journal posts the same value to closing stock and stock on hand. Note: Opening stock can only be posted to period 1. The movement in closing stock only is posted at the end of any period. Adding Stock Groups Stock groups are added to your converted XPA ledger by selecting Stock Groups from the Chart menu. Select the Show button if the ledgers default template has Stock groups setup. Alternatively select the Template button then select the relevant template by double clicking on it. This will populate the top half of the screen. Double click the group(s) required and they will be copied onto the ledger. Alter the description if necessary. Adding a stock group allows the appropriate accounts to be opened on the ledger if they have not been opened during the conversion process. AO conversion Process APS 2009 Page 51 of 57

52 Financial Reporting Fields Running a set of financial statements is the best way to check all the data has been imported and set up correctly. The Advance XPA financial statements depend on the financial reporting fields therefore these fields must be refreshed. Select Financial Reporting Fields from the Reporting menu. Select your master template from the list and click on OK. Select Yes to continue. The template settings may well be enough to generate the reports to check the financial data is complete. Refer to the Financial Reporting Fields documentation for further information. Page 52 of 57 APS 2009 AO Conversion Process

53 Running the Financial Statements Before progressing any further it is important to make sure the ledger has been set up correctly and all steps completed. Running a set of financial statements is the best way to check all the data has been imported and set up correctly comparing to the statements printed from the MYOB AO file. The figures should be the same, or a difference should have an explanation. Financial Reports are generated from Job Streams set up from the Reporting, Xcede menu. The job stream should be sourced from the Template, double click on the required jobstream and select RUN. The default options on the job stream should be sufficient, and you can change these on the fly at this stage, but these changes are not retained. E.g. you may decide not to run the Notes so these can be un-checked at this stage. Select OK and Xcede Reporting will generate the financial statements for this ledger. Compare the output to the MYOB AO reports to ensure all data has been brought across. AO conversion Process APS 2009 Page 53 of 57

54 APPENDIX 1: Creating an ODBC Connection Pre Requisites Microsoft Visual Foxpro ODBC Driver version must be installed. Note: Microsoft Windows XP ships the ODBC driver version To upgrade this copy (assuming there is nothing else that uses this Visual Fox Pro ODBC) copy the new file replacing the existing file in your c:\windows\system32 folder (your consultant will supply you with a copy of the new file). Page 54 of 57 APS 2009 AO Conversion Process

55 Creating the ODBC Connection Go to the Start menu, select Settings and the Control Panel Select Administrative Tools Select Data Sources (ODBC) Click on the System DSN tab Click on the Add button AO conversion Process APS 2009 Page 55 of 57

56 Select Microsoft Visual FoxPro Driver from the list of available data sources, and then click on Finish. Type in Name: & Description: AO Ledger and select or type in the Server name that you will be connecting to. Select the radio button next to Free Table Directory and then browse to the MYOB Accountants Office Data Directory Click on OK to complete the setup. Page 56 of 57 APS 2009 AO Conversion Process

57 The Data Source should now show in the list, click on OK. AO conversion Process APS 2009 Page 57 of 57

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