SAGE ACCPAC. Sage Accpac ERP. Converting from Simply Accounting by Sage

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1 SAGE ACCPAC Sage Accpac ERP Converting from Simply Accounting by Sage

2 2008 Sage Software, Inc. All rights reserved. Sage Software, Sage Software logos, and all Sage Accpac product and service names are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. All other trademarks are the property of their respective owners. Sage Software, Inc. Publisher No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed, or otherwise duplicated on any medium without written consent of Sage Software, Inc. Use of the software programs described herein and this documentation is subject to the Sage Software License Agreement enclosed in the software package.

3 Contents Overview of Simply Accounting Migration...2 Before Converting Simply Accounting Data...3 Create a New Company in Sage Accpac ERP...5 Fiscal Calendar Settings...7 Activate Sage Accpac ERP Applications...9 Check the Fiscal Calendar...12 Check the Multicurrency Option...12 Add Required General Ledger Accounts...13 Run the Simply Accounting Migration Program...15 Verify Converted Data after Migration...26 Converted Data in Sage Accpac ERP...28 Common Services...28 Tax Authorities...28 Tax Groups and Tax Classes...28 Banks...29 General Ledger...29 Account Segments and Account Structures...29 Account Groups...29 Accounts Payable...30 Options...30 Account Sets...30 Vendor Groups...30 Vendors...31 Accounts Receivable...31 Options...31 Account Sets...32 Interest Profiles and Terms Codes...32 Billing Cycles...32 Terms Codes...33 Converting from Simply Accounting i

4 Customer Groups Customers Salespersons Inventory Control Options Account Sets Categories Items Bills of Material Serialized Inventory Options Serial Number List Order Entry Miscellaneous Charges Purchase Orders Additional Costs G/L Integration Optional Fields Transactions Accounts Payable Accounts Receivable Order Entry Purchase Orders ii Sage Accpac ERP

5 Converting Simply Accounting by Sage to Sage Accpac ERP The Simply Accounting Migration program converts databases from Simply Accounting by Sage 2007 or Simply Accounting by Sage 2008 to Sage Accpac ERP. This document guides you through the process of converting your Simply Accounting data to Sage Accpac ERP. Converting your Simply Accounting data to Sage Accpac ERP involves the following general steps. 1. Create a new company in Sage Accpac ERP. Tip: Use the Setup Wizard to create the new company in Sage Accpac ERP. For information about setting up a company, see the section Create a New Company in Sage Accpac ERP, later in this document, or refer to the Sage Accpac ERP System Manager Administrator Guide. 2. Activate the Sage Accpac ERP applications you need, including Simply Accounting Migration. If you use the Setup Wizard to create the company, it will activate most of these applications. For more information about activating programs, see Activate Sage Accpac ERP Applications, later in this document. 3. Ensure that the fiscal year and functional currency match those used in Simply Accounting. 4. Add any general ledger accounts required in Sage Accpac ERP that do not exist in Simply Accounting. (Existing accounts are converted to Sage Accpac ERP during migration.) 5. Run the Simply Accounting Migration program. Converting from Simply Accounting 1

6 Overview of Simply Accounting Migration 6. Check data integrity in Sage Accpac ERP, and verify account balances and other converted information. Overview of Simply Accounting Migration The following flowchart outlines the steps for creating your Sage Accpac ERP system, activating Sage Accpac ERP programs, and converting your Simply Accounting data to Sage Accpac ERP. Install Sage Accpac ERP Do you require multicurrency accounting? Yes No Install Multicurrency Create the system and company databases Start Sage Accpac ERP Activate Administrative Services and Common Services Create the company profile (specifying the same currency as your Simply Accounting Company) and the fiscal calendar Activate required programs (back up after each activation) Add accounts required in Sage Accpac ERP for the modules you are converting, if the accounts do not exist in Simply Accounting Run the Simply Accounting Migration program Check data integrity, and enter setup information in each Sage Accpac ERP application 2 Sage Accpac ERP

7 Before Converting Simply Accounting Data Before Converting Simply Accounting Data The Simply Accounting Migration program is designed to convert your Simply Accounting by Sage data in one session. However, you need to complete the following procedures, first, to ensure that the conversion goes smoothly: Upgrade your Simply Accounting data, if necessary The Simply Accounting Migration program converts only Simply Accounting 2008 and Simply Accounting 2007 databases. If you are using a version earlier than Simply Accounting 2007, you need to upgrade your Simply Accounting data to Simply Accounting 2007 or Simply Accounting The easiest way to do this is to download a trial version of Simply Accounting to convert your data. Note: To convert a Simply Accounting 2008 database, you must have Simply Accounting 2008 installed on your computer during migration. Print Simply Accounting reports you can use to check converted data Print the following reports in Simply Accounting: Chart of Accounts Trial Balance Vendor Aged Detail report Inventory Synopsis report Customer Aged Detail report You can compare these reports with Sage Accpac ERP reports you print for your converted data, to ensure that all balances were converted correctly. Also, you can use the chart of accounts as a reference when determining the accounts to use for your Sage Accpac ERP account sets. Create the Sage Accpac company Create a company in Sage Accpac ERP to receive the converted data. See the next section, Create a New Company in Sage Accpac ERP, for more detailed information about this procedure. Converting from Simply Accounting 3

8 Before Converting Simply Accounting Data Establish account sets for subledgers; identify tax liability and bank accounts Identify the accounts you want to use for account sets in Sage Accpac Accounts Receivable, Accounts Payable, and Inventory Control. Also, identify the accounts to use for your tax liabilities and your Sage Accpac banks. See the section, Add Required General Ledger Accounts, for more information about accounts required during migration for all Sage Accpac ERP ledgers. Select Allow Fractional Quantities, if needed Use Multicurrency in Sage Accpac, if Simply Accounting is multicurrency If you are converting Inventory and Services and you have been using fractional quantities in Simply Accounting transactions, select the option Allow Fractional Quantities for the Sage Accpac company. (The option is located on the Processing tab of the I/C Options form, in Sage Accpac Inventory Control.) If you used multicurrency accounting in Simply Accounting, make sure you select the Multicurrency option for the Sage Accpac company and for each of the subledgers that use multicurrency. Be sure to use the same functional currency for the Sage Accpac company as you used for the Simply Accounting company. For more information, see Check the Multicurrency Option, later in this document. Create sufficient fiscal years in the Sage Accpac fiscal calendar Ensure that the Sage Accpac fiscal calendar includes the current year and two previous years. (Although Simply Accounting includes only one previous year, to carry forward balances into the previous fiscal year, Sage Accpac ERP requires one year before the previous fiscal year. In other words, you set up one year prior to your earliest fiscal year in your records.) For more information, see Fiscal Calendar Settings, later in this document. Turn off History Mode in Simply Accounting Make sure that History Mode is closed for all the modules in Simply Accounting before running the conversion program. 4 Sage Accpac ERP

9 Before Converting Simply Accounting Data Create a New Company in Sage Accpac ERP There are two ways to set up a company in Sage Accpac ERP. You can set up the company manually, as described in the System Manager Administrator Guide, or you can use the Setup Wizard to create the company. If you are setting up your company manually, you must first create a database and data source names for the system and for the company, and then use Database Setup to create the company. You must also activate Sage Accpac ERP programs and set up the company profile manually. Use the Setup Wizard to set up a new company We recommend that you use the Setup Wizard, which automatically creates the database and data source names, and activates Administrative Services, Common Services, Tax Services, Bank Services, and General Ledger. The Setup Wizard can also activate Accounts Receivable and Accounts Payable, if you installed these applications before using the wizard and you select the options to activate them. If you use the Setup Wizard to create the company: When setting up the fiscal calendar, enter the current fiscal year starting date used in Simply Accounting. Enter the fiscal year end two years ago as the oldest fiscal year, as shown in the following screen: Converting from Simply Accounting 5

10 Before Converting Simply Accounting Data For more detailed information on the fiscal calendar, see the section Fiscal Calendar Settings. If the Simply Accounting company is multicurrency, select the Multicurrency option for Sage Accpac ERP and for General Ledger, if required. Be sure that you specify the home currency used in Simply Accounting as the functional currency for Sage Accpac ERP. You cannot change the functional currency, later. Do not select the option to create General Ledger accounts or account groups. If you are converting the General module in Simply Accounting, the migration program will convert the accounts used in Simply Accounting to Sage Accpac ERP, and it will set up account groups for you. Select the option to allow posting to previous years. 6 Sage Accpac ERP

11 Before Converting Simply Accounting Data Activate Accounts Receivable and Accounts Payable, if you plan to convert the Customers and Sales and Vendors and Purchases modules from Simply Accounting. Note: Be sure to select the Multicurrency option for these programs, if your Simply Accounting company is multicurrency. Fiscal Calendar Settings Sage Accpac ERP requires one year before the previous fiscal to bring forward balances into the previous fiscal year and to create the fiscal sets necessary to post transactions for the current year. When creating a Sage Accpac ERP company to contain the Simply Accounting data, be careful about the dates you use to activate Administrative Services. The session date used for activation must be one year prior to the last fiscal year start date used in Simply Accounting. When deciding the session date to use, keep in mind that the last fiscal year depends on whether the Simply Accounting company uses two years of data (the current year and a previous year) or only one year (the current year). You must also ensure that the current year matches the one used in Simply Accounting when you activate General Ledger, and that you maintain the year before the last fiscal year for General Ledger. In this section, we will consider the Simply Accounting sample company, Universal, for which the current fiscal year uses the following dates: Fiscal Start date: 07/01/2014 Fiscal End date: 06/30/2015 Converting from Simply Accounting 7

12 Before Converting Simply Accounting Data Scenario 1: The Simply Accounting company has two fiscal years In this case, the last (previous) fiscal year for Universal company is defined as: Fiscal Start date: 07/01/2013 Fiscal End date: 06/30/2014 Therefore, the session date should be 07/01/2012 one year prior to the last fiscal year start date. When you activate Administrative Services, you would use 07/01/2013 as the fiscal year start date. When you activate General Ledger, you would use the following dates: Current Fiscal Year Starting Date: 07/01/2014 Oldest Fiscal Year: 2013 Scenario 2: The Simply Accounting company has only one fiscal year In this case, the last (previous) fiscal year for Universal company is defined as: Fiscal Start date: 07/01/2014 Fiscal End date: 06/30/2015 Therefore, the session date should be 07/01/2013. When you activate Administrative Services, you would use 07/01/2014 as the fiscal year start date. When you activate General Ledger, you would use the following dates: Current Fiscal Year Starting Date: 07/01/2014 Oldest Fiscal Year: Sage Accpac ERP

13 Before Converting Simply Accounting Data Activate Sage Accpac ERP Applications If you are setting up the company manually, you need to activate the following Sage Accpac ERP programs: G/L Subledger Services Tax Services Bank Services Depending on the Simply Accounting modules you are converting, you also need to activate: General Ledger (if you are converting the General module). Accounts Payable (if you are converting the Vendors and Purchases module). Accounts Receivable (if you are converting the Customers and Sales module). Note: You must activate General Ledger before you activate Accounts Payable or Accounts Receivable. Whether you used the Setup Wizard to create the Sage Accpac ERP company or you created the company manually, and depending on the Simply Accounting modules you are converting, you also need to activate: Inventory Control (if you are converting Vendors or Customers or the Item and Services module). Order Entry (if you are converting the Customers and Sales module). Purchase Orders (if you are converting the Vendors and Purchases module). Serialized Inventory (if you are converting serial numbers for serialized inventory items). Converting from Simply Accounting 9

14 Before Converting Simply Accounting Data Payroll is not converted Note: The Simply Accounting Migration program does not convert Simply Accounting Payroll to Sage Accpac ERP. To activate a Sage Accpac ERP application for your new company: 1. Open the new company in Sage Accpac ERP using the start date of the oldest fiscal year as the session date. You would use this session date to convert the Simply Accounting sample company to Sage Accpac ERP. Note: If the Simply Accounting company has two years data, the session date must be one year prior to the previous fiscal year s start date in Simply Accounting. If the Simply Accounting company has only the current year s data, the session date must be one year prior to the current fiscal year s start date in Simply Accounting. If you are setting up the Sage Accpac ERP company manually, enter the same session date to activate Common Services, and then click Proceed. You would use this fiscal year starting date to activate Common Services for the Simply Accounting sample company. 2. Click the Data Activation icon in the Administrative Services folder. The program displays the following message: 10 Sage Accpac ERP

15 Before Converting Simply Accounting Data 3. Click Yes to proceed with activation. The Data Activation dialog box appears: Data Activation dialog box If you used the Setup Wizard to create the company, most of these applications will be activated already. 4. For each application in turn, select the application from the list of programs, and then click Activate. Note: You must activate applications in the following order: General Ledger G/L Subledger Services Tax Services Bank Services Accounts Payable Accounts Receivable Inventory Control Order Entry Purchase Orders Simply Accounting Migration The following screen appears, displaying the application you selected: Converting from Simply Accounting 11

16 Before Converting Simply Accounting Data The Activation dialog box may require more information than the illustration above. For example, for General Ledger, you also need to enter the Oldest Fiscal Year Starting Date and the Current Fiscal Year for your company, as shown here: See the section, Fiscal Calendar Settings, earlier in this document for more information. 5. Click Proceed. 6. Back up your data after you finish activation. Check the Fiscal Calendar Create calendars for all years referenced by your data Before you convert your data, check the fiscal calendar in the Common Services folder to ensure that the current fiscal year is the same as the current fiscal year used in Simply Accounting. Also, make sure that all the periods are unlocked. For more information on creating the fiscal calendar, refer to the online Help for the Fiscal Calendar window, or to the System Manager Administrator Guide. Check the Multicurrency Option If you use Multicurrency accounting Functional currency If you are converting a multicurrency database, you must select the Multicurrency option and specify the functional currency for the Sage Accpac ERP company and for each subledger before you run the migration program. It is very important to enter the correct code for the functional currency. The functional currency you specify in the Sage Accpac 12 Sage Accpac ERP

17 Before Converting Simply Accounting Data ERP company profile must be the same as the home currency in Simply Accounting. Otherwise, the migration program will not run. If you use the Setup Wizard to create the new company, you choose the Multicurrency option and the functional currency using the wizard. If you are setting up the new company manually, or if you did not select the option using the Setup Wizard, select the Multicurrency option on the Company Profile Options tab after you create the company. Note: After you click OK to accept the company profile information, you cannot change the functional currency. If you are setting up the new company manually, or if you did not select the Multicurrency option for Accounts Payable or Accounts Receivable using the Setup Wizard, select the option on the Processing tab of the Options form for these programs. If the euro is your functional currency Note: If you use the euro as your functional currency, you must also specify a reporting currency. Add Required General Ledger Accounts During migration, the Simply Accounting Migration program prompts you to identify various accounts required for Sage Accpac ERP applications. Use the Chart of Accounts you printed in Simply Accounting to identify the account number to use for each of the following required Sage Accpac Accounts: Accounts required for General Ledger Transfer Adjustment G/L Write Off Credit Card Charges Tax Liability Converting from Simply Accounting 13

18 Before Converting Simply Accounting Data If you use multicurrency, you also need these accounts: Exchange Gain Exchange Loss Rounding If the Simply Accounting company does not include an account required by a Sage Accpac ERP application you plan to use, you must add the account to your Sage Accpac ERP General Ledger. Accounts required for Accounts Payable Accounts required for Purchase Orders Accounts required for Accounts Receivable If you are converting the Vendors and Purchases module, you need the following accounts for Accounts Payable: Payables Control Purchase Discounts Prepayment Unrealized Exchange Gain Unrealized Exchange Loss Realized Exchange Gain Realized Exchange Loss Exchange Rounding If you are converting the Vendors and Purchases module, you need the following accounts for Purchase Orders: Default Inventory Expense Default Cost Expense Non Inventory Payables Clearing Exp. Additional Cost Payables Clearing If you are converting the Customers and Sales module, you need the following accounts for Accounts Receivable: Receivables Control Receipt Discounts Prepayment Liability Write Offs Interest Income Unrealized Exchange Gain Unrealized Exchange Loss 14 Sage Accpac ERP

19 Run the Simply Accounting Migration Program Realized Exchange Gain Realized Exchange Loss Exchange Rounding Accounts required for Inventory Control If you are converting the Vendors and Purchases, Customers and Sales, or Inventory and Services module, you need the following accounts for Inventory Control: Sales Cost Variance Return Account Damaged Goods Cost Of Goods Sold Inventory Control Payable Clearing Adjustment Write Off Assembly Cost Credit Non Stock Clearing Transfer Clearing Shipment Clearing Disassembly Expense Physical Inventory Adjustment Credit/Debit Note Clearing Now that you have installed Sage Accpac ERP programs, created a company and system database, and activated System Manager and Sage Accpac ERP programs, you are ready to convert your Simply Accounting data for Sage Accpac ERP. Run the Simply Accounting Migration Program The Simply Accounting Migration program lets you choose the Simply Accounting modules you want to convert to Sage Accpac ERP. As it guides you through the conversion process, it prompts you for additional information that is not included in the Simply Accounting modules you are converting. Converting from Simply Accounting 15

20 Run the Simply Accounting Migration Program Simply Accounting data is not changed The Sage Accpac ERP conversion process makes no changes in your original Simply Accounting data. It creates a new, separate version of the data in the company database you create for it in Sage Accpac ERP. The migration program is designed to convert your Simply Accounting data at a single stretch. If the conversion process stops for some reason (for example, because of power failure), the next time you run Simply Accounting Migration, the program resumes where it terminated. If you are working with a copy of your data (for example, if you used the Save As command or Save A Copy command in Simply Accounting to create the database you want to convert), you must open the Simply Accounting database at least once before converting the data. Note: You must have administrator rights in Simply Accounting and in Sage Accpac ERP to run the conversion program. To convert your Simply Accounting data to Sage Accpac ERP: 1. In the Simply Accounting Migration folder, click the Simply Accounting Migration icon. A Welcome screen appears. 16 Sage Accpac ERP

21 Run the Simply Accounting Migration Program 2. Click Next to display the following screen: Only the sysadmin user can run the migration program. 3. Complete the fields on this screen as follows: Simply Accounting Version: Select the version of Simply Accounting from which you are converting. Simply Accounting Database. Specify the location, including the path, and the name of the database you want to convert. For example: Converting from Simply Accounting 17

22 Run the Simply Accounting Migration Program C:\Program files\winsim\samdata\premium\universl.sdb You can use the Browse button to select the database file. The database must be consistent with the version of Simply Accounting you specified. Login Name / Password. Enter the name and password you use to log into the Simply Accounting database. Modules / Convert. Double click the Convert column for each Simply Accounting module you want to convert. General Ledger If General Ledger is activated in Sage Accpac ERP, you must convert the Simply Accounting General ledger module. Inventory & Services You must select Inventory and Services for conversion if you plan to convert the Simply Accounting Customer module, or if you want to convert Simply Accounting items as inventory items. If you convert the Simply Accounting Vendors and Purchases module without converting Inventory and Services, Simply Accounting items are converted as noninventory items in Sage Accpac Purchase Orders. Customers & Sales / Include OE Orders Vendors & Purchases / Include PO Orders Select Customers and Sales for conversion only if you have activated Accounts Receivable for the new company in Sage Accpac ERP. Select the option Include OE Orders if you have activated Order Entry for the new company. Select Vendors and Purchases for conversion only if you have activated Accounts Payable for the new company in Sage Accpac ERP. Select the option Include PO Orders if you have activated Purchase Orders for the new company. 4. Click Next. The next screen that appears lets you specify default codes to identify your data in Sage Accpac ERP. 18 Sage Accpac ERP

23 Run the Simply Accounting Migration Program 5. The migration program assigns these prefixes and codes to records and transactions during conversion. You can accept the default prefixes and codes displayed on this screen, or you can change them. 6. Click Next when you are satisfied with the codes. 7. Click Convert to import common services and general ledger data from Simply Accounting to Sage Accpac ERP. Converting from Simply Accounting 19

24 Run the Simply Accounting Migration Program The program then displays the following screen: 8. Click Next. Click the Finder to display a convenient list from which you can select the information you want to use in a particular field. 9. On this screen, specify the general ledger accounts you want to use for your Sage Accpac ERP banks, or select the accounts using the Finder, and then click Next. 20 Sage Accpac ERP

25 Run the Simply Accounting Migration Program 10. Click Convert. The program completes Phase 2 of the conversion, and then displays the following screen: 11. Click Next. The program now displays a series of screens that let you enter information for the modules you selected for conversion. Converting from Simply Accounting 21

26 Run the Simply Accounting Migration Program If you are converting the Vendors and Purchases module, the next screen that appears lets you choose the accounts you want to use for your Accounts Payable data. 12. Use the Finders to select the default bank code and the default payment code, and the general ledger accounts you want to use for Accounts Payable, and then click Next. If you are converting the Customers and Sales module, the following screen appears, letting you specify the accounts to use for your Accounts Receivable data: 22 Sage Accpac ERP

27 Run the Simply Accounting Migration Program 13. Use the Finders to select the default bank code and the default payment code, and the general ledger accounts you want to use for Accounts Receivable, and then click Next. If you are converting the Items and Services module, the following screen appears: 14. Use the Finders to select the general ledger accounts you want to use for Inventory Control categories and account sets. Converting from Simply Accounting 23

28 Run the Simply Accounting Migration Program Note: You cannot specify an account that is a group account in Simply Accounting for any of the clearing accounts. You must specify a sub group account. 15. Click Next. 16. Enter the general ledger accounts you want to use for Purchase Orders, or use the Finder to select the accounts. Note: You cannot specify an account that is a group account in Simply Accounting for any of the clearing accounts. You must specify a sub group account. 17. Click Next. 24 Sage Accpac ERP

29 Run the Simply Accounting Migration Program 18. Click Convert to proceed. Once the program processes Phase 3 of the conversion, the following screen appears: Leave the option View The Migration Log Now selected. Converting from Simply Accounting 25

30 Verify Converted Data after Migration 19. Click Finish. Verify Converted Data after Migration After converting your Simply Accounting data to Sage Accpac ERP, follow these steps to check your Sage Accpac ERP data to make sure it is complete and correct. 1. If the log file lists any transactions that were not converted during migration, process them manually. 2. Check data integrity. Use the Data Integrity icon in Administrative Services to check the integrity of your converted data, following the instructions in Chapter 11 of the System Manager User Guide. 3. Back up your data. Make a backup copy of your converted data, following the instructions in Chapter 11 of the System Manager User Guide. 4. In Bank Services, check taxes, bank, and credit card information. 5. Reconcile your bank accounts. Manual bank reconciliation Note: Migration does not convert bank reconciliation information. You must perform a manual bank reconciliation to complete the migration process. (See the System Manager User Guide for information about reconciling bank accounts in Sage Accpac ERP). 6. Check your General Ledger accounts and balances to make sure they agree with the balances in Simply Accounting. a. In Sage Accpac ERP General Ledger, print the Chart of Accounts and the Trial Balance. b. Using the Chart of Accounts you printed in Simply Accounting: 26 Sage Accpac ERP

31 Verify Converted Data after Migration Verify that the account information is correct in Sage Accpac ERP General Ledger. Verify for each account that the Normal Balance setting (either debit or credit) is correct. c. Using the Trial Balance you printed in Simply Accounting, verify that the balance is correct for each account in Sage Accpac ERP General Ledger. 7. Correct errors in Sage Accpac ERP before you create and print financial reports. 8. In Accounts Payable: a. Print the Vendor Transactions report using the Vendor Transactions icon in the Transaction Reports folder. Select all transaction types and the option to print vendors with a zero balance. b. Compare this report with the Vendor Aged Detail report in Simply Accounting. 9. In Accounts Receivable: a. Print the Customer Transactions report using the Customer Transactions icon in the Transactions Reports folder. Select all transaction types, and select the option to print customers with a zero balance. b. Compare this report with the Customer Aged Detail report in Simply Accounting. 10. In Inventory Control: a. Use the icons in the Stock Control Reports folder to print the following reports: Item Status report Item Valuation report Converting from Simply Accounting 27

32 Converted Data in Sage Accpac ERP Select the Profile, Optional Fields, Quantity By Location, and Total Quantities options. b. Compare the item quantities on these reports to those on the Inventory Synopsis report you printed from Simply Accounting. The quantities should be the same on all reports. Converted Data in Sage Accpac ERP The following sections describe how your Simply Accounting data is used in Sage Accpac ERP, where there are significant differences between the two programs. Common Services Tax Authorities The migration program generates a separate tax authority for each currency used. Simply Accounting does not maintain separate tax authorities for each currency. The program also assigns the Sales Tax Liability Account used in Simply Accounting as the Tax Liability Account for each tax authority in Sage Accpac ERP. Tax Groups and Tax Classes The migration program converts the tax codes used in Simply Accounting to tax groups in Sage Accpac ERP. It also creates a separate tax group for each currency. Note that Sage Accpac ERP uses both tax groups and tax classes, whereas Simply Accounting uses only tax codes. Tax class, in Sage Accpac ERP, refers to a type of customer or vendor, and is used to determine tax liability. 28 Sage Accpac ERP

33 Converted Data in Sage Accpac ERP In Sage Accpac ERP, tax classes are maintained for each tax authority. Therefore, the migration program creates for each tax authority, a tax class for each combination of transaction type (sales or purchase) and class type (items, customers, or vendors). After migration, you need to specify for each tax authority which tax classes are exempt from tax and which ones are liable. Banks In Simply Accounting, banking details are maintained separately for accounts that use the BANK account class. In contrast, in Sage Accpac ERP, bank records are maintained separately for each bank, and the bank records contain account information. During conversion, the migration program creates a separate bank record for each Simply Accounting account that uses a BANK account class. It assigns the same bank account that was used in Simply Accounting to the Sage Accpac ERP bank record. It also assigns to each bank record the write off account and credit card charges account you specified during conversion. General Ledger Account Segments and Account Structures The migration program creates a default account structure using one account segment (ACC). If you used departmental accounting in Simply Accounting, migration creates an additional account structure (ACCDEP) that includes an account segment and a department segment. Account Groups The account classes used in Simply Accounting are converted to account groups in Sage Accpac ERP. Converting from Simply Accounting 29

34 Converted Data in Sage Accpac ERP Accounts Payable Options The migration program assigns default settings on the A/P Options form, unless you changed the selections when you set up the Sage Accpac ERP company. The exceptions are: The aging periods on the Processing tab, which uses the three aging periods specified in Simply Accounting for the Vendors and Purchases module. The default bank code and the default payment code on the Transactions tab. These codes are specified during migration. Account Sets Account sets in Sage Accpac ERP are similar to linked accounts in Simply Accounting. In Sage Accpac ERP, you can use only one currency for an account set. However, you can define more than one account set for each application. Therefore, the migration program creates one account set in Accounts Payable for each vendor currency. For account sets that do not use the functional currency, the program also includes the accounts you identified during migration for exchange gains and losses and for exchange rounding. Vendor Groups The migration program creates one vendor group for each currency used in the Vendors and Purchases module. The program assigns to the vendor group the tax group created for that currency. 30 Sage Accpac ERP

35 Converted Data in Sage Accpac ERP Vendors The migration program creates a vendor record in Sage Accpac ERP for each vendor in Simply Accounting, assigning to the vendor record the vendor group that uses the same currency as the vendor. The account set, bank code, terms code, payment code, and tax group from the vendor group record are assigned to the vendor. While there is no limit to the number of characters you can use for a vendor name in Simply Accounting, Sage Accpac ERP limits the vendor number to twelve characters. Therefore, in assigning a vendor code to vendor records in Sage Accpac ERP: If the vendor name in Simply Accounting used three or more words, the vendor code in Sage Accpac ERP uses the initial letter of each word, until the number reaches the limit of 12 characters. If the vendor name in Simply Accounting used two words, the vendor code in Sage Accpac ERP uses the first two letters from each word. If the vendor name in Simply Accounting is one word, the vendor code in Sage Accpac ERP uses the first four letters of each word. If an existing vendor record already uses the code, then the last letter will be replaced with a numeric value. Accounts Receivable Options The Sage Accpac ERP company uses default settings on the A/R Options form, unless you changed the selections when you set up the company. Converting from Simply Accounting 31

36 Converted Data in Sage Accpac ERP The exceptions are: The aging periods on the Statement tab, which uses the three aging periods specified in Simply Accounting for the Customers and Sales module. The default bank code and the default payment code on the Transactions tab. These codes are specified during migration. Account Sets Migration creates one account set in Accounts Receivable for each customer currency. For account sets that do not use the functional currency, the program also includes the accounts you identified during migration for exchange gains and losses and for exchange rounding. In addition, account sets created for Accounts Receivable include the write off account you specified during migration. Interest Profiles and Terms Codes In Simply Accounting, you specify one interest rate for overdue accounts for the Customers and Sales module. In Sage Accpac ERP, you can create any number of interest profiles and apply them to individual customers. Migration creates one interest profile using the interest options specified in Simply Accounting for the Customers and Sales module. Similarly, in Simply Accounting, you specify early payment terms for the Customers and Sales module, whereas in Sage Accpac ERP, you can specify any number of terms codes for customers. Migration creates one terms code in Sage Accpac ERP using the early payment terms specified in Simply Accounting. Billing Cycles Although they are used in Sage Accpac ERP to invoice interest and issue statements to customers at different frequencies, billing cycles are not used in Simply Accounting. The migration program creates one weekly billing cycle for Sage Accpac ERP. 32 Sage Accpac ERP

37 Converted Data in Sage Accpac ERP Terms Codes Simply Accounting does not use terms codes, but it does use early payment terms in customer records. The migration program extracts the early payment terms from the Simply Accounting customer records to create terms codes in Sage Accpac ERP. If the setting Calculate Early Payment Discounts Before Tax is used in Simply Accounting, the program selects Included for the option Calculate Base For Discount With Tax in Sage Accpac ERP. The program does not create any terms codes with multiple payment schedules. Customer Groups The migration program creates one customer group for each currency used in the Customers and Sales module, and assigns the billing cycle and interest profile created during migration to all the groups. The program assigns to the customer group the tax group created for that currency. The program also assigns the default Open Item account type to all customer groups. Customers The migration program creates a customer record in Sage Accpac ERP for each customer in Simply Accounting, assigning to the customer record the customer group that uses the same currency as the customer. The account set, terms code, billing cycle, interest profile, and tax group used for the customer group are also assigned to the customer record. Salespersons The migration program creates a salesperson record in Sage Accpac ERP for each Simply Accounting employee. Converting from Simply Accounting 33

38 Converted Data in Sage Accpac ERP Inventory Control Options The migration program assigns default settings for all the fields on the I/C Options form, except aging periods. The aging periods used for Vendors and Purchases in Simply Accounting are used for Sage Accpac Inventory Control. Account Sets The migration program creates an account set in Inventory Control for each inventory asset account in Simply Accounting. Each Inventory Control account set also includes the clearing accounts, the disassembly expense account, and the physical inventory adjustment account specified during migration, as well as the item assembly and adjustment write off accounts specified in the Inventory and Services module in Simply Accounting. The program also assigns the costing method specified for Inventory and Services in Simply Accounting to account sets in Sage Accpac Inventory Control. However, it assigns User Specified as the costing method for account sets used for uncategorized items and services. Categories Like their counterparts in Simply Accounting, categories in Sage Accpac ERP let you organize inventory items into logical groups for reporting and other purposes. They also let you allocate sales, returns, cost of goods sold, cost variance, and damaged goods amounts for different kinds of items to different sets of general ledger accounts. The migration program creates a category in Inventory Control for each category used for Inventory and Services in Simply Accounting, and associates with each one the returns and damaged goods accounts you specified during migration. The sales, cost of goods 34 Sage Accpac ERP

39 Converted Data in Sage Accpac ERP sold, and cost variance accounts are the revenue, cost of goods sold, and variance accounts used for the items in Simply Accounting. If you do not use categories in Simply Accounting, the migration program generates the categories automatically using the prefixes you specified during migration. Items The migration program converts Simply Accounting items to Sage Accpac ERP items. The program assigns a Sage Accpac ERP category code compatible with the revenue, cost of goods sold, and cost variance accounts used for the item in Simply Accounting. Bills of Material In Simply Accounting, you can build an item from a bill of materials (specified on the Build tab in the item record), or you can assemble the item on the fly, in the Item Assembly window. In Sage Accpac ERP, however, all items you assemble must use a bill of materials. Therefore, whether items are assembled from a bill of materials or on the fly in Simply Accounting, the migration program creates a corresponding bill of materials record in Sage Accpac ERP. For items assembled from a bill of materials in Simply Accounting, the items listed on the Build tab in the item record are used to create the bill of materials. For items assembled on the fly, the items listed in the assembly transaction are used to create the bill of materials. If you want to continue to sell component items on the fly, in Sage Accpac ERP, consider using kitting items. Converting from Simply Accounting 35

40 Converted Data in Sage Accpac ERP Serialized Inventory Options The migration program assigns default settings for all the options on the S/I Options form, except for the Mask tab. The default mask assigned to serial numbers is Mixed Case Printable. Serial Number List The migration program converts serial numbers assigned to items in Simply Accounting Inventory and Services records. You can view the converted serial numbers using the S/I Serial Number List, in Sage Accpac Serialized Inventory. Order Entry Miscellaneous Charges The migration program creates one miscellaneous charge code for freight for each customer currency. It sets the freight account used for the Customers and Sales module in Simply Accounting as the revenue account for each miscellaneous charge code. Purchase Orders Additional Costs The migration program creates one additional cost code for freight for each vendor currency. It sets the freight account used for the Vendors and Purchases module in Simply Accounting as the expense account for each additional cost code. It also sets No Proration as the proration method for each additional cost. 36 Sage Accpac ERP

41 Converted Data in Sage Accpac ERP G/L Integration For all options except accounts on the G/L Integration form in Sage Accpac Purchase Orders, the migration program assigns the default settings. The program also assigns the accounts you specified for Purchase Orders during migration. Optional Fields Simply Accounting uses Additional Information fields to store optional information for accounts, customers, vendors, employees, inventory and service items, and transactions. If you use Transaction Analysis and Optional Field Creator (a program available separately from Sage Accpac ERP), additional information is converted as optional fields for the corresponding records and transactions in Sage Accpac ERP. Transactions This section describes how Simply Accounting transactions are converted to Sage Accpac ERP transactions. Note: The migration program assigns to transactions in Sage Accpac ERP the account sets and tax information defined during migration for the Sage Accpac ERP vendor, customer, or inventory item. Accounts Payable Payments The migration program converts vendor payments to Payment transactions in Sage Accpac Accounts Payable, as follows: The default bank code specified for Accounts Payable during migration is used as the bank for a payment. Converting from Simply Accounting 37

42 Converted Data in Sage Accpac ERP The bank s statement currency is used as the default currency for a payment. The check number from Simply Accounting is used for the payment in Sage Accpac Accounts Payable. (The Print Check option in the Payment Entry form is not selected.) Prepayments Invoices Payments entered in Simply Accounting that are not applied to particular invoices are converted to Prepayment transactions in Sage Accpac Accounts Payable. The prepayment can be applied to purchase invoices, later. The migration program converts Simply Accounting purchase invoices to Accounts Payable invoices in Sage Accpac ERP. The vendor s terms code is assigned to the invoice. If freight is associated with the Simply Accounting invoice, the migration program assigns the additional cost code that uses the vendor currency. (See the section Additional Costs, earlier in this document.) Credit notes The migration program creates credit notes for purchase returns, and posts them in Accounts Payable. (A credit note can be applied, later, to other documents for a vendor.) Accounts Receivable The migration program converts Simply Accounting receipts to Receipt transactions in Sage Accpac Accounts Receivable, as follows: The default bank code specified for Accounts Receivable during migration is used as the bank for a receipt. The bank s statement currency is used as the default currency for a payment. The check number from Simply Accounting is used for the payment in Sage Accpac Accounts Payable. (The Print Check option in the Payment Entry form is not selected.) 38 Sage Accpac ERP

43 Converted Data in Sage Accpac ERP Unapplied cash Invoices Receipts entered in Simply Accounting that are not applied to particular invoices are converted to Unapplied Cash transactions in Sage Accpac ERP. The unapplied cash receipt can be applied to sales invoices, later. The migration program converts Simply Accounting sales invoices to Accounts Receivable invoices in Sage Accpac ERP. If freight charges are associated with the Simply Accounting invoice, the migration program adds a detail line for freight using a miscellaneous charge code. If a salesperson is used on the Simply Accounting invoice, the migration program adds the salesperson to the invoice. Credit notes The migration program creates credit notes in Sage Accpac Accounts Receivable for negative sales invoices, or sales returns. If a sales return required a refund, the migration program also creates a refund entry in Accounts Receivable. The migration uses the prefix CN in the document number to identify a credit note, and it uses the prefix R to identify a refund. Order Entry Open sales orders and sales quotes from Simply Accounting are converted to their counterpart orders and quotes in Sage Accpac Order Entry. If freight charges are associated with a sales order or a quote in Simply Accounting, the migration program creates a miscellaneous charge record for the shipper in Sage Accpac ERP, and adds a detail line for the miscellaneous charge to the Sage Accpac ERP sales order or quote. (See the section Miscellaneous Charges, earlier in this document.) If an order or a quote includes a salesperson, the migration program converts Simply Accounting employees to salesperson records in Sage Accpac ERP, and it adds the salesperson to the order or quote. (See the section Salespersons, earlier in this document.) Converting from Simply Accounting 39

44 Converted Data in Sage Accpac ERP Purchase Orders Simply Accounting lets you enter purchase quotes and purchase orders. However, in Sage Accpac ERP, you can enter purchase orders, only. The migration program converts purchase quotes to standing orders in Sage Accpac ERP, and it converts Simply Accounting purchase orders to Active purchase orders. The vendor s terms code is assigned to the purchase order. For non stock items, the non stock clearing account associated with item s account set is assigned to the document. 40 Sage Accpac ERP

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