WARNING: Once you have finished this process, every payment and invoice will no longer be allocated.This means that somebody will have to go across each of the accounts and manually allocate each invoice and payment! Taking this into consideration, it would be a good idea to archive away old data at a Year End before carrying out this procedure.
NOTE: Stock levels might be inaccurate after this procedure if transaction history has ever been cleared down. A stock take would be your best solution to this glitch. Alternatively, check the stock levels from the previous system with the product quantities of the new system and create a stock transaction for each difference to correct the physical quantities.
NOTE: Make a FULL backup prior to starting! Be sure it has EVERYTHING including layouts etc.
1. Click on CUSTOMERS > REPORTS > CUSTOMER DETAILS REPORTS > CUSTOMER RECORD CSV (EXTENDED)
2. Export to a CSV file (no selection filter)
3. Click on SUPPLIERS > REPORTS > SUPPLIER DETAILS REPORTS > SUPPLIER RECORD CSV (EXTENDED)
4. Export to a CSV file (no selection filter)
5. Navigate to NOMINAL LEDGER > REPORTS > NOMINAL DETAILS REPORTS > NOMINAL RECORD CSV (EXTENDED)
6. Export to a CSV file (no selection criteria)
7. Click on FINANCIALS > REPORTS > MISCELLANEOUS REPORTS > TRANSACTION CSV (EXTENDED)
8. Export to a CSV file (no selection filter)
9. Click on PRODUCTS > REPORTS > PRODUCT DETAILS REPORTS > PRODUCT RECORD CSV (EXTENDED)
NOTE: You may have to include an additional field to this report. When this procedure was written, "Last Purchase Price" was absent from the output report.
10. Export to a CSV file (no selection filter)
11. Navigate to PRODUCTS > REPORTS > PRODUCT DETAILS REPORTS > PRODUCT TRANSACTION CSV (EXTENDED)
11a. Amend the layout and delete the filter (The filter is within one of the options at the top). Re-save the report under 'My Reports' folder, and execute it.
12. Export to a CSV file (no selection criteria)
You now have all the data you require. But, you now have to perform a "search and replace" in the Financials CSV file as follows:
Change all "SR" entries to be "SA" transactionsAlter all "PP" entries to be "PA" transactions Amend all "SD" entries to be "SC" entriesAlter "PD" entries to be "PC" transactions
NOTE: Take note! Editing files in Excel will remove preceding or trailing zeros from most entries. Tip: To make "20" read as "0020", format the box as a custom format and type "0000" inside the format field.
13. Create a new instance of Sage Accounts and create a fresh company with the proper name, address, year end date, VAT details etc.
13a. Provide each bank account
13b. Change the chart of accounts if necessary.
13c. Enable 'Allow negative stock' in company preferences.
14. Navigate to FILE > IMPORT > CUSTOMER RECORDS
15. Browse to the Customer file you created in step 2 and import it.
16. Click on FILE > IMPORT > SUPPLIER RECORDS
17. Navigate to the Supplier file you created in step 4 and import it.
18. Navigate to FILE > IMPORT > NOMINAL RECORDS
19. Browse to the Nominal file you made step 6 and import it.
20. Click on FILE > IMPORT > AUDIT TRAIL TRANSACTIONS
21. Navigate to the Transaction file you made step 8 and import it.
22. Click on FILE > IMPORT > STOCK RECORDS
23. Browse to the stock file you made step 10 and import it.
24. Click on FILE > IMPORT > STOCK TRANSACTIONS
25. Browse to the stock transactions file you made step 12 and import it.
26. Retrieve the stationary documents and custom reports in from the previous data.
27. Reallocate the customer and supplier invoices and payments. Additionally, act upon any stock take issues if required.
End of guide.
