 NOTE: This article and it's contents are provided as a guideline for migrating from Sage 200 Professional to Sage 200 Standard with steps we have tested with. That isn't to say that these steps will necessarily work for all customer data due to the differing configuration, data size and bespoke integration. If you have problems when attempting to migrate in this way, we would suggest exporting information from Sage 200 Professional and importing into Sage 200 Standard which has been the accepted process for some time.
 CAUTION: It is imperative before attempting any migration to make sure that a customer is not using features in 200 Professional that aren't available in Standard Online or that they are aware these won't be available. To help with this, please see this article which outlines the main differences between the variants and whether migration is possible.
Points to note before altering settings - The customer is not using any cloud connected services such as Bank feeds or GoCardless, migration with these features enabled has not been tested
- Ensure all UserID settings are removed prior to migration and reapplied once data has been migrated successfully including -
- SOP User Permissions
- Accounting Period Permissions
- POP Authorisation Rules
- POP Authorisation Requisitions Rules
- Out of Office Rules
- Alternative Authorisation Rules
- Outstanding authorisation items such as orders or requisitions are dealt with
- Make sure all pending postings for Sales ledger, Purchase ledger, Nominal and Cash book are processed prior to migration as pending transactions is not an option in 200 Standard.
- Migration is not possible if additional roles or document types have been created.
- Archive/Purge historical data from the system prior to migrating.
- Delete any suggested payment reports from Purchase Ledger > Payment Processing prior to migration.
- Deal with all disputed invoices prior to migration, information here.
- Any list view columns filters will need to be recreated after migration, these can't be transferred over.
- If default settings described below can't be changed in the customer data, no migration can take place and we'd suggest exporting and importing data.
- The effect of users having attachments or document storage prior to migration has not been tested.
The testing performed has been limited but no specific performance issues were noted during processing such as - Month end, Year end, Verify data, SOP and POP Processing, Running reports, Running layouts. We'd strongly suggest that these are ran in a UAT environment prior to a customer going live to make sure there aren't performance issues. NOTE: Some settings in Professional are hidden in the Standard variant. It is important that these settings are matched to Standard prior to Migrating, otherwise there could be issues down the line with processing or updates to the software. CAUTION: All settings must be changed as per the below documentation, for example, if a customer only has Financials and doesn't use Commercials, the Commercials settings must also be changed prior to any migration.
Preliminary Steps
Settings
Accounting System Manager > Settings > System Settings - If 'Update the nominal ledger immediately once transactions are entered' is disabled, a user would need to make sure all transactions are posted from pending prior to migration.
Operational Settings | Setting | Mandatory Value | | Number of open accounting periods permitted | Set to 12 | | Split postings between cost centres for balance sheet accounts | Disabled | | Update the nominal ledger immediately once transactions are entered | Enabled | | Consolidate Intrastat | Enabled | | Consolidate Intrastat Value | 0.00 | | Use Period Exchange Rates | Enabled | | Use Segmented addresses | Enabled | Transactional Settings | Setting | Mandatory Value | Mandatory SubValue | Amendable in Standard | | Allow additional transaction analysis | Enabled | - | - | | Name of analysis heading | Transaction Analysis | - | Yes | | Transaction Date Validation | Set to Use Accounting period based validation | Drop downs set to Acceptable | - | | Accounting Period Validation | Different accounting periods | Not Allowed | - | Currencies and Exchange Rates
Accounting System Manager > Settings > Currencies and Exchange Rates - Ensure all exchange rates are set to Amendable - All
- If there are different nominals set for currencies, set these to either one default nominal across all currencies (with no cost centre or department) or remove the nominal and leave it empty for Standard to pick up the nominal account from the default nominal codes list.
 TIP: If the system does not allow you to do this, you may need to disable 'Restrict account selection...' in Nominal Ledger Settings. Sales Ledger
Document Messages
Sales Ledger > Utilities > Ledger Set Up > Document Messages - Ensure all document messages are removed prior to migration
CAUTION: If the customer has setup additional Roles or Document types, they cannot migrate unless they can reduce down to the defaults found in Standard. Sales Ledger Accounts
Sales Ledger > Sales Accounts > Amend Account Details
| Setting | Value | | Keep Transactions For | 36 - Archiving not available in Standard | | Finance Charges | (No Charge) | | Associated head office | Null | | Use consolidated billing | Disabled | | Account Type | Open - If this can't be changed, migration is not possible | CAUTION: If the customer has made use of finance charges in the past, ensure that the DateFinanceChargeLastRun field in the SLCustomerAccount table is set to NULL prior to migration. This would need to be carried out within SQL directly as it isn't a field found in the software UI. Settings
Sales Ledger > Utilities > Ledger Set Up > Ledger Settings | Setting | Mandatory Value | | Copy Statements for head offices | Disabled | | Allow Batch Processing | Enabled | | Automatically generate customer numbers | Disabled | | Allow additional transactional analysis | Enabled | | Keep transactions for (calendar months) | 36 | | Archive Transactions after this period | Disabled | | Maximum transactions to display | 100 | | Show Outstanding Transactions only | Enabled | | Number of Days | 30 | | Use foreign currency revaluation | Enabled | | Charge compound interest | Disabled | TIP: Ensure if the customer is using batch postings that these are processed prior to migration. Sales Ledger Trading Periods
Sales Ledger > Utilities > Ledger Set Up > Ledger Trading Periods - Sales ledger trading periods must be set to same as accounting periods
Purchase Ledger - Ensure the database has no outstanding Suggested Payments by either processing what is currently in the file or deleting the report prior to migration
CAUTION: Due to the migration removing the payment groups, if there are outstanding items in the payment file it could cause issues in the database. Settings
Purchase Ledger> Utilities > Ledger Set Up > Ledger Settings | Setting | Value | | Electronic bank payment | Enabled | | Allow Batch processing | Enabled | | Automatically generate supplier numbers | Disabled | | Allow additional transaction analysis | Enabled | | Keep transactions for | 36 | | Archive transactions after this period | Disabled | | Show outstanding transactions only | Enabled | | Maximum payment value to be generated | £0.00 | | Use foreign currency revaluation | Enabled | | All accounts use the same payment method | Disabled | | Update | Enabled | | Summarise | Disabled | TIP: Ensure if the customer is using batch postings that these are processed prior to migration. CAUTION: If the customer has setup additional Roles or Document types, they cannot migrate unless they can reduce down to the defaults found in Standard. Purchase Ledger Accounts
Purchase Ledger > Purchase Accounts > Amend Account Details
| Setting | Value | | Keep Transactions For | 36 - Archiving not available in Standard | | Account Type | Open - If this can't be changed, migration is not possible | Purchase Ledger Trading Periods
Purchase Ledger > Utilities > Ledger Set Up > Ledger Trading Periods - Purchase ledger trading periods must be set to same as accounting periods
Suggested Payments
Purchase Ledger > Period End Routines > Payment Processing - Ensure all payments in the report are processed or deleted prior to migration. Due to a script removing the payments groups to then replace with the Standard variants, database problems can be caused otherwise.
Sales Order Processing - Customers who have orders that are Direct Delivery will need to process these orders and corresponding Purchase Orders to completion. Any orders that require SOP Print acknowledgments would need to be progressed past this stage as this option is disabled and Orders would not be able to progress once migrated. Orders that have free text or service lines that require confirmation as Free text or Service would also need to be completed.
- Ensure that Next Invoice Number and Next Credit Note number are set to the same value.
Settings
Sales Order Processing > SOP Utilities > System Set Up > SOP Settings | Setting | Value | | Automatically generate order and return numbers | Enabled | | Show the order number when order confirmed | Enabled | | Use the same sequence of numbers for both invoice and credits notes | Disabled | | Use the separate sequence of numbers for both invoice and credits notes | Enabled | | Both standard and free text items | Enabled | | Standard items only | Disabled | | Free text items only | Disabled | | Analysis Codes (amendment of - order line entry) | Enabled | | Allow amendment of Nominal Codes | Enabled | | Analysis codes (amendment of - order header entry) | Enabled | | Stock Item revenue account (use same nominal code as) | Enabled | | Customer account (use same nominal code as) | Disabled | | Use same cost centre and department as customer account | Enabled | | Stock issues account (same nominal code as) | Disabled | | Asset of stock account (same nominal code as) | Disabled | | Allow cash order to be taken using account | Disabled | | Allow quotation and pro-formas to be entered for prospect, using the account | Disabled | | Allocate Stock on order entry | Enabled | | Allow Picking lists to be amended | Enabled | | Order despatch is confirmed (Update stock) | Enabled | | Invoice is posted (Update stock) | Disabled | | Use invoice date on stock history | Disabled | | Text order lines | Confirm with goods Despatched/Received | | Service/Labour order lines | Confirm with goods Despatched/Received | | Record details of cancelled order for future analysis | Enabled | | Add directly to Sales ledger | Enabled | | Print picking lists for orders | Enabled | | Manually print picking lists | Enabled | | Automatically print picking lists as part of order entry allocation | Disabled | | Print order acknowledgements for orders | Disabled | | Use exchange rates when printing invoices and credit notes from sales orders | Enabled | | Edit exchange rates when printing invoices and credit notes from sales orders | Enabled | | Print numbers on order acknowledgements (Batch and serial number printing) | Disabled | | Print numbers on despatch notes (Batch and serial number printing) | Disabled | | Print numbers on invoices (Batch and serial number printing) | Disabled | | Show unallocated Items on picking list | Disabled | | Show Undespatched / Unallocated items on Despatch note | Disabled | Purchase Order Processing - Any purchase orders that have been generated from Direct Delivery Sales Orders must be complete before migration. Orders that have free text or service lines that require confirmation as Free text or Service would also need to be completed. Unauthorised Purchase Orders should be Authorised prior to migration as the UserID’s that will authorise the Orders will change. All Purchase Requisitions should be processed as access via My Purchase Requisitions will not happen when migrated. Once all settings are updated and pre migration processing complete, if the Customer uses Order Generation then Generate Orders should be ran to update the list prior to migration.
Settings
Purchase Order Processing > POP Utilities > System Set Up > POP Settings | Setting | Value | | Automatically generate order and return numbers | Enabled | | Display outstanding order quantities during goods received entry | Enabled | | Allow Order Entry for goods to be delivered direct from supplier | Disabled | | Customer Address (recipient addresses can be) | Disabled | | Supplier Address (recipient addresses can be) | Disabled | | Free text entry (recipient addresses can be) | Disabled | | Generate separate purchase orders for direct delivery sales orders | Disabled | | Fulfilment is direct delivery (Order Generation - Exclude sales order lines for customer accounts on hold) | Disabled | | Fulfilment is supply via stock (Order Generation - Exclude sales order lines for customer accounts on hold) | Disabled | | Fulfilment is direct delivery (Order Generation - Exclude Sales Order Lines for sales orders on hold when) | Disabled | | Fulfilment is supply via stock (Order Generation - Exclude Sales Order Lines for sales orders on hold when) | Disabled | | Allow amendment of Analysis Codes (Order line entry) | Enabled | | Allow amendment of Analysis Codes (Order header entry) | Enabled | | Allow amendment of Nominal Codes (Order header entry) | Enabled | | Use the users logon name as the order originator | Enabled | | Supplier Account (Use same nominal Code as) | Disabled | | Stock item stock account (Use same nominal Code as) | Enabled | | Use same cost centre and department as supplier account | Enabled | | Analyse balance sheet posting by cost centre and department | Enabled | | Text order Lines (Record Receipts prior to invoicing for) | Confirmation not required | | Include Text Order lines in accruals(Record Receipts prior to invoicing for) | Disabled | | Service/Labour lines | Confirmation not required | | Include Service/Labour lines in accruals | Disabled | | Allow prices to be updated when goods are received | Enabled | | Invoice is recorded (Default price update is when) | Disabled | | Goods are received (Default price update is when) | Enabled | | Differences (N/C) | Default Purchases | | Use order exchange rate when updating prices | Enabled | | Use system exchange rate when updating prices | Disabled | | GRNs. Orders & returns (match invoices and credit notes to) | Enabled | | Orders & returns (match invoices and credit notes to) | Disabled | | Use Disputed invoice processing | Disabled | | Record Details of cancelled orders for future analysis | Enabled | | Allow processing of unauthorised orders | Disabled | | Automatically print copy orders | Disabled | | Receipt/return date (Include entries based on) | Disabled | | Invoice date (Include entries based on) | Enabled | Stock - Remove nominal account codes for accrued receipts and issues
- Change any stock record with fulfilment method set as Direct to customer
Settings
Stock Control > System Set Up > Stock Control Settings
| Setting | Value | | Use multiple locations | Enabled | | Allows searching using search categories and values | Disabled | | Integrated stock management with nominal ledger | Disabled | | Generate cost of sales posting for SOP | Disabled | | Allow entry of stock counts for items with negative stock levels | Enabled | | Allow entry of stock counts for negative items with outstanding purchase orders | Enabled | | Numbers must be recorded when goods are received | Disabled | | Numbers selected when allocating stock | Enabled | | Numbers selected when despatching stock | Disabled | | From Supplier direct to customer | Disabled | Product Groups
Stock Control > Stock Maintenance > Product Groups CAUTION: It is worth noting that if a Customer has used any units of measure other than the default that is created they cannot migrate. | Setting | Value | | Label printing option | Label not required | | Use batch or serial numbers | Disabled | | Keep movement history | Enabled | | Allow negative stock | Enabled | | Issues (Nominal Codes) | Blank | | Accrued Receipts | Blank | | Search Category’s | Blank | | Selling quantities | Disabled | | Buying quantities | Disabled | | Selling prices | Disabled | | Buying prices | Disabled | | Base unit | Each | | Stock unit | Each | | Stock/base ratio | 1.00 | | Base (sales and purchase units) | 0.00001 | | Stock (sales and purchase units) | 0.00001 | | Use Landed costs | Disabled | | Not applicable by Default | Enabled | | Percentage based by Default | Disabled | | Value based by Default | Disabled | | Cost heading | Materials | Nominal - If the customer has been using Group or Memo nominal accounts, these need to be removed prior to migration.
- Amend any accounts with group budgets to one of the options available in Standard.
Nomninal Ledger Accounts
Nominal Ledger > Nominal Accounts > Amend Account Details
| Setting | Value | | Keep Transactions For | 36 - Archiving not available in Standard | | Account Type | Posting - If this can't be changed, migration is not possible | | Use Batch Postings | Disabled | Nominal Settings
Nominal > Utilities > Ledger Set Up > Ledger Settings | Setting | Value | | Start with Account number only | Disabled | | Specify combination of account number, cost centre and department | Enabled | | Update the nominal ledger immediately journal entries are posted | Enabled | | Next journal entry number | Next available number | | Allow additional transactional analysis | Enabled | | Prior year only | Enabled | | Last 5 years | Disabled | | Post entries for previous year | Enabled | | last year end date | Date of last year end for this database | | Keep nominal transactions | Enabled | | Keep transactions for | 36 | | Archive transactions after this period | Enabled | | Future year heading | Future Year | | Current year heading | Current Year | | Last year heading | Last Year | | 2 years ago heading | 2 Years Ago | | 3 years ago heading | 3 Years Ago | | 4 years ago heading | 4 Years Ago | | 5 years ago heading | 5 Years Ago | CAUTION: Ensure Nominal Account records are set to display A/C balance and batch postings is disabled. NOTE: An additional default nominal code will need to be set after migration for Accumulated Profit in Sage 200 Standard. Price Book NOTE: For test migration we have enabled Limited Price Bands. Price Book Settings
Price Book > Utilities > Price Book Settings | Setting | Value | Customer Amendable | | Enable limited price bands | Disabled | Yes | | Use stock item discounts | Enabled | Yes | | Use Product group discounts | Enabled | Yes | | Use quantity based discounts | Enabled | Yes | | Use customer discount groups | Enabled | Yes | | Use invoice and order value discounts | Enabled | Yes | Cash Book Bank Account Record
Cash Book > Cash Book Accounts > Amend Bank Account Details - Ensure all additional email/websites are removed prior to migrating as only one is available for each in Standard.
Additional Information Audit Log
Viewing the Audit log by UserID will not be possible when migrating as UserID's will change. Next Steps Once the above settings have been applied, the steps for migrating the database can be found here. |