Sage 200 migration - Professional to Standard Online - Preliminary Steps

Information on configuration in the Sage 200 Professional database prior to migrating the database to the Sage 200 Standard variant.

 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.