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Prepare to migrate from Sage 50 Accounts to Sage Business Cloud Accounting

Created on  | Last modified on 

Summary

Before you migrate your data, there are a couple of things you should prepare and check in Sage 50cloud Accounts. This also article also covers potential barriers that can prevent migration.

Resolution

Potential Barriers

Sage 50cloud Accounts v23 or below

You can only migrate data from Sage 50 Accounts v24 and above. If you're using v23 or below, the companies don't appear in the migration tool. You should upgrade to v24 then try the migration again. Upgrade now > 


Irish companies

Unfortunately the migration tool currently only supports UK companies. If a company has an Irish VAT scheme, it doesn't appear in the migration tool. However, you can migrate manually with switching reports or start from scratch. Read more >


 Use of post Brexit tax codes 

While both Sage 50cloud Accounts v27.1 and Sage Business Cloud Accounting have been updated to support the rules governing trade after 1 January 2021, further work is required to migrate transactions that use the post-Brexit tax codes.  However, you can start fresh in Accounting and migrate using the Opening balances Migration option.


Use of pre-Brexit tax codes on transactions dated after 31 December 2020

The business rules in Sage Business Cloud Accounting require import and export transactions dated after 31 December 2020 to carry the appropriate post-Brexit tax codes. It's therefore not possible to migrate date where pre Brexit tax codes, for example, T7 and T8, have been used on transactions dated after 31 December 2020.  However, you can start fresh in Accounting and migrate using the Opening balances Migration option in the Migration Tool.


Switched VAT scheme from Standard VAT to VAT Cash Accounting

You can't migrate companies that have switched between these schemes.

When you change from Standard VAT to VAT Cash Accounting in Sage 50 Accounts, you do this by creating new tax codes at the point of switching and flag the old tax codes as no longer in use on the VAT Return. This means when you mark outstanding invoices as paid, the payment isn't included again on the return.

If you migrate this data to Accounting, the payment or receipt would be included on the VAT Return again making it incorrect. However, you can start fresh in Accounting and migrate using the Opening balances Migration option in the Migration Tool.


Foreign Trader is enabled in Sage 50 Accounts

If you have Foreign Trader enabled you currently can't use the migration tool to move to Sage Accounting. We are working on a fix for this scenario.


Inconsistent tax codes on customer and supplier records

Accounting rules require that the tax codes used on customer and supplier transactions are consistent with the country that the customer or supplier trades in. You should use UK tax codes for UK companies and non-UK tax codes for non-UK customers.

It's possible to create transactions in Sage 50 that don't satisfy these rules. This includes non-EU customers or suppliers with a mix of T0 zero-rated, T2 exempt and T9 non-Vatable transactions. However, you can start fresh in Accounting and migrate using the Opening balances Migration option in the Migration Tool.


Reverse charge tax codes are in use

This isn't supported in Sage Accounting. If you still wish to migrate you can do so by using the Opening balances Migration option in the Migration Tool.


Partial exemption tax codes are in use

This isn't supported in Sage Accounting. If you still wish to migrate you can do so by using the Opening balances Migration option in the Migration Tool.


Prepare to migrate

Back up and check your data

  1. Pick the date you want to start using Sage Business Cloud Accounting, we recommend at the end of a VAT period.
  2. Continue to enter transactions in Sage 50 Accounts up until your chosen switching date.
  3. Then take a backup click File, then click Back up.
  4. Click Browse and select the location and click OK, Include Data Files, then click OK.
  5. To check your data, click Yes and click OK.
     If any errors appear, you need to fix them before migrating.
  6. Click Close, then click Close again.
  7. Click OK.

Closing down Sage 50cloud Accounts

Invoices and credits

Only posted invoices will be migrated to Sage Business Cloud Accounting meaning you need to make sure all invoices are updated to the ledgers.


Nominal codes

Sage Business Cloud Accounting only has one chart of accounts meaning you need to make sure you have the correct chart of accounts set as default in Sage 50cloud Accounts.

To make sure the migration runs smoothly you also need to check your chart of accounts.


VAT

Make sure all VAT returns are up to date where possible. 

When data is migrated the VAT returns will be rebuilt on the date of each transaction for the relevant period. Later entries or manual adjustments may cause the figures to show differently in Sage business cloud compared to Sage 50cloud Accounting.

 NOTE: If reconciled VAT returns have been duplicated for the same dates this would restrict how much data can be migrated. 


Internet browsers

Sage Accounting has been designed for use on certain browsers, if you don't already we recommend you install one of the following Internet browsers:

  • Google Chrome
  • Mozilla Firefox
  • Apple Safari
  • Microsoft Edge

You've now completed the migration preparation and reviewed the potential barriers. You can now export your data using the migration tool. 

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