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Migrate your data from Sage 50 Accounts to Sage Business Cloud Accounting

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Summary

To help you migrate your client's data from Sage 50 Accounts to Sage Business Cloud Accounting, you can use the migration tool. The tool guides you through the steps to convert your Sage 50 Accounts data into a format you can import into Accounting.

Description

CAUTION: You must run the migration on the computer your Sage 50 Accounts software is installed on. Before you migrate your data, you should check you've completed the preparation steps. 

Resolution

TIP: We've create a migration tool to help you along your migration journey. Find out more > 

Check the location of your accounts data

  1. Open Sage 50 Accounts, then on the menu bar, click Help then click About.
  2. Under Program Details, make a note of the Data Directory, for example, C:\ProgramData\Sage\Accounts\2018\Company.001
  3. Under Licence Information, make a note of the Serial Number.
  4. Close Sage 50 Accounts.

Select your company

  1. On your Windows desktop, double-click the Sage Business Cloud Migration Tool option.
  2. Select the company that you want to migrate, or if it doesn't appear, click Browse, then browse to the location you made a note of in the section above.

    The folder you browse to mus be the one that contains the ACCDATA folder. For example, C:\ProgramData\Sage\Accounts\2018\Company.001

  3. Click Next, then enter the manager password for this company, and your serial number then click Next.

 

Check your company settings

Check your company settings are correct, then check the following:

Company Name/Address

Check the company name is correct. If you want to migrate a test or training company, ensure the word Test or Training is in the name.

You also need to specify a street name, town, post code and telephone number

Migration Approach

Select if you wish to migrate transaction histories, opening balances or just account records.

Ignore Inactive Accounts In Sage 50 Accounts, if you have any redundant accounts that are marked as inactive, you can exclude these from the migration
Years to migrate

Applies only when migrating transaction histories.

Enter the number of years you want to migrate data for. The tool automatically populates the Opening Balances Date, Account Start Date and Year End Date.

For example, if you enter 2 and your current financial year starts on 1 January 2018, the opening balances date defaults to 31 December 2016, your accounts start date is 1 January 2017 and year end date is 31 December 2018.

Opening Balance Date

When performing an opening balance migration this should be the latest date of any transaction in your Sage 50 Accounts data.

The accounts start date will be set to the day after the opening balance date. All transactions recorded through Sage Business Cloud Accounting must be dated on or after the accounts start date.

For example, I have recorded all transactions up to 31 December 2020 but have not entered any transactions dated on or after 1 January 2021. The opening balance date would be 31/12/2020 and the accounts start date would be 01/01/2021.

In light of this, it's recommended that an opening balance date is selected as part of preparing to migrate and that date is treated as a hard period end meaning that all transactions required for the period are entered before migration, while any transactions for the future period are placed to one side for recording in Sage Business Cloud Accounting after migration.

VAT Registration If the company already has a VAT number in Sage 50 Accounts, the check box is automatically selected.

Enter the VAT registration number and select the return frequency. If the company isn't VAT registered, you can't enter any information here.

If the business is not VAT registered, and you have transactions in Sage 50 Accounts that have a VAT value greater than zero, you can't migrate this data to Accounting.
Select reference Select whether you want to migrate the invoice reference or extra reference to Sage Business Cloud Accounting.

Map your data

  1. Once you're happy with your company settings, click Next.
  2. check the chart of accounts is the one you want to use, then click Go.

    At the end of the migration, you're asked if you want to save the settings you enter here. To save time on future migrations, you can use the file you save at the end. To do this, the next time you migrate a company, click Load previous settings.

    The migration tool automatically matches your chart of accounts and tax codes in Sage 50 Accounts to the defaults in Accounting and highlights any conflicts. Before continuing it's important you check you're happy with the automatic matching.

  3. Next to each of the following, click View all items and check or amend the settings. Once you've done this, click Next.

Report categories

Your nominal codes are matched automatically to the nominal ledger accounts categories in Accounting. You should check these are correct and make any necessary changes.

For bank and credit card accounts to work correctly, they're assigned to the following categories and you can't change them.

  • Accounts used to represent bank or cash deposits are assigned to the bank category.
  • Accounts used to represent credit cards are assigned to the line of credit category.

Default accounts

You can overwrite some default accounts when you post transactions in Accounting but not others. Please take the time to check you're happy with the automatic matching of your default codes before continuing and make any necessary changes.

System and control accounts

Accounting has more system and control accounts than Sage 50 Accounts. Where possible, your chart of accounts and nominal codes are matched automatically. However, you need to match some of them manually.

Any mandatory accounts, are marked with an asterisk *. You can't use the same nominal code for more than one system or control account.

Tax codes

Accounting uses preset VAT rates rather than tax codes. You should check your tax codes are matched to the correct VAT rates. You can find out more about the VAT rates in Accounting and which box they affect on the VAT Return form the Accounting Help Centre.

 

Resolve references

In Sage 50 Accounts you can use the same reference for a customer and a supplier, however in Accounting, the references must be unique.

If you have any duplicate references, the Resolve Account Reference Conflicts window appears. You can either manually amend the references or to automatically resolve them, click Auto-resolve conflicts.

 

Complete the migration

  1. Click Next then click Download Data File.
  2. Browse to where you want to save the file, enter a file name and make a note of it, then click Save. You need this file later to import into Accounting.
  3. Click OK, then click Finish.
  4. To save the settings used to migrate this company, click Yes.
  5. Browse to where you want to save the file, enter a file name, for example Sage Business Cloud Accounting migration settings, then click Save.

    To save time, you can use this file the next time you migrate a company at the Map data step.

  6. Click OK.

You're now ready to:

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