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Sage 200 migration - Professional to Standard Online - Preliminary Steps

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Summary

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

Process

 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.
  • Ensure 5 anaylsis codes are named and labelled in all relevant modules (Customer, Supplier, Nominal, Stock, SOP and POP), they are set in rows 1-5 prior to migration and are set to not be mandatory.

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.


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

SettingMandatory Value
Number of open accounting periods permittedSet to 12
Split postings between cost centres for balance sheet accountsDisabled
Update the nominal ledger immediately once transactions are enteredEnabled
Consolidate IntrastatEnabled
Consolidate Intrastat Value0.00
Use Period Exchange RatesEnabled
Use Segmented addressesEnabled


Transactional Settings 

SettingMandatory ValueMandatory SubValueAmendable in Standard
Allow additional transaction analysisEnabled--
Name of analysis headingTransaction Analysis-Yes
Transaction Date ValidationSet to Use Accounting period based validationDrop downs set to Acceptable-
Accounting Period ValidationDifferent accounting periodsNot 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

SettingValue
Keep Transactions For36 - Archiving not available in Standard
Finance Charges(No Charge)
Associated head officeNull
Use consolidated billingDisabled
Account TypeOpen - 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

SettingMandatory Value
Copy Statements for head officesDisabled
Allow Batch ProcessingEnabled
Automatically generate customer numbersDisabled
Allow additional transactional analysisEnabled
Keep transactions for (calendar months)36
Archive Transactions after this period Disabled
Maximum transactions to display100
Show Outstanding Transactions onlyEnabled
Number of Days30
Use foreign currency revaluationEnabled
Charge compound interestDisabled

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

SettingValue
Electronic bank paymentEnabled
Allow Batch processingEnabled
Automatically generate supplier numbersDisabled
Allow additional transaction analysisEnabled
Keep transactions for36
Archive transactions after this periodDisabled
Show outstanding transactions onlyEnabled
Maximum payment value to be generated£0.00
Use foreign currency revaluationEnabled
All accounts use the same payment methodDisabled
UpdateEnabled
SummariseDisabled

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

SettingValue
Keep Transactions For36 - Archiving not available in Standard
Account TypeOpen - 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. 

Maintain Analysis Codes
Sales Order Processing > SOP Maintenance > Maintain Analysis Codes

  • Specify 5 analysis codes in each module, using generic names to label the first 5 as required, and make sure that within the Edit button of each nominal 'Get default value from customer code' and 'Use as stock history value for' are both disabled and ensure 'Allow anaylsis code for be amended for each order/return' is Enabled.

Settings
Sales Order Processing > SOP Utilities > System Set Up > SOP Settings

SettingValue
Automatically generate order and return numbers Enabled
Show the order number when order confirmedEnabled
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 CodesEnabled
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 listsEnabled
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 listDisabled
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. 

Maintain Analysis Codes
Purchase Order Processing > POP Maintenance > Maintain Analysis Codes

  • Specify 5 analysis codes in each module, using generic names to label the first 5 as required, and make sure that within the Edit button of each nominal 'Get default value from supplier code' and 'Use as stock history value for' are both disabled.

Settings
Purchase Order Processing > POP Utilities > System Set Up > POP Settings

SettingValue
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 supplierDisabled
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 ordersDisabled
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 departmentEnabled
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

SettingValue
Use multiple locations Enabled
Allows searching using search categories and valuesDisabled
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 stockEnabled
Numbers selected when despatching stockDisabled
From Supplier direct to customerDisabled


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. 

SettingValue
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 ReceiptsBlank
Search Category’s Blank
Selling quantities Disabled
Buying quantities Disabled
Selling prices Disabled
Buying prices Disabled
Base unitEach
Stock unit Each
Stock/base ratio1.00
Base (sales and purchase units) 0.00001
Stock (sales and purchase units) 0.00001
Use Landed costsDisabled
Not applicable by Default Enabled
Percentage based by Default Disabled
Value based by Default Disabled
Cost headingMaterials


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

SettingValue
Keep Transactions For36 - Archiving not available in Standard
Account TypeOpen - If this can't be changed, migration is not possible


Nominal Settings
Nominal > Utilities > Ledger Set Up > Ledger Settings 

SettingValue
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 Enabled
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 headingCurrent 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

SettingValueCustomer Amendable
Enable limited price bands DisabledYes
Use stock item discounts EnabledYes
Use Product group discounts EnabledYes
Use quantity based discounts EnabledYes
Use customer discount groups EnabledYes
Use invoice and order value discounts EnabledYes


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.