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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 that 5 analysis codes have been created for all relevant modules (Customer, Supplier, Nominal, Stock, SOP and POP) within Accounting System Manager.
  • Ensure 5 anaylsis codes are named, labelled and assigned 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

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. 

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.
  • 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. 

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

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

 

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.