Import from Sage

The Convert from Sage wizard helps you import and convert data from Sage® to Microsoft Office Accounting 2009 and establish your basic company information and initial account balances.

You can choose to import select records only or to import all data including transactions and master records. For more information, see About the differences between migrating select records and all records and transactions from Sage.

Before an import

Before you import your company information from Sage, do the following:

  • Create a VAT return in Sage. This will ensure your VAT will start from when you migrated to Office Accounting 2009.

  • Review the location and account type for accounts in Sage. Sage Chart Of Account (COA) number ranges are used to determine how accounts are imported into Accounting 2009. You may need to make some adjustments in where accounts are located in the Sage COA before you start your import. If you want a depreciation expense to show up in Accounting 2009 as an expense, you should make that account an Overhead account in Sage. For an accumulated depreciation account, you should make it a Fixed Asset account in Sage.

  • If necessary, close your current VAT period. If you use the Cash Basis Accounting scheme in Sage, close your current VAT period prior to migrating. If there are unpaid invoices in the current VAT period, the VAT reports for the current VAT period in Accounting 2009 may not match those in Sage, because the VAT amount associated to those unpaid invoices is not migrated.

  • Ensure that e-mail addresses are shorter than 128 characters.

  • Ensure that Sage and Accounting 2009 are installed on the same computer. This is necessary to perform the data migration. Your user account must have Administrator privileges on the computer.

  • Plan to convert one company at a time. If you have more than one company, complete the Convert from Sage wizard from start to finish for each company that you want to enter into Accounting 2009.

  • Plan the data migration so that it does not interfere with regular business. Depending on the amount of Sage data to you have to migrate, the actual migration may run for several hours. You may want to run this migration at the end of your workday or overnight. Complete the Convert from Sage wizard steps through saving your new company on the Import Data page.

Migrate company data

To start the Convert from Sage wizard, click Close Company on the File menu. On the Start - Microsoft Office Accounting page, click Import data from Sage.

Note: Accounting 2009 will automatically check for any migration tool updates that may be available from Microsoft via the Internet.

Welcome page

Select the Sage version and path to the company that you want to migrate to Accounting 2009.

Sage Driver  The default Sage Driver is the latest version of Sage installed on your system. If this is the version of Sage you want to migrate data from, leave the default. To select a different version, click the arrow and select from the list.

Data Path   The Data Path is the location of the default Sage company on your computer. To change the data source, click Browse to select a new one.

Accessing a Sage database on another computer on your network is not recommended because data transmitted between Sage drivers is not encrypted.

If a user name and password have been set up in Sage, after selecting the Sage data file the Sage File Authentication dialog box will open. Enter a valid Sage User ID that has Full Access to the type of master records you want to migrate and the corresponding password. After the user ID and password have been verified, you will automatically continue to the Company Detail page.

Add company details page

Review your company details and make any necessary changes. This information will be used to create your new Accounting 2009 company. Click Next when you have finished.

Note: After migration is complete, you can also change this information in Accounting 2009 from the Company Information dialog box.

Import Options page

Select the type of information you want to import from Sage. You can chose to migrate all records and transactions or selected records only. For more information, see About the differences between migrating select records and all records and transactions from Sage.

Migrate all records and transactions  Migrate all Sage records and transactions.

Migrate select records  Migrate only a portion of your Sage information. Select the check box next to each type of record you want to import.

Master Records

  • Nominal Accounts  Import all Sage nominal accounts.

  • Customer Master Data  Import Sage customer data. This data is on individuals or businesses that purchase a product or service from your company.

  • Supplier Master Data  Import Sage supplier data. This data is on companies, such as a contractors or suppliers, from which your company purchases a product or service.

  • Product Master Data  Import Sage product and service data. This data includes services, physical goods that are kept in stock and physical goods that are not kept in stock.

Balances

  • Balances (Nominal Accounts, Customers, Suppliers)  Import the net Sage balances for nominal accounts, customers and suppliers. Each account will be imported as a single journal entry.

After selecting the type of Sage data to migrate, click Next.

  • If you selected a custom master record migration, and you did not select Product Master Data, you will continue to the Nominal Accounts page.

  • For all other options, you will continue to the Import Options (Continued) page.

On the Import Options (Continued) page, select how you want Accounting 2009 to handle your future stock product transactions.

Important: In Microsoft Office Accounting Express, you can track service products and non-stock products, but you cannot track stock products. If you want to import stock products into Office Accounting Express 2009, select the Keep them as Accounting 2009 non-stock products without stock count (cost taken at time of purchase) option.

All of your existing Sage transactions will be migrated using the current Sage financial postings. Accounting 2009 uses the FIFO (first in, first out) valuation principle for stock products. This means the cost of the product does not appear on the profit and loss statement when the product is purchased, but when the product is sold. The unit cost is determined by the order in which the current stock of that product was purchased.

For more information about stock valuation in Accounting 2009, see About stock valuation.

Convert them into Accounting 2009 stock products with stock count and stock valuation (cost taken at time of sale)  For future stock product transactions, select this option to have Accounting 2009 automatically keep track of both the quantity and the value of the stock without a physical stock count. From this, you can get a better understanding of the profitability of each sales.

Form more information about stock in Accounting 2009, see About stock items and stock.

Keep them as Accounting 2009 non-stock products without stock count (cost taken at time of purchase)  For future stock product transactions, select this option to have Accounting 2009 treat these as non-stock products.

Click Next to continue to the Nominal Accounts page.

Nominal Accounts page

VAT Liability Account  Select the current Sage nominal account you use to track VAT liability. Accounting 2009 creates a VAT supplier for you to track.

Click Next to continue.

  • If you selected a custom master record migration and you did not select Product Master Data, you will continue to the Import Data page.

  • If you selected Migrate all records and transactions or a master record migration you will continue to the Nominal Accounts (Continued) - Product Account page.

Nominal Accounts (Continued) - Product Account page

Sales Nominal Account  Select the current Sage asset nominal account you use for keeping track of stock value. Accounting 2009 will use this nominal account for an offset when setting the current count and value for each stock item.

Purchase Nominal Account  Select the Sage nominal purchase account that best represents your products. All products in Sage that do not have an associated nominal account will be associated with this account when they are migrated to Accounting 2009.

Click Next to continue. If you selected the stock products with stock count and stock valuation option on the Import Options (Continued) page, you will continue to theNominal Accounts (Continued) - Stock Account page. Otherwise, you will continue to the Import Data page.

Nominal Accounts (Continued) - Stock Accounts page

Nominal asset account for stock  This page only appears if you selected the stock products with stock count and stock valuation option on the Import Options (Continued) page. Select the current Sage asset nominal account you use for keeping track of stock value. Accounting 2009 will use this nominal account for an offset when setting the current count and value for each stock item.

Click Next to continue to the Import Data page.

Nominal Accounts (Continued) - Exchange Gain/Loss Account page

If your Sage database contains transactions in foreign currency, and you are importing data into Microsoft Office Accounting Professional, exchange gains and losses can be posted to Office Accounting 2009 accounts.

Currency Gain/Loss Account  Select the nominal code to be used for the currency gain/loss postings in Office Accounting 2009.

Note: Microsoft Office Accounting Express does not support using foreign currencies.

Import Data page

Click Import. In the Select Company File dialog box, enter a a file name for the company file and click Save. During the migration, a dialog box will indicate the progress of the migration process.

Note: Depending on the amount of data to migrate, this may take several hours. You may want to run this migration overnight. Should you want to end the migration, click Cancel. In the resulting confirmation dialog box, click Yes to end the migration or No to continue.

After the import completes, you will automatically continue to the Results page.

Results page

The Results page contains the results of the data migration.

Notes: You can view the log file of the migration in the following location:

Windows Vista    drive:\Users\user\Documents\Small Business Accounting\Logs

Windows XP    drive:\Documents and Settings\user\My Documents\Small Business Accounting\Logs

Check this log file for any warnings or errors.

Click Finish to begin using your company in Accounting 2009. You will need to ensure that your newly migrated company setup is correct.

Review migrated data

In Accounting 2009, verify that your newly migrated company information and settings are correct.

Important: Accounting 2009 and Sage use different schemes for managing user access. Because Sage passwords and security settings are not migrated, you will need to set up the appropriate access to your company information in Accounting 2009. For more information, see About permissions and roles and Manage users and roles.

Be aware of the following when you review your migrated data in Accounting 2009:

  • Your migrated profit and loss, balance sheet, customer statements, open transactions and reprinted invoices should match those in Sage.

  • If you report VAT, individual VAT Returns in Sage are rolled up into a single VAT Return in Accounting 2009. All items marked as filed in Sage will be marked as filed when they are migrated.

  • Sage journal credit (JC) and journal debit (JD) transactions are migrated as single, combined journal entries (JE) in Accounting 2009.

  • The following transaction types are migrated from Sage as journal entries in Accounting 2009. They will show up in the nominal activity with the indicated nominal names. However, when they are opened, individual journal entry lines appear.

Type

Name in Nominal Activity

All deposits with VAT

Bank Deposit

Withdrawals

Bank Payment

Deposits

Bank Deposit

Cash receipts

Cash Receipt

Cash payments

Cash Payment

Credit receipts

Credit Receipt

Credit payments

Credit Payment

  • In Sage, assemblies are real items that can be tracked by value and quantity. Assemblies are migrated to Accounting 2009 as kits. Because kits do not track value or quantity, the Accounting 2009 stock asset account will not have a balance. The Sage stock account, however, will have a balance from the assembly. To address this in Accounting 2009, attribute the value to the members of the kit by doing a quantity and value adjustment of the member products, using the Sage stock account as the offset. You should get the Sage stock account down to 0.00 and move the balance over to the kit member products.

    Note: Assemblies cannot be imported into Microsoft Office Accounting Express.

  • If you closed your Sage financial year before migrating your data, your net income for the year should be GBP £0.00 in Accounting 2009. If your net income for a financial year is greater than GBP £0.00, you can manually close that year in Accounting 2009, but this will generate postings that move the net income to equity. Consult your accountant on how to handle this properly.

Transfer non-migrated data

The Convert from Sage wizard does not import all Sage data into Accounting 2009. You may need to transfer some information manually.

The following are not migrated from Sage:

  • Job information on purchase orders is not migrated.

  • Unposted credit notes are not migrated.

The following Sage non-transactional documents are not migrated:

  • Goods Dispatched Note

  • Goods Dispatched Notice

Review Preferences dialog box

Accounting 2009 sets the same default preferences for the migrated company as for a new company. Review the following tabs in the Preferences dialog box to verify that they are set appropriately for your business.

Tab

Option

Purpose

Company

Jobs

Select if you organise your income and expenses by projects. See About jobs.

Company

Departments

Select if you organise your income and expenses by departments. See About departments.

Suppliers

Product Codes

Select if you want to use product codes. If enabled, a unique number is assigned to each product.

VAT

Track VAT

In some cases, tracking VAT may not be enabled in Accounting 2009 after you finish migrating data from Sage. If you see that tracking VAT is not enabled, select the Track VAT check box.

VAT

On what basis do you pay VAT

Select either accrual basis or cash basis for reporting VAT. See About VAT accounting schemes.

Company

Set the starting number for each document type

Accounting 2009 provides a default starting number for each document type. Modify as needed to match your business setup.

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