MYOB EXO Business White Paper Aurora to EXO Business Migration Utility

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1 Installing EFTPOS

2 1 Overview Introduction In Scope Out of Scope Reference Country Specific Information Key Terms Pre-Migration Stage Reconcile Accounts in Aurora System Requirements Install and Set up Microsoft SQL Install and Set up FoxPro Driver Run the Migration Utility GUI Wizard Based Scripting Based Migrated Data Post Migration Checklist Appendix Aurora Databases... 12

3 The purpose of this document is to help MYOB Business Partners transition their clients from Aurora One to EXO Business. Given the widely differing capabilities of each product, the scale of this transition and its impact on clients is significant. This document describes the behaviour that migrations from Aurora One will exhibit and provides an end to end view of the process of migrating data from Aurora to EXO Business by running the SQL scripts or GUI Migration Wizard. It is important that MYOB Business Partners understand what happens to the Aurora data in migration, and run through the Pre-migration checklist before the migration to ensure the Aurora data is ready for migration. This document is intended to be used by MYOB Business Partners and IT professionals only, it is not intended for use by the end-user. It requires a knowledge of SQL server and its related support tools. The following are considered in scope of the migration process: Support for Aurora version b only; Support for New Zealand clients only; A documented set of pre-migration steps; Migration of master information including: o General ledger including opening balances o Stock, including current stock balances o Debtors, including current account balances o Creditors, including current account balances o Contacts Migration wizard to automate the process; A documented set of post-migration steps. The following are considered out of scope of the migration process: Migration of transactional information; Correction of source data errors and inconsistencies; Support for migration from any other version of Aurora One except version b; All other countries other than New Zealand; Support for migration from any database that does not meet the pre-migration criteria (e.g. no data errors, and data consistent with MYOB s business logic assumptions); Microsoft SQL Server installation and implementation are out of scope of this document;

4 Post-migration verification. EXO Business Migration Wizard Architecture Document; Argon Partner Requirements Workshop Notes; Argon Migration Functional Specification; Argon Installation Functional Specification; Microsoft SQL Server Functional Document. This document specifies functionality for New Zealand Aurora version b only. All other regions are considered out of scope for this migration process. This section defines the key terms that need to be understood when reading this document. Term GL Wizard Page Implementer Definition General Ledger A series of modal pages that provide step-by-step interaction with the user to perform one or more tasks. A single screen in a wizard. An individual who installs and/or configures the EXO system. Typically the Implementer is a MYOB Business Partner.

5 Before migrating the Aurora data, the implementer needs to ensure data itself is consistent, up-to date and properly reconciled before performing the migration. In addition, the implementer also needs to perform the following tasks, Reconcile all accounts in Aurora; Checking hardware and software requirements, see below; Install and set up Microsoft SQL Server; Install and set up the FoxPro driver; Set up Aurora database path. The following diagram summaries the key steps in this pre-migration stage: It is important to ensure the control accounts are properly reconciled before migrating to EXO Business. We recommend running the following utilities in Aurora, Recalculate General Ledger; Recalculate Debtors; Recalculate Creditors; Recalculate Stocks. Reconcile functions can be found from X-menu on the top menu item in Aurora. The system requirements for Aurora tend to be generic and are generally applicable to the majority of Aurora installations. The huge variation in business size, complexity, database size of business running EXO Business has also meant a huge variation in system setup and configuration. The minimal baseline requirements include: A supported version of Microsoft SQL server. See section 2.3 for details; A supported version of FoxPro driver. See section 2.4 for details; Microsoft SQL Server and EXO Business destination database running locally

6 Microsoft SQL Server, Aurora and EXO Business need to be installed on the local machine. It is only support migration of source data if it is on a local computer, it will not be possible to select a remote database destination; Local Admin Rights The implementer will need to have administrator rights on the local machine. It is important to have appropriate access privileges to enable implementer to install software on the computer, including modification of system files. Please contact your system administrator or login again using an account that has administrator rights; Define Aurora Database Location Migration will require access to the relevant FoxPro database folder, the implementer needs to define Aurora database location. See section 3.2 for details; Test Aurora One Connection The implementer will need to test the connection to the identified MYOB Aurora One database. Migration will not be allowed to perform until a successful test has been performed. Before the migration can occur, Microsoft SQL server must be installed and setup. The following versions of Microsoft SQL are supported in EXO Business, MSDE (Microsoft SQL Desktop Engine); Microsoft SQL 2008; Microsoft SQL 2008 Express; Microsoft SQL 2008 R2; Microsoft SQL 2008 R2 Express. Business partners will be familiar with installing and running Microsoft SQL server, as installation and implementation are out of scope of this document. To set up Microsoft SQL: SQL Login Credentials You will need to enter the local SQL Server instance to which the data will be migrated, and provide the admin username and password to gain access. See section 3.3 for details; Test SQL Credentials You will need to test the SQL credentials with local SQL server instance, SQL admin username and password. Migration will not be allowed to perform until a successful test has been performed; Destination Database You will need to provide details about the database that you want migrate into. If a live database was created during installation, then EXO_LIVE is the default destination database.

7 The FoxPro driver will be installed during the EXO Business installation. The current FoxPro driver is MS FoxPro VFP Driver (*.dbf) with ODBC version Please make sure that the correct version of the driver is installed and functioning before running the migration. Only one version of the driver can be installed on any machine at any one time. Incorrect version must first be uninstalled or removed before a new version can be installed.

8 Migration of data into EXO Business will be performed either via a GUI Wizard based or a Scripting based utility that guides you through the migration process. This GUI wizard interacts with the implementer, asking appropriate questions, gathering responses, and performing migration actions based on those responses. The wizard is known as the Migration Wizard in this document. The structure of the Migration Wizard is as per the following diagram. START PAGE INTERMEDIATE PAGE INTERMEDIATE PAGE INTERMEDIATE PAGE FINISH PAGE INTERMEDIATE PAGE The Migration Wizard has a series of pages. An Implementer is able to navigate backwards and forwards between the pages. Depending on the options provided on certain pages, there may be alternate routes through the pages to gather additional or alternative information. Please refer to Argon Migration Functional Specification for more information.

9 A Migration Scripting is a manual way to run the SQL scripts under the SQL Server Enterprise Manager. The structure of the Scripting is as per the following steps and diagram: Step 1: To run Script 1 (i.e. script1.sql) Create Aurora data structure in MS SQL (i.e. AURORA_IMPORT), AURORA_IMPORT is a staging database in MS SQL. Step 2: To run the Script 2 (i.e. script2.sql) Populate Aurora data to AURORA_IMPORT. With step 2, the staging database (i.e. AURORA_IMPORT) is populated with data merge from Aurora database. Step 3: To run the Script 3 (i.e. script3.sql) Populate and Convert data from AURORA_IMPORT to MYOB_EXONET. To run the SQL scripts, you will need to run them in the following order: a) Set variable in script 1 This variable must contain a valid path to folder where EXO Business database should be created; b) Run script 1; c) If any errors encountered during the process in script 1, then go back to step (a) to check if you have the setup, otherwise go to step (d); d) Set variable in script 2 - This variable should have valid path for Aurora data file; e) Restore the EXO Business blank database to MYOB_EXONET, this can be done by using the Microsoft SQL Server Management Studio Express. Please note that, you could find the blank EXO Business from MYOB EXO BUSINESS\Migration\ Mygrateblank.bak ;

10 f) Run script 2; g) If any errors encountered during the process in script 2, please refer to the error message was showing on the command screen. Either back to step (d) and step (e) to check if you have the setup and restore database if required, or you may have to fix up Aurora data due to inconsistent data (i.e. invalid data type). Otherwise go to step (h); h) Run script 3; i) Migration process finished. This section covers how data has been converted and migrated in the following areas, Staff Info Stock: 1. Stock locations 2. Stock groups 3. Stock Items 4. Stock balances per location 5. Stock current stock balances Debtors: 1. Debtor account groups 2. Debtor accounts 3. Debtor contacts 4. Debtor current account balances Creditors: 1. Creditor account groups 2. Creditor accounts 3. Creditor contacts 4. Creditor current account balances General Ledger: 1. GL account groups 2. GL accs 3. GL subaccs 4. GL current balances per account

11 If no fatal errors occurred during migration, the implementer will need to confirmed the following steps have been carried out, Check MYOB_IMPORT_EXCEPTIONS table Check General Ledger account settings Check General Ledger account group Check tax rates Check the stock average cost Check stock quantities Check General Ledger account totals In addition, the following sequence numbers will be automatically set for the following, Debtor account number Creditor account number

12 Database DATA\IR10.DBF DATA\LINKS.DBF DATA\WEBSITES.DBF STANDARD\AGEHIST.DBF STANDARD\AREAS.DBF STANDARD\BACKHEAD.DBF STANDARD\BANK.DBF STANDARD\BANKING.DBF STANDARD\BARCODES.DBF STANDARD\BATCHES.DBF STANDARD\BORDER.DBF STANDARD\BUILD.DBF STANDARD\CBDET.DBF STANDARD\CBHEAD.DBF STANDARD\CMASTER.DBF STANDARD\COPEN.DBF STANDARD\CTRANS.DBF STANDARD\DCBATCH.DBF STANDARD\DISCTAB.DBF STANDARD\DMASTER.DBF STANDARD\DOPEN.DBF STANDARD\DTRANS.DBF STANDARD\ S.DBF STANDARD\FLAGS.DBF STANDARD\FLDNAMES.DBF STANDARD\GL.DBF STANDARD\GLBALS.DBF STANDARD\GLBAT.DBF STANDARD\GLKEY.DBF STANDARD\GLNOTES.DBF STANDARD\GST.DBF STANDARD\INVIDX.DBF Description IR10 Codes for GL List of GL Links List of URL's for Active Internet Pages Aged Balances for Debtors & Creditors List of Stock Locations Debtor Backorder Header Details Bank Rec Transactions Daily Banking Transactions List of Scheduled Barcodes List of General Ledger Batches Debtor Backorder Line Item Detail Job Buildup Entries Cashbook Transaction Detail Cashbook Transaction Headers Creditors Master File Creditors Outstanding Transactions Creditors Transaction List Creditors Direct Credit Batch Discount Table Matrix Debtors Master File Debtors Outstanding Transactions Debtors Transaction List Pending List System Preferences User Defined Field Descriptions GL Master File GL Account Balances GL Posted Transactions GL Batch Descriptions GL Account Notes GST Report Transaction Detail Debtor Invoice Lookup Headers

13 STANDARD\JOBCOST.DBF STANDARD\JOBKEY.DBF STANDARD\KIT.DBF STANDARD\LINES.DBF STANDARD\MARKUP.DBF STANDARD\METHODS.DBF STANDARD\OLDINV.DBF STANDARD\OPENITEM.DBF STANDARD\PURCHIDX.DBF STANDARD\PURCHLN.DBF STANDARD\QIF.DBF STANDARD\QIFRULES.DBF STANDARD\RECUR.DBF STANDARD\REPRINT.DBF STANDARD\SERIAL.DBF STANDARD\SPECIAL.DBF STANDARD\STAUDIT.DBF STANDARD\STDBLD.DBF STANDARD\STDDESC.DBF STANDARD\STKBALS.DBF STANDARD\STOCK.DBF STANDARD\TABLES.DBF Job Details Job List Kitset List Job Buildup Detail Stock Markup Table Payment Method List Debtor Invoice Lookup Line Items Paid Items for Debtors & Creditors Creditor Invoice Lookup Headers Creditor Invoice Lookup Line Items Imported QIF Transactions Rules for QIF Imports Recurring Charges Reprintable Report List Stock Serial Number List Debtor Contract Rates List Stock Transaction List Buildup of Standard Descriptions Standard Description List Stock Balances Stock Master File Delivery Methods and Stock Categories