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1 Cpyrights and Trademarks Sage One Accunting Cnversin Manual 1

2 Cpyrights and Trademarks Cpyrights and Trademarks Cpyrights and Trademarks Cpyright by Us. We hereby acknwledge the cpyrights and trademarks f all terms we use in this manual and its accmpanying electrnic dcumentatin. This includes, but is nt restricted t, the fllwing names and terms. The fllwing are the prperty f the Micrsft Crpratin and / r its subsidiaries: Micrsft SQL Server MSDE Windws 95, Windws 98 Windws NT Windws 2000 Windws XP Windws Vista Windws 7 Windws 8 The fllwing are the prperty f Adbe Crpratin: Adbe Acrbat PDF Manual Versin Versin (2) July 2014 Please nte the fllwing: Specificatins and infrmatin in this guide are, t the best f ur knwledge, crrect at the time f publishing. Since we invest in ur prducts n an n-ging basis, the infrmatin in this guide is subject t change withut prir ntice. Therefre, Sage Pastel cannt be held respnsible fr errrs r missins. Cpying r reprinting f this guide r sectins theref is nt permitted withut prir written authrisatin. Sage One Accunting Cnversin Manual 2

3 Cnverting t Sage One Accunting frm yur previus Accunting system Cnverting t Sage One Accunting frm yur previus Accunting system Getting up and running n Sage One Accunting is easy especially if yu are a new business. But, what if yu re an already existing business? There s infrmatin in yur ld set f bks that needs t be captured in Sage One Accunting - whether yur ld system was a manual set f bks, a spreadsheet, ne f ur Sage Pastel desktp prducts r sme ther accunting sftware system. The fllwing balances shuld be brught int Sage One Accunting these are the main elements that shuld be brught int Sage One Accunting as sn as pssible: Existing custmers and their clsing balances Existing suppliers and their clsing balances Existing banks accunts and their clsing balances (current accunts, call accunts, credit cards etc.) Inventry items and their units n hand Eventually, yu will als need t capture yur ld Trial Balance which will include sme f the accunts items previusly mentined and yu need t decide when t d this. Yu shuld prbably discuss this with yur accuntant. This guide will take yu thrugh the steps t imprt yur data. Nte: All f the instructins in this imprt guide use Micrsft Excel extensively, s an intermediate knwledge f Excel is essential in cmpleting the imprts successfully. Sage One Accunting Cnversin Manual 3

4 Table f Cntents Table f Cntents Cnverting t Sage One Accunting frm yur previus Accunting system...3 Getting Started... 5 If yu wish t start prcessing befre yu imprt yur data, yu can!...5 Befre Yu Begin...5 Tips fr wrking with CSV files in Excel...6 Steps t Imprt yur Data... 7 Imprting yur data int Sage One Accunting...8 Imprting yur General Ledger Accunts...8 Imprting yur Custmer Master files...10 Imprting yur Custmers with Outstanding Invices...11 Imprting yur Supplier Master files...12 Imprting yur Suppliers with Outstanding Invices...14 Imprting yur Items...15 Finalise yur Opening Balances Trubleshting Creating additinal financial years in Sage One Accunting...17 General Ledger prcessing fr take n balances...17 Cmbining accunt cdes and descriptins...18 Setting the crrect date/reginal setting frmats...18 Using Multi-Stres r Warehuses in a previus system...20 Sage One Accunting Cnversin Manual 4

5 Getting Started Getting Started Here are a few tips t get yu started if yu re cnverting t Sage One Accunting frm any ther accunting system. Make sure that yu have already created yur cmpany in Sage One Accunting and that yu have decided n the date yu want t start recrding transactins. We refer t this as yur Start Date. If yu wish t start prcessing befre yu imprt yur data, yu can! Start entering any transactins n r after yur Start Date. Yu can always imprt yur histrical balances, custmers, suppliers and items at a later stage. As yu prcess transactins, yu can add individual custmers, suppliers and items withut having t first imprt them! Many f ur users begin invicing custmers right away withut taking n balances frm a previus system. By creating custmers and inventry items n the fly frm within the invice screen, yu dn t need t endure the frustratin f jumping arund different menu ptins t set these up befre yu invice. Then, when yu are ready, yu can then bring yur infrmatin acrss frm yur previus system. Take care that yu d nt duplicate recrds. It is imprtant t take nte f any accunts r items that have already been captured. Yur imprt files shuld be edited t exclude any ptential duplicate recrds. Befre Yu Begin It is imprtant t ensure that yu bring clean data int Sage One Accunting. The fllwing are sme guidelines f imprtant pints t check r cmplete befrehand: 1. If yu are ging t bring in utstanding invices fr custmers r suppliers yu shuld ensure that yu have the crrect financial years created in Sage One Accunting. Refer t the trubleshting sectin fr assistance n this. 2. It is als imprtant t understand what happens in yur general ledger when bringing in utstanding invices. Refer t the trubleshting sectin fr mre infrmatin. 3. Yu shuld ensure that yur data balances in the ld system prir t bringing it int Sage One Accunting. Fr example, des the value f yur custmer cntrl accunt equal the balance f all utstanding invices. 4. All allcatins against custmers and suppliers shuld be up t date in yur prir system t ensure that the utstanding balance n yur invices matches the utstanding balance in the general ledger. 5. Sage One Accunting des nt have accunt cdes fr custmer and supplier accunts. Yur ld system may have had bth. Yu will need t decide n whether t bring in the accunt cde (e.g. CAS001), the custmer name (e.g. Cash Accunt) r a cmbinatin f bth (e.g. CAS001-Cash Accunt). Refer t the trubleshting sectin fr hw t cncatenate yur accunt cdes and names. 6. If yu will be imprting sales reps n yur custmer master file please ensure that these have been created in Sage One Accunting prir t the imprt. Sage One Accunting Cnversin Manual 5

6 Getting Started 7. If yu were using multiple stres r warehuses yu will need t cnslidate all this infrmatin prir t take n. Sage One Accunting prvides fr analysis cdes as an ptin fr tracking this infrmatin hwever yur inventry items will need t be imprted int a single warehuse initially. Yur date settings n the imprt files must be set t dd/mm/yyyy unless therwise specified. Refer t the trubleshting sectin fr assistance n changing date frmats. Tips fr wrking with CSV files in Excel: Sage One Accunting uses CSV files t imprt and exprt data. The templates we supply are Micrsft Excel templates (that will be saved as CSV nce yu have manipulated the data). 1. Once yu have added yur data in Excel, befre saving the file as CSV, press Cntrl-End and make sure that yu have n blank rws and clumns. Blank rws and clumns will cause yur imprt t fail. 2. If yu are using Windws 8, yu may need t change yur Reginal Settings fr Windws t use a cmma as the List Separatr under the Number settings. See the trubleshting sectin fr hw t adjust reginal settings. Sage One Accunting Cnversin Manual 6

7 Steps t Imprt yur Data Steps t Imprt yur Data Once yu have dne the preparatin, fllw the steps utlined belw: Step 1: Create a flder n yur cmputer t save all f the imprt files int. This makes it easy t lcate the files when yu need t. Step 2: Exprt yur General Ledger Accunts, Custmers, Suppliers and Inventry frm yur previus system and save these files int this lcatin. Step 3: Decide n whether yu will be imprting yur custmers and suppliers with pening balances r whether yu are ging t imprt utstanding invices making up the balances. Bth ptins will be discussed under Imprting Custmers and Imprting Suppliers as well as Imprting General Ledger Accunts. Step 4: Imprt yur General Ledger Accunts. Step 5: Imprt yur Custmers, Suppliers and Items. Step 6: Finalise yur Opening Balances. It is imprtant t fllw the sequence f steps carefully t ensure that data is cnverted crrectly. The detail f each step is utlined in the fllwing sectins. Sage One Accunting Cnversin Manual 7

8 Imprting yur data int Sage One Accunting Imprting yur data int Sage One Accunting Imprting yur General Ledger Accunts Exprt yur accunts frm yur previus accunting system int an Excel file. Make sure that yu include yur clsing balances in this file. Preparing the Imprt File Using the file yu created frm yur previus system, yu will nw cpy and paste the exprted data int the Sage One Accunting imprt template. Dwnlad the Pastel General Ledger Accunts Imprt Template (Excel). Open the template as well as the exprted list f general ledger accunts frm yur previus system. Cpy and paste the infrmatin frm the exprted infrmatin int the template, fllwing the instructins in the rws and clumns f the template yu have dwnladed. It is very imprtant that yu als d the fllwing prir t finalising the imprt file: Remve the fllwing accunts frm yur imprt file. We will cver setting up the pening balances fr these accunts nce all yur data is imprted. Incrrectly fllwing the prcess belw culd result in imbalances between yur cntrl accunt and General Ledger. Refer t the trubleshting sectin fr mre infrmatin. Trade / Accunts Receivable: This is a system accunt in Sage One Accunting and this balance will be calculated nce yu imprt yur custmers with pening balances. If yu are ging t imprt utstanding invices fr custmers, create a new General Ledger accunt in Sage One Accunting called Trade Receivables Opening Balance and enter an pening balance. Once yu imprt yur utstanding invices, this pening balance accunt will net ff t zer. Trade / Accunts Payable: This is a system accunt in Sage One Accunting and this balance will be calculated nce yu imprt yur suppliers with pening balances. If yu are ging t imprt utstanding invices fr suppliers, create a new General Ledger accunt in Sage One Accunting called Trade Payables Opening Balance and enter an pening balance. Once yu imprt yur utstanding invices, this pening balance accunt will net ff t zer. VAT Payable: This is a system accunt and we will cver this when finalising pening balances. Sage One Accunting Cnversin Manual 8

9 Imprting yur data int Sage One Accunting Bank Accunts: Yu will need t create yur pening balances fr each bank accunt when finalising pening balances. Shuld yu wish t imprt histrical Bank transactins, yu can d this in Sage One Accunting by chsing the Histric CSV file ptin n the Bank Statements screen. Inventry Cntrl: This is a system accunt in Sage One Accunting and this balance will be calculated nce yu imprt yur items. Sage One Accunting uses a defined list f financial categries which may be different t what was available in yur previus system. Yu will need t g thrugh the list f accunts and ensure that the financial categries are amended t the list belw: List f Financial Categries in Sage One Accunting: Sales Cst f Sales Other Incme Expenses Incme Tax Current Assets Nn-Current Assets Current Liabilities Nn-Current Liabilities Owners Equity Wrk thrugh the clumn headings f the sheet and ensure that the crrect infrmatin displays under the crrect clumns and that the infrmatin is in the crrect frmat (e.g. Date frmats, True, False, mandatry values etc.) Once yu are happy, delete the header (infrmatinal) rws and clumns save the file as a CSV. It is recmmended that yu save a cpy f this file with the header rws and clumns intact t make it easier shuld yu need t investigate any errrs with the imprt. Sage One Accunting Cnversin Manual 9

10 Imprting yur data int Sage One Accunting Imprting yur General Ledger int Sage One Accunting In Sage One Accunting g t the Cmpany Menu and select the Imprt Data ptin. Ensure yu select t imprt Accunts and brwse fr the crrect imprt file. Yur screen shuld lk similar t this: Select the Next ptin and check that the mapped fields crrelate. Select Next again and the imprt will run. Yu will then be shwn a message as t whether the imprt was successful r nt. If there were any errrs please view the imprt file and make the necessary amendments. Yu will be able t run the imprt again withut duplicating any recrds. Imprting yur Custmer Master files Preparing the Imprt File Befre imprting yur custmers, yu need t decide if yu want t imprt yur custmers with pening balances nly r if yu want t imprt the utstanding invices making up yur custmer balances. Imprting yur Custmers with Opening Balances Only Dwnlad the Pastel Custmer Imprt Template (Excel) Open the template as well as CSV file yu created frm yur previus system. Cpy and paste the infrmatin frm the exprted infrmatin int the template, fllwing the instructins in the rws and clumns f the template yu have dwnladed. Wrk thrugh the clumn headings f the sheet and ensure that the crrect infrmatin displays under the crrect clumns and that the infrmatin is in the crrect frmat (e.g. Date frmats, True, False, mandatry values etc.) Sage One Accunting Cnversin Manual 10

11 Imprting yur data int Sage One Accunting Once yu are happy, delete the header (infrmatinal) rws and clumns save the file as a CSV. It is recmmended that yu save a cpy f this file with the header rws and clumns intact t make it easier shuld yu need t investigate any errrs with the imprt. Remember if yu are bringing in utstanding invices fr all r selected custmers ensure that these balances are set t zer. Imprting yur Custmers int Sage One Accunting In Sage One Accunting g t the Cmpany Menu and select the Imprt Data ptin. Ensure yu select t imprt Custmers and brwse fr the crrect imprt file. Yur screen shuld lk similar t this: Select the Next ptin and check that the mapped fields crrelate. Select Next again and the imprt will run. Yu will then be shwn a message as t whether the imprt was successful r nt. If there were any errrs please view the imprt file and make the necessary amendments. Yu will be able t run the imprt again withut duplicating any recrds. Imprting yur Custmers with Outstanding Invices Preparing the Imprt File This step is run after yu have imprted yur custmer master files. Dwnlad the Pastel Custmer Outstanding Invices Imprt Template (Excel) Open the template as well as CSV file yu created frm yur previus system. Cpy and paste the infrmatin frm the exprted infrmatin int the template, fllwing the instructins in the rws and clumns f the template yu have dwnladed. Wrk thrugh the clumn headings f the sheet and ensure that the crrect infrmatin displays under the crrect clumns and that the infrmatin is in the crrect frmat (e.g. Date frmats, True, False, mandatry values etc.). Sage One Accunting Cnversin Manual 11

12 Imprting yur data int Sage One Accunting Once yu are happy, delete the header (infrmatinal) rws and clumns save the file as a CSV. It is recmmended that yu save a cpy f this file with the header rws and clumns intact t make it easier shuld yu need t investigate any errrs with the imprt. Ensure that yur custmer cde and/r descriptin is the same as that created when ding the master file imprt. Imprting yur Custmer Outstanding Invices int Sage One Accunting In Sage One Accunting g t the Custmers Transactins Custmer Adjustments screen. Click n the Quick Entry Grid ptin and chse Imprt. Brwse fr the CSV file created in the steps abve and select t imprt the file. The transactins will ppulate in the grid belw. Duble check the transactins and select Prcess. Imprting yur Supplier Master files Preparing the Imprt File Befre imprting yur suppliers, yu need t decide if yu want t imprt yur suppliers with pening balances nly r if yu want t imprt the utstanding invices making up yur supplier balances. Imprting yur Suppliers with Opening Balances Only Dwnlad the Supplier Imprt Template (Excel) Open the template as well as CSV file yu created frm yur previus system. Cpy and paste the infrmatin frm the exprted infrmatin int the template, fllwing the instructins in the rws and clumns f the template yu have dwnladed. Wrk thrugh the clumn headings f the sheet and ensure that the crrect infrmatin displays under the crrect clumns and that the infrmatin is in the crrect frmat (e.g. Date frmats, True, False, mandatry values etc.) Sage One Accunting Cnversin Manual 12

13 Imprting yur data int Sage One Accunting Once yu are happy, delete the header (infrmatinal) rws and clumns save the file as a CSV. It is recmmended that yu save a cpy f this file with the header rws and clumns intact t make it easier shuld yu need t investigate any errrs with the imprt. Remember if yu are bringing in utstanding invices fr all r selected suppliers ensure that these balances are set t zer. Imprting yur Suppliers int Sage One Accunting In Sage One Accunting g t the Cmpany Menu and select the Imprt Data ptin. Ensure yu select t imprt Suppliers and brwse fr the crrect imprt file. Yur screen shuld lk similar t this: Select the Next ptin and check that the mapped fields crrelate. Select Next again and the imprt will run. Yu will then be shwn a message as t whether the imprt was successful r nt. If there were any errrs please view the imprt file and make the necessary amendments. Yu will be able t run the imprt again withut duplicating any recrds. Sage One Accunting Cnversin Manual 13

14 Imprting yur data int Sage One Accunting Imprting yur Suppliers with Outstanding Invices Preparing the Imprt File This step is run after yu have imprted yur supplier master files. Dwnlad the Pastel Supplier Outstanding Invices Imprt Template (Excel) Open the template as well as CSV file yu created frm yur previus system. Cpy and paste the infrmatin frm the exprted infrmatin int the template, fllwing the instructins in the rws and clumns f the template yu have dwnladed. Wrk thrugh the clumn headings f the sheet and ensure that the crrect infrmatin displays under the crrect clumns and that the infrmatin is in the crrect frmat (eg. Date frmats, True, False, mandatry values etc) Once yu are happy, delete the header (infrmatinal) rws and clumns save the file as a CSV. It is recmmended that yu save a cpy f this file with the header rws and clumns intact t make it easier shuld yu need t investigate any errrs with the imprt. Ensure that yur supplier cde and/r descriptin is the same as that created when ding the master file imprt. Imprting yur Supplier Outstanding Invices int Sage One Accunting In Sage One Accunting g t the Suppliers Transactins Custmer Adjustments screen. Click n the Quick Entry Grid ptin and chse Imprt. Brwse fr the CSV file created in the steps abve and select t imprt the file. The transactins will ppulate in the grid belw. Duble check the transactins and select Prcess. Sage One Accunting Cnversin Manual 14

15 Imprting yur data int Sage One Accunting Imprting yur Items Preparing the Imprt File Dwnlad the Pastel Item Imprt Template (Excel) Open the template as well as CSV file yu created frm yur previus system. Cpy and paste the infrmatin frm the exprted infrmatin int the template, fllwing the instructins in the rws and clumns f the template yu have dwnladed. Wrk thrugh the clumn headings f the sheet and ensure that the crrect infrmatin displays under the crrect clumns and that the infrmatin is in the crrect frmat (e.g. Date frmats, True, False, mandatry values etc.) Once yu are happy, delete the header (infrmatinal) rws and clumns save the file as a CSV. It is recmmended that yu save a cpy f this file with the header rws and clumns intact t make it easier shuld yu need t investigate any errrs with the imprt. Imprting yur Items int Sage One Accunting In Sage One Accunting g t the Cmpany menu and select the Imprt Data ptin. Ensure yu select t imprt Items and brwse fr the crrect imprt file. Yur screen shuld lk similar t this: Select the Next ptin and check that the mapped fields crrelate. Select Next again and the imprt will run. Yu will then be shwn a message as t whether the imprt was successful r nt. If there were any errrs please view the imprt file and make the necessary amendments. Yu will be able t run the imprt again withut duplicating any recrds. Sage One Accunting Cnversin Manual 15

16 Finalise yur Opening Balances Finalise yur Opening Balances Nw that yu have imprted yur accunts, custmers, suppliers and items, the final step is t finalise yur pening balances. Frm the Cmpany menu, chse Opening Balances. Cnfirm yur Opening Balance Date. This shuld be the day befre yur Start Date. Yu will need t check and finalise the fllwing pening balances: Trade Receivable (r Trade Receivables Opening Balance): The value in this field shuld match yur previus accunting system as it is calculated frm either yur custmer pening balances r yur utstanding invices. Trade Payables (r Trade Payables Opening Balance): The value in this field shuld match yur previus accunting system as it is calculated frm either yur supplier pening balances r yur utstanding invices. VAT Payable: This is a Sage One Accunting system accunt which will handle VAT. Enter yur balance frm yur previus accunting system fr this accunt. Bank Accunts: Add each bank accunt frm yur previus accunting system and enter the balance. Shuld yu wish t imprt histrical Bank transactins, yu can d this in Sage One Accunting by chsing the Histric CSV file ptin n the Bank Statements screen. Inventry Cntrl: The value in this field shuld match yur previus accunting system as it is calculated frm yur item cst and quantity. It is imprtant t verify that all imprted infrmatin crrelates t the infrmatin in yur previus system and imprt files. Sage One Accunting Cnversin Manual 16

17 Trubleshting Trubleshting Creating additinal financial years in Sage One Accunting It may be that yu will be bringing in utstanding invices r transactins that lie utside f yur current financial year. It is imprtant that yu add these perids t yur Sage One Accunting Cmpany in rder t successfully imprt. 1. G t Cmpany Change Cmpany Settings General Settings Financial Year. 2. Click n the Add buttn t add additinal financial years. 3. Once yu have added sufficient years g t the first dates and change them. 4. Check the bx next t yur current financial year t set it crrectly. Example: If yu need t bring in invices frm January 2011 nwards yur financial years shuld be as fllws: General Ledger prcessing fr take n balances The fllwing scenari is fr custmers but the same prcess applies fr suppliers and inventry. When yu brught in yur general ledger yu were advised t delete yur Accunts Receivable balance frm the accunts list as this is a system generated accunt in Sage One Accunting. When bringing in pening balances fr yur custmers this accunt will be debited with the value f custmer accunts. If yu pted t bring in utstanding invices then yu wuld have specified an affecting accunt which yu wuld have created in the steps abve. The value f the utstanding invices wuld have psted t this accunt and netted ff against the pening balance yu entered. It is advisable t check the balance f yur Accunts Receivable accunt t the balance f yur custmer accunts after imprting. If there is an imbalance it may be because these did nt balance in yur prir system r because there were errrs n the imprt file. Sage One Accunting Cnversin Manual 17

18 Trubleshting Cmbining accunt cdes and descriptins Sage One Accunting des nt have accunt cdes fr custmer and supplier accunts. Yur ld system may have had bth. Yu will need t decide n whether t bring in the accunt cde (e.g. CAS001), the custmer name (e.g. Cash Accunt) r a cmbinatin f bth. T d this yu wuld need t use the CONCATENATE frmula in Micrsft Excel. 1. Insert a blank clumn in the imprt file t the right f Clumn C and enter the heading as Name: 2. In the first rw f yur data g t the blank cell and then type in the frmula =CONCATENATE(B4,"- ",C4). Assuming that yu are in rw 4. If yu are in anther rw (eg. Rw 3 then yur frmula will read =CONCATENATE(B3,"-",C3) 3. Yur results shuld nw shw CAS001-Cash Custmer: 4. If yu are happy with the results cpy the frmula t the rest f the rws. 5. Once yu are cmfrtable that all rws have updated crrectly, hide the ld Name clumn (i.e. Clumn C). Setting the crrect date/reginal setting frmats The imprt prcess requires date frmats t be dd/mm/yyyy (unless therwise specified). Yu may find that simply changing the date frmat in Micrsft Excel des nt wrk. T get the crrect frmat please try the fllwing: In Micrsft Windws: 1. G t the Cntrl Panel (This can usually be fund under the Start menu). 2. Select the ptin fr Regin and Language. Sage One Accunting Cnversin Manual 18

19 Trubleshting 3. Set the shrt date frmat t dd/mm/yyyy. 4. T set the list Separatr click n the Additinal Settings ptin n this page and ensure that this is set t a cmma. Sage One Accunting Cnversin Manual 19

20 Trubleshting Using Multi-Stres r Warehuses in a previus system Sage One Accunting des nt cater fr multi-stres r warehuses. Yu will be able t make use f analysis cdes later n t help yu segment yur stck lcatins hwever upn imprt yu will need t ensure that yu nly bring in the item nce. When exprting yur data frm ther systems yu may find that the items are duplicated n the exprt file. Yu will need t carefully check yur Excel file and ensure that the item nly reflects nce with the crrect system wide quantity and the crrect cst. Sage One Accunting Cnversin Manual 20

21 Trubleshting Sage One Accunting Cnversin Manual 21