Migrate transactions

How to migrate your historical data, open orders and invoices.
Our data migration strategy is designed to ensure a low effort, smooth, and reliable transition from your current system(s) to Salesorder.com.
Using QuickBooks? See this article 'Migrate from QuickBooks'.

Learn about Import templates

Imported your ASIC data?

Before migrating any transactions, you must have completed the import of your ASIC data, specifically:
Accounts: Your Chart of Accounts.
Suppliers: Trading partners that supply you with products.
Items: Your product catalog.
Customers: Trading Partners that buy goods from you.

Transaction unique identifiers (Ref #s)

Decide before you start how you are going to continue any sequences in the new system. Make sure you check transaction unique identifiers, e.g. Invoice number, Order number, etc.
Study the list of Document types in the Lists on the Explorer and go to Setup> Configuration to set the values for the Ref# s.

Accounting data: do's and don'ts

You should retain your original accounting system at the minimum cost from the legacy vendor. Historical transaction trails are recorded and completed in your old system.
By trails, I mean the relationship between trading partners and a series of posting transactions e.g. invoice to payment to credit note (or refund), tax collected or paid on a transaction. Leave them be.
You can move historical completed posting transactions. Completed transactions are history. See ‘Historical’ below for more details.
You should not move or replicate open or incomplete posting transactions in the new system. Leave them be. Incomplete or open accounting transactions should always be mirrored as a Journal in the new system. See ‘Continuity of accounting’ below for more details.

Migration strategy: three key requirements:

  1. 1.
    Historical data for reference, forecasting, inventory optimization, and analysis.
  2. 2.
    Continuity of accounting.
  3. 3.
    Continuity of sales and purchasing orders.
Historical Transactions: Transactions imported as 'Historical' are NOT editable and are not posted to the General Ledger.

Uploading transactions

You can upload transactions using the 'Upload Transactions' template. You can download this .xlsx file from:
Setup>Import Data>Upload Transactions
IMPORTANT: Make sure you study the notes in the table below before you import any transactions. Pay particular attention to the syntax of Status column values, i.e. 'HISTORICAL' not 'Historical'.
Some Transactions should not be imported without consulting our support experts.
This template uploads the following transactions:
Transaction
Notes
Sales Order
Importing new orders?
Specifically, orders that have NOT been allocated, picked or partially shipped.
You have two options:
Open Order: Leave the 'Status' column (D) blank. As a result the import will set the Status of the new order to 'OPEN'.
Pending Order: Set the 'Status' column (D) to 'PENDING'. As a result the import will set the Status of the new order to 'PENDING'.
Importing historical orders?
Specifically orders that are completed (Shipped and Invoiced). Use this option to bring in Sales Orders whose data will be used for reference or analysis, e.g. forecasting.
You have one option:
Historical Order: Set the 'Status' column (D) to 'HISTORICAL'. As a result the import will set the Status of the new order to 'HISTORICAL'.
Sales Invoice
Sales Invoices normally post to the General Ledger. To prevent duplication of accounting transactions you should ALWAYS import Sales Invoices with a Status column (D) to 'HISTORICAL'. See 'Customer Balances'.
If you think you need to import 'live' Sales Invoices, contact [email protected]
Sales Quote
Sales Quote Status should not be blank and be set to one of the following values: OPEN, ACCEPTED, REJECTED, On Hold, No Response.
Sales Refund
If you think you need to import Sales Refunds, contact [email protected]
Cash Sale
If you think you need to import Cash Sales, contact [email protected]
Customer Credit Note
If you think you need to import 'live' Customer Credit Notes, contact [email protected]
Purchase Order
Importing new orders?
Specifically, orders that have NOT received
You have two options:
Open Order: Leave the 'Status' column (D) blank. As a result the import will set the Status of the new order to 'OPEN'.
Pending Order: Set the 'Status' column (D) to 'PENDING'. As a result the import will set the Status of the new order to 'PENDING'.
Importing historical orders?
Specifically orders that are completed (Shipped and Invoiced). Use this option to bring in Purchase Orders whose data will be used for reference or analysis, e.g. forecasting.
You have one option:
Historical Order: Set the 'Status' column (D) to 'HISTORICAL'. As a result the import will set the Status of the imprted order to 'HISTORICAL'.
Purchase Invoice (Bill)
Purchase Invoices (Bills) post to the General Ledger. To prevent duplication of accounting transactions you should ALWAYS import Purchase Invoices with a Status column (D) to 'HISTORICAL'.
If you think you need to import 'live' Purchase Invoices (Bills), contact [email protected]
Supplier Credit Note
If you think you need to import 'live' Purchase Invoices (Bills), contact [email protected]
Cash Purchase
If you think you need to import 'live' Purchase Invoices (Bills), contact [email protected]

Historical

You should carefully consider the retrospective views you really do need and the historical transactions they should be based upon. For example, customer sales history, overall sales history, vendor purchase history, overall purchasing history.
By carefully I mean, do you really need them in your shiny new system?
Here’s what you can move:
  • Completed Sales Orders
  • Completed paid Sales Invoices
  • Completed Purchase Orders
  • Completed paid Purchase Invoices (Bills)
Remember, these contain line item detail eg. SKU | Qty | Revenue/Cost and of course dates. You don’t need anything else for reference, forecasting, inventory optimization, and analysis. If you think you do, let's talk.

Continuity of Accounting

Document a 'Working Paper': If you’re in accounting, then you’ll understand the convention of a ‘Working Paper’. Keep thorough notes throughout the whole data migration exercise.
You’ll need to decide a start date (New System Date a.k.a. NS Date) for accounting for new transactions in the new system.

Customer Balances (Accounts Receivable)

The transactions that make up the balances in your old system are safely stored and recorded. So why would you move them?
Transfer the AR balance (as per the Trial Balance) from the old system to the Migration Control Account (MCA) to set the opening balance.
Make a memo note ‘ Old system balances - this account will be cleared at a later stage’.
The overall objective is to zero the old system balance recorded in the MCA. To do this use a journal to debit the Customer account with their opening debit balance and credit the MCA.
Creating a Journal with the balance is significantly less effort and less prone to error and confusion than moving Invoices and Credit Notes.
When the journal is completed the AR balance for each Customer will be automatically reflected on the Customer master.
When the customer makes a payment for an Invoice in the old system, you use a journal to debit the bank and credit the customer AR balance.
To make it efficient and easy to record multiple journals there is an ‘Upload Journals’ sheet in Setup>Import Data.
Click to enlarge

Supplier Balances (Accounts Payable)

It’s just the inverse of the Customer balances method.

Other Open Balances

You can set the opening balances on Profit and Loss, and Balance sheet accounts at any time.

Continuity of sales and purchasing Orders

Open Customer Orders

Only bring over unallocated open Sales Orders. This includes any Pending Orders.
Partially shipped Sales Orders need to be ring-fenced and dealt with on a case by case basis. Any Invoices for partially shipped orders need to stay where they are (in the old system). Anything that is allocated should be invoiced and preferably shipped before the stock count. Therefore the Stock Count will reflect the Free Stock level.
Remember the rule one transaction across both systems.
Import Open Sales Orders using the Upload Transactions import template. You’ll find this in Setup>Import Data

Open Purchase Orders

Ideally you want to only bring over open completely unreceived Purchase Orders. Any partially received Purchase Orders need to be ring-fenced and dealt with on a case by case basis. Any Purchase Invoices for partially received orders need to stay where they are (in the old system).

Stock

Perform a stock count Import Stock levels using Stock Import Sheet (WMS) Check Stock Valuation and make Stock Adjustment as required.
Today’s stock count will result in today’s stock levels. Because you need to set a start date for your new system accounts, you have to calculate the stock levels for that date.
Calculate the stock levels for NS Date by:
  1. 1.
    Subtracting what stock was added between NS Date and today’s date. This is any incoming stock quantities, specifically incremental Stock Adjustments, Purchase Orders, and RMAs.
  2. 2.
    Adding what stock was subtracted between NS Date and today’s date. This is any outgoing stock quantities, specifically decremental Stock Adjustments, and Sales Orders.
You should check the resulting Stock Valuation against what was recorded on NS Date in the old system matches.
One more thing, if you have Stock in transit that’s paid for, then include this in your stock count.