Migrate transactions

Transaction import is done using the 'Upload Transactions' template.

Also, see Import Data Templates.

Retaining access to your legacy accounting data

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.

Which transactions to migrate?

Historical (Completed) Transactions

In the Transaction Migration Primer, I highlighted why you need historical data, here's a reminder. If you haven't read this please read it now.

1. Customer or Supplier reference: In both cases, it's useful to be able to refer back to transactions to answer questions about what happened and when. For example, who bought what, or what did you buy from whom? Or how much did they pay, or what did you pay?

2. Supply and demand forecasting: Inventory forecasting is critical to making sure you have the right products and their respective quantities at the right time. Buying enough stock to fulfill every order on time, or not holding stock you can't sell is good practice. You know this. You want to make the best use of your working capital right?

So it follows, that you only need Purchase and Sales Order data from your old system.

The above is our opinion, you can disagree. Our Inventory Forecasting, Standard Sales and Purchasing Reports, and Transaction History on Customer and Supplier Masters just need the above to satisfy the above requirements in (1) and (2).

Open transactions

Transactions that have not completed their journey, specifically Open Sales Orders, Open Sales Quotes, and Open Purchase Orders.

If you're using Purchase Quotes, include these.

Minimum Transaction Data

Here's what you need to export to meet the requirements as described above:

Sales Orders

Go to Setup>Import Data>Upload Transactions and download the .xlsx template, then open the 'Sales Orders sheet. Follow the instructions below to add your data.

For Sales Quotes, follow the guidelines below.

Col.# - the Column ID in the .xlsx template.

Col.#	Import Template Column Name	Field Name and Location in Salesorder
	Customer Data
A	TP Ref# - The Ref# as created on the Customer Master in Salesorder. You will have already imported your Customer Masters, and the Ref #s will have been set.	Customer>Ref #
B	Ref# - The original ID of the Transaction being migrated, e.g. Order Number. This must be a unique ID.	Sales Order>Ref #
C	Date - The original date of the Transaction being migrated.	Sales Order>Date
D	Status - HISTORICAL for Completed Sales Orders. OPEN for incompleted Sales Orders. See	Sales Order>Status
E	Owner - This is optional, if you don't populate this field it will default to the Master Admin user. However, if you populate your Workers list (who have logins) you can add the Worker Name. See Workers and Users.	Sales Order>Owner
F	Tax Code - Sales Orders inherit Tax Codes from the Customer Master. For USA wholesalers this is irrelevant to B2B transactions. If you are collecting Tax, i.e. VAT, then set up your Tax Codes before importing. Then make sure what you enter matches.	Sales Order>Tax Code/Group
G	Terms - Sales Orders inherit Payment Terms from the Customer Master. Set up your Payment Terms before importing. Then make sure what you enter matches.	Sales Order>Terms
I	Default Site - The default site is inherited from the Customer Master, and normally set to WHI. You can edit the name on the Site, and add more Sites.	Sales Order>Default Site
J	Customer Ref - The original Customer Purchase Order ID or # on the transaction being migrated.	Sales Order>Customer Ref
K	Customer Contact - For COMPLETED Orders, add the name. For OPEN orders, make sure you've imported your Contacts.	Sales Order>Contact
L	Contact Tel - For OPEN orders, make sure you've imported your Contacts.	Sales Order>Telephone
M	Email - For OPEN orders, make sure you've imported your Contacts.	Sales Order>Email
R	Currency - The Currency of the original transaction being migrated, e.g. USD. You will have already set the Currency on the original Customer when it was imported. To check the Currency acronym, go to Accounting>Multi Currency>Add(+) Currency and refer to the value in the dropdown.	Sales Order>Currency
S	Xrate - Up to 6 decimal places.	Sales Order>Exchange Rate
T	Doc Ref - Must be a preceding Transaction Ref#, e.g. Sales Quote. It will become a Link.	Sales Order>Our Ref
U - AP	Billing And Shipping Addresses Complete as per Field name. Use the State acronym, i.e. AZ for Arizona or whatever your Shipping Carriers mandate. Check Country Names match the names in the 'Country' dropdown List in the Sales Order.	Sales Order>Addresses
AQ - AW	Shipping Tracking Complete as available or required. Contact [e-mail] if you're not sure. See Shipping Carriers before proceeding.	Sales Order>Shipping
AX - AZ	Class 1 - 3 - If you're using Classes, set up your Classifications before you import.	Sales Order>Classification
	Line Items
BA	Item Code -	Sales Order>Line Item Table
BB	Description -	Sales Order>Line Item Table
BC	Site - See Default Site (above)	Sales Order>Line Item Table
BD	Quantity -	Sales Order>Line Item Table
BE	UOM - Unit of Measure (Sales)	Sales Order>Line Item Table
BF	Discount -	Sales Order>Line Item Table
BH	Unit Cost -	Sales Order>Line Item Table
BI	Tax Code - See Tax Code (above)	Sales Order>Line Item Table
BJ	Tax Rate -	Sales Order>Line Item Table
BK	Sub Total -	Sales Order>Line Item Table
BL	Tax Amount -	Sales Order>Line Item Table
BM	Total -	Sales Order>Line Item Table

Import a single transaction and check it's correct.

If you encounter any issues, work with the error message, or send full details including the SOAXXXXXX and the Import Template to [e-mail]

Purchase Orders

Go to Setup>Import Data>Upload Transactions and download the .xlsx template, then open the 'Sales Orders sheet. Follow the instructions below to add your data.

For Purchase Quotes, follow the guidelines below.

Col.# - the Column ID in the .xlsx template.

Col.#	Import Template Column Name	Field Name and Location in Salesorder
	Supplier Data
A	TP Ref# - The Ref# as created on the Supplier Master in Salesorder. You will have already imported your Supplier Masters, and the Ref #s will have been set.	Supplier>Ref #
B	Ref# - The original ID of the Transaction being migrated, e.g. Order Number. This must be a unique ID.	Purchase Order>Ref #
C	Date - The original date of the Transaction being migrated.	Purchase Order>Date
D	Status - HISTORICAL for Completed Purchase Orders. OPEN for incompleted Purchase Orders.	Purchase Order>Status
E	Owner - This is optional, if you don't populate this field it will default to the Master Admin user. However, if you populate your Workers list (who have logins) you can add the Worker Name. See Workers and Users.	Purchase Order>Owner
F	Tax Code - Purchase Orders inherit Tax Codes from the Supplier Master. For USA wholesalers this is irrelevant to B2B transactions. If you are collecting Tax, i.e. VAT, then set up your Tax Codes before importing. Then make sure what you enter matches.	Purchase Order>Tax Code/Group
G	Terms - Purchase Orders inherit Payment Terms from the Supplier Master. Set up your Payment Terms before importing. Then make sure what you enter matches.	Purchase Order>Terms
I	Default Site - The default site is inherited from the Purchase Master, and normally set to WHI. You can edit the name on the Site, and add more Sites.	Purchase Order>Default Site
J	Supplier Ref - The original Supplier Sales Order ID or # on the transaction being migrated.	Purchase Order>Customer Ref
K	Supplier Contact - For COMPLETED Orders, add the name. For OPEN orders, make sure you've imported your Contacts.	Purchase Order>Contact
L	Contact Tel - For OPEN orders, make sure you've imported your Contacts.	Purchase Order>Telephone
M	Email - For OPEN orders, make sure you've imported your Contacts.	Purchase Order>Email
R	Currency - The Currency of the original transaction being migrated, e.g. USD. You will have already set the Currency on the original Supplier when it was imported. To check the Currency acronym, go to Accounting>Multi Currency>Add(+) Currency and refer to the value in the dropdown.	Purchase Order>Currency
S	Xrate - Up to 6 decimal places.	Purchase Order>Exchange Rate
T	Doc Ref - Must be a preceding Transaction Ref#, e.g. Purchase Quote. It will become a Link.	Purchase Order>Our Re
U - AP	Payment And Shipping Addresses Complete as per Field name. Use the State acronym, i.e. AZ for Arizona or whatever your Supplier Shipping Carriers mandate. Check Country Names match the names in the 'Country' dropdown List in the Purchase Order.	Purchase Order>Addresses
AQ - AW	Shipping Tracking Complete as available or required. Contact [e-mail] if you're not sure. See Shipping Carriers.	Purchase Order>Shipping
AX - AZ	Class 1 - 3 - If you're using Classes, set up your Classifications before you import.	Purchase Order>Classification
	Line Items
BA	Item Code -	Purchase Order>Line Item Table
BB	Description -	Purchase Order>Line Item Table
BC	Site - See Default Site (above)	Purchase Order>Line Item Table
BD	Quantity -	Purchase Order>Line Item Table
BE	UOM - Unit of Measure (Purchasing)	Purchase Order>Line Item Table
BF	Discount -	Purchase Order>Line Item Table
BG	Unit Price -	Purchase Order>Line Item Table
BI	Tax Code - See Tax Code (above)	Purchase Order>Line Item Table
BJ	Tax Rate -	Purchase Order>Line Item Table
BK	Sub Total -	Purchase Order>Line Item Table
BL	Tax Amount -	Purchase Order>Line Item Table
BM	Total -	Purchase Order>Line Item Table

Import a single transaction and check it's correct.

If you encounter any issues, work with the error message, or send full details including the SOAXXXXXX and the Import Template to [e-mail]

Importing Transactions with Customer Item Codes

Customer Item Codes are substitutes for your original Item Code. So your Sales Orders in your old system will contain Customer Item Codes.

August 2023:

Importing Completed (Historical) Sales Orders

When you export COMPLETED Sales Orders from your old system, make sure you export the column containing your base Item Code as well as the Customer Item code. Keep this export file safe.

When you import COMPLETED Sales Order data, add the original Item Code in the Item Code Column. Your COMPLETED Sales Orders in your system will contain your base Item Code.

Reporting

This means you can still report Sales by Line Item by Customer, but the report will show your Item Code instead of the Customer Item Code.

In a future release of Salesorder, we'll be addressing this.

Importing OPEN Sales Orders

When you export OPEN Sales Orders from your old system, you can use the Customer Item Code in the Item Code column.

'Upload Transactions' Import Template

The 'Upload Transactions' template is located in Setup>Import Data

This template can also be used for extraordinary tasks like importing Purchase Orders received from Customers in Excel format and creating the respective Sales Orders in your Sales Order system.

Using QuickBooks? See this article 'Migrate from QuickBooks'.

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'.
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	Process these before cut off.
Cash Sale	Process these before cut off.
Customer Credit Note
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'.
Supplier Credit Note
Cash Purchase

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. See Ref#.