Overview of Module Startup

This article explains how to successfully upgrade from another business management system to Sage 100.

Accounts Payable

The Accounts Payable module includes an Accounts Payable Setup Wizard that you must perform to convert your existing companies and account structure.

Note: Set up your sales tax codes, sales tax classes, and sales tax schedules in Library Master before using the Accounts Payable Setup Wizard.

The Accounts Payable Setup Wizard provides several pages of questions and options that aid you in quickly setting up the Accounts Payable module for new companies; you must complete this wizard and the Conversion Process before using the Accounts Payable module.

Data You Need

Before using the Accounts Payable Setup Wizard, have the following information assembled and available for use:

Your General Ledger Chart of Accounts
Your bank account number(s) for the checking accounts used by Accounts Payable
A list of standard payment terms offered by your vendors
A list of your vendors, including address and phone numbers
A list of all unpaid invoices to be processed

To obtain correct information from your Accounts Payable module, you must first bring it up to date with your existing accounts payable system.

Conversion Process

Complete the following process to ensure that your system is current. These steps should be performed after completing the setup wizard and after adding all of your information to the Accounts Payable module.

To convert your existing accounts payable system

Identify all unpaid invoices as of your last closed accounting period.
Prepare an adding machine tape totaling the invoices. This amount should equal the account balance for Accounts Payable in your general ledger.
Set the posting date to the last day of the last closed accounting period.
Using Invoice Data Entry, enter these invoices into the system. Enter the outstanding balance amount for each invoice as of the end of the last closed accounting period. During the distribution process, post the entire distribution balance to your Accounts Payable general ledger account. This is done because you have already expensed these invoices in a previous accounting period, and to do so again would duplicate those expenses.

By posting to the Accounts Payable account, both a debit and an automatic credit are generated in the same amount to the Accounts Payable general ledger account; therefore, the two amounts offset each other and there is no effect on the general ledger. After the conversion process, you would not normally post to the Accounts Payable general ledger account, but would post to individual general ledger accounts, as appropriate.

As an alternative to this procedure, clear the General Ledger check box in Accounts Payable Options. You can then distribute invoices to their respective accounts and no general ledger postings are made. If you use this alternate procedure, be sure to select the General Ledger check box again in Accounts Payable Options after the conversion process has completed and you have updated the Daily Transaction Register.
Print the Invoice Register. The total shown on the Invoice Register should equal the total on the adding machine tape prepared in step 2. If it does not, an error has been made. Check your adding machine tape and Invoice Register, return to Invoice Data Entry and make any necessary corrections, and then reprint the Invoice Register.
Update the invoices.
Print the Aged Invoice Report available on the Accounts Payable Reports menu, and retain a copy of this report for your accounting files. Again, the total on this report should equal the adding machine tape total.
Run Period End Processing by selecting Period End Processing from the Period End menu, and then clicking Proceed.
Reset the posting date to the first day of the current accounting period.
Using Invoice Data Entry, enter any invoices you have received since the last closed accounting period. (These invoices should not include any invoices entered in step 4.) Post the distribution balance of each invoice to its appropriate general ledger account (not to the Accounts Payable general ledger account). Print the Invoice Register and update the invoices.

Important! If the General Ledger check box is cleared in Accounts Payable Options, select the General Ledger check box before proceeding with the update.
Prepare an adding machine tape totaling any checks you have written since your last closed accounting period.
Using Manual Check and Payment Entry, enter these checks (step 11) into the system. If the check paid an invoice previously entered (step 4 or 10), no general ledger distribution is required. Type the invoice number exactly as you did when you entered it in step 10. If the check paid an invoice that you did not previously enter, you must distribute it to the appropriate general ledger account(s).
Print the Manual Check and Payment Register. The total should equal the total of the adding machine tape prepared in step 11. If it does not, return to Manual Check and Payment Entry, correct the necessary entries, and reprint the Manual Check and Payment Register. When the register total and the adding machine tape agree, update the manual checks.
Print the Aged Invoice Report and verify that all invoices paid by the manual checks recorded in step 12 are listed as paid.

You are ready to begin using your Accounts Payable module.

Accounts Receivable

The Accounts Receivable module includes an Accounts Receivable Setup Wizard that you must perform to convert your existing companies and account structure.

The Setup Wizard provides several pages of questions and options that aid you in quickly setting up the Accounts Receivable module for new companies; you must complete this wizard and the Conversion Process before using the Accounts Receivable module.

Note: Set up your sales tax codes, sales tax classes, and sales tax schedules in Library Master before using the Accounts Receivable Setup Wizard.

Data You Need

Before using the Accounts Receivable Setup Wizard, have the following information assembled and available for use:

Your General Ledger Chart of Accounts
A list of jurisdictions in which you sell and collect sales tax and their tax rates
A list of standard payment terms offered to your customers
A list of your customers, including addresses and phone numbers
A list of all invoices to process
A list of all payments to process

To obtain correct information from your Accounts Receivable module, you must first bring it up to date with your existing accounts receivable system.

Conversion Process

Complete the following process to ensure that your current accounting system is in balance. These steps should be performed after completing the setup wizard and after adding all your customers to the Customer file. If you maintain Accounts Receivable customers using a balance forward method, it is not necessary to enter each invoice. For balance forward customers, total all unpaid invoices for each aging category, and enter an invoice for each aging category for each customer.

To convert your existing accounts receivable system

Identify all unpaid invoices as of your last closed accounting period.
Prepare an adding machine tape totaling the invoices. This amount should equal the account balance for Accounts Receivable in your general ledger.
Set the posting date to the last closed accounting period.
Using Invoice Data Entry, enter the invoices using the original invoice dates. During the distribution process, post the entire distribution balance to your Accounts Receivable general ledger account number. These invoices are already posted in an accounting period, and to post them again would duplicate the postings.

By posting to the Accounts Receivable general ledger account, both a credit and an automatic debit are generated in the same amount to the Accounts Receivable general ledger account. The two amounts offset each other and there is no effect on the general ledger.

After the conversion process, you will not normally post to the Accounts Receivable general ledger account, but will post to individual general ledger accounts, as appropriate.

As an alternative to this procedure, in Accounts Receivable Options, clear the General Ledger check box. You can then distribute invoices to their respective accounts and no general ledger postings will occur. If you use this alternate procedure, be sure to select the General Ledger check box again in Accounts Receivable Options after the conversion process has completed and you have updated the Daily Transaction Register.
Print the Sales Journal. The invoice total shown on the Sales Journal should equal the total on the adding machine tape prepared in step 2. If it does not, an error has been made. Check the adding machine tape and the Sales Journal, return to Invoice Data Entry and make any necessary corrections, and then reprint the Sales Journal.
Update the invoices.
Print the Aged Invoice Report and retain a copy of this report for your accounting files. The total on this report should equal the adding machine tape total.
Run Period End Processing by selecting Period End Processing from the Period End menu, and then clicking Proceed.
Reset the posting date to the first day of the current accounting period.
Using Invoice Data Entry, enter any invoices billed since the last closed accounting period. (These invoices should not include any invoices entered in step 4.) Post the distribution balance of each invoice to its appropriate general ledger account (not to the Accounts Receivable general ledger account). Print the Sales Journal and update the invoices.

Important! If the General Ledger check box is cleared in Accounts Receivable Options, select the General Ledger check box before proceeding with the update.
Prepare an adding machine tape totaling any cash receipts you received since your last closed accounting period.
Using Cash Receipts Entry, enter these cash amounts. For the deposit amount, enter the adding machine tape total prepared in step 11. If the checks entered represent payment for a previously issued invoice (step 4 or 10), no general ledger distribution is required. If any checks represent payment for an invoice not previously issued, you must distribute the amounts to the appropriate general ledger accounts.
Print the Cash Receipts Journal. The total should equal the adding machine tape total in step 11. If it does not, return to Cash Receipts Entry, correct the necessary entries, and reprint the Cash Receipts Journal. When the journal total and the adding machine tape agree, update the cash receipts.
Print the Aged Invoice Report and verify that all invoices that are paid by the cash receipts recorded in step 12 are listed as paid.

You are ready to begin using your Accounts Receivable module.

Bank Reconciliation

To obtain correct information from your Bank Reconciliation module, you must first bring it up to date with your existing bank reconciliation system.

To convert your existing bank reconciliation system

Verify that all modules being integrated with Bank Reconciliation are fully installed and operational.
Select the Bank Reconciliation check box in General Ledger Options, Accounts Payable Options, Accounts Receivable Options, Payroll Options, and Purchase Order Options, as appropriate.
Manually reconcile the last bank statement for each account that you want to use in your bank reconciliation system.
Perform all preliminary startup activities (define the files and set the accounting date using the ending date shown on your last reconciled bank statement).
Using Bank Code Maintenance, set up the bank code using the ending bank balance from your last reconciled bank statement as a source for the bank account number and ending bank balance.
Enter all outstanding checks from your last reconciled bank statement, using Check, Deposit and Adjustment Entry. If checks are already being processed through the Accounts Payable or Payroll module, these outstanding checks should be checks that were updated in the check update process, but are not shown on the last bank statement. On the Check tab, clear the Cleared check box when these checks are recorded.
Enter all outstanding deposits or adjustments (those not shown on the bank statement) in Check, Deposit and Adjustment Entry. If deposits are being processed through the Accounts Receivable module, these outstanding deposits should have been updated, but not shown, on the last bank statement. On the Check tab, clear the Cleared check box when these deposits and adjustments are recorded.

Print the Bank Reconciliation Register to verify the accuracy of the information entered. If the information on the register is correct, your Bank Reconciliation module is now ready to use.

Mobility for Bar Code

Before using the Mobility for Bar Code module, create and have available the folder names that will be used for importing files from the hand-held computer. Enter this information in Mobility for Bar Code Bar Code Options, which is located on the Setup menu.

Bill of Materials

The Bill of Materials module includes a Bill of Materials Setup Wizard that you must perform to convert your existing companies and account structure.

The Bill of Materials Setup Wizard provides several pages of questions and options that aid you in quickly setting up the Bill of Materials module for new companies; you must complete this wizard and the Conversion Process before using the Bill of Materials module.

Data You Need

Before using the Bill of Materials Setup Wizard, have the following information assembled and available for use:

Your General Ledger Chart of Accounts
A single-level bill of materials listing for all bills you want to maintain
Any miscellaneous codes that you want to set up, such as for overhead, labor, and outside processing

To obtain correct information from your Bill of Materials module, you must first bring it up to date with your existing bill-processing system.

Conversion Process

Complete the following process to ensure that your system is current. These steps should be performed after completing the setup wizard.

To convert your existing bill of materials system

Prepare a list of existing bills from your system. Verify that the information is current.
Review the structure of the existing bills. When possible, employ the modular bill structure to save work and provide increased flexibility.
Enter the bills in Bill of Materials Maintenance.
Enter the component items, miscellaneous codes, and comments for each bill. If your bills use bill options, examine the bills to verify that all options and any option interactions are taken into account.
Print a Single-Level Bill of Materials Report for all bills and verify the information against the listings provided in your old system. Print an Indented Bill of Materials Report and verify that the bill structure is correct and complete.
Print a Bill Validation Report. This report examines the entire Bill of Materials file. Correct any inaccuracies and print this report again, if applicable.

You are ready to begin using your Bill of Materials module.

Common Information

The Common Information module includes a Common Information Setup Wizard that you must perform to convert your existing companies and account structure.

The Setup Wizard provides several pages of questions and options that aid you in quickly setting up the Common Information module for new companies; you must complete this wizard before using the Common Information module.

Data You Need

Before using the Common Information Setup Wizard, have the following information assembled and available for use:

A list of miscellaneous items and charges
A list of sales tax jurisdictions
Your bank account number(s)

eBusiness Manager

The eBusiness Manager module includes an eBusiness Manager Setup Wizard that you must perform to convert your existing companies and account structure.

The eBusiness Manager Setup Wizard provides several pages of questions and options that aid you in quickly setting up the eBusiness Manager module for new companies; you must complete this wizard before using the eBusiness Manager module.

Data You Need

Before using the eBusiness Manager Setup Wizard, have the following information assembled and available for use:

The IP address and port number for each of the three servers (IIS, SMTP, and Web Engine)
A list of your item categories
A list of user IDs and passwords to assign to Internet-enabled customers (for the .order applet only)
A list of user ID e-mail addresses and the company to which each user is assigned

For more information regarding setup procedures, refer to the eBusiness Manager Installation Guide, which is available on the Sage 100 documents page.

General Ledger

The General Ledger module includes a General Ledger Setup Wizard that you must perform to convert your existing companies and account structure.

The Setup Wizard provides several pages of questions and options that aid you in quickly setting up the General Ledger module for new companies; you must complete this wizard and the Conversion Process before using the General Ledger module to process your daily transactions.

Data You Need

Before using the General Ledger Setup Wizard, you should have the following information assembled and available for use:

Your General Ledger Chart of Accounts
A Trial Balance from the last completed accounting period
Copies of your company's latest financial statements, including the Income Statement and Balance Sheet

Conversion Process

To obtain correct information from your General Ledger module, you must first bring it up to date with your existing general ledger system.

If you are converting at the beginning of a fiscal year, or require only the beginning balances for each account, see Enter Beginning Balances in the Help system.
If you are converting in the middle of a fiscal year and want to record activity for each accounting period of the current year, as well as beginning balances, see Enter Data for Each Period in the Help system.

Use these procedures as a checklist to ensure that your current accounting system is in balance. These procedures should be performed after completing the General Ledger Setup Wizard.

Inventory Management

The Inventory Management module includes an Inventory Management Setup Wizard that you must perform to convert your existing companies and account structure.

The Setup Wizard provides several pages of questions and options that aid you in quickly setting up the Inventory Management module for new companies; you must complete this wizard and the Conversion Process before using the Inventory Management module.

Data You Need

Before using the Inventory Management Setup Wizard, have the following information assembled and available for use:

Your General Ledger Chart of Accounts
A list of all inventory items containing costs, prices, on-hand quantities, warehouse locations, and reorder requirements
Any shipping documents, receiving reports, open purchase orders, or adjustment vouchers that must still be processed

To obtain correct information from your Inventory Management module, you must first bring it up to date with your existing inventory system.

Conversion Process

To convert your existing inventory system

Prepare a list of current on-hand quantities for all inventory items. You can use the balances as of your last closed inventory accounting period end, or you can perform a physical count.
In Inventory Management Options, in the Current Inventory Period field, select the previous period (the last closed period).
In Inventory Management Options, clear the General Ledger check box.
Set the posting date to the last day of the last closed accounting period.
In Transaction Entry, enter each item's current on-hand quantity as a receipt by selecting Receipts in the Transaction Type field. You must enter the quantity on hand and the unit cost for each item.
You can use a single receipt reference for entering the on-hand quantities for all items, or items can be separated into any logical grouping and entered under different references.
Print the Transaction Journal and verify all information. If necessary, use Transaction Entry to make corrections.
When the register is correct, perform the Transaction Journal update.
In Period End Processing, select Full Period End Processing. The current period is set to the period in which you begin processing.
In Inventory Management Options, select the General Ledger check box.
Reset the posting date to the first day of the current accounting period.
Enter any transactions, such as sales, issues, and receipts for the current accounting period to bring the inventory management system up to date. Use Transaction Entry to record the transactions.

You are ready to begin using your Inventory Management module.

Inventory Requirements Planning

Before using the Inventory Requirements Planning module, set up the module using Inventory Requirements Planning Options on the Setup menu.

Job Cost

The Job Cost module includes a Job Cost Setup Wizard that provides several pages of questions and options that aid you in quickly setting up the Job Cost module for new companies. You must run this wizard and complete the Conversion Process before using the Job Cost module.

Data You Need

Before using the Job Cost module, have the following information assembled and available for use:

Your General Ledger Chart of Accounts
Determine your accounting and billing methods
Estimates or estimate worksheets
Job contracts with all pertinent information
Estimated price lists
Standard cost code list
Job types list
Burden rate information
Overhead rate information
Invoices or billing documents that need to be processed

To obtain correct information from your Job Cost module, you must first bring it up to date with your existing job costing system.

Conversion Process

Complete the following process to ensure your system is current. These steps should be performed after completing System Startup and adding all jobs, cost codes, and cost types to the Job Cost master file.

To ensure that all accounting modules integrated with Job Cost, including the Accounts Payable, Accounts Receivable, Payroll, Purchase Order, and Sales Order modules, do not double post transactions that have been entered as part of the conversion process, it is recommended that the conversion process be performed immediately after the completion of period-end processing for all integrated modules.

To convert from your existing job cost system

Prepare a list of job-to-date cost information, detailed by cost code and cost type, for each open job. You should use the information from your last closed accounting period. If you are changing the coding format of your cost codes from your previous system, indicate the new cost codes to use for each entry.
In Job Cost Options, clear the Post to G/L for Direct Cost Transactions and Post to G/L for Billing & Cash Receipt Transactions check boxes. The job-to-date conversion information to be entered should not be posted to the general ledger.
Set the Job Cost accounting date to the last day of the last closed accounting period.
In Job Posting Entry, enter a separate batch of direct cost entries for each job. Enter a separate entry with the job-to-date units (quantity) and job-to-date cost for each cost code and/or cost type detail. If each job contains a large number of cost code and/or cost type detail, update each batch separately.
If the Accounts Receivable module is not integrated with Job Cost, use Job Posting Entry to enter billing and cash receipt transactions for each job up to the last closed accounting period. Do not enter any billing or cash receipts that should be recorded in the current accounting period.
If the Accounts Receivable module is integrated with Job Cost, use Job Billing Entry to enter all invoices that have been billed to outstanding jobs. Use Accounts Receivable Cash Receipts Entry to enter cash receipts for job invoices. If Job Cost is integrated with the General Ledger module, you must use General Journal Entry to back out these general ledger postings generated for these transactions to prevent double posting of information previously recorded.

Additionally, if invoices relating to job billing are entered in the Accounts Receivable module before the installation of Job Cost, reverse these invoices using the Adjustment feature in Accounts Receivable Invoice Data Entry before recording the job invoices. This prevents doubling the invoice information in the Accounts Receivable module.
If work-in-process accounting is being used, the initial job billing entries generate postings to the General Ledger module that adjust the appropriate work-in-process accounts with the total accumulated costs for each job. You must use General Journal Entry to back out these general ledger postings to prevent double posting of information previously recorded.
Print the Work in Process Report for all jobs, and check the cost code, cost type, and job-to-date information printed. Print the Job Billing History Report to check the billing and cash receipt transactions. If any errors are found, use Job Posting Entry or Job Billing Data Entry to make corrections.
Perform full period-end processing to clear the period-to-date information affected by the conversion data.
Reset the accounting date to the first day of the current accounting period.
Enter cost and billing transactions for the current accounting period. Transactions can be entered directly in the Job Cost module by integration with other modules.
In Job Cost Options, select the Post to G/L for Direct Cost Transactions and Post to G/L for Billing & Cash Receipt Transactions check boxes. This allows all future transactions to post to the general ledger.

You are ready to begin using your Job Cost module.

Payroll

The Payroll module includes a Payroll Setup Wizard that provides several pages of questions and options that aid you in quickly setting up the module for new companies. You must run this wizard and complete the conversion process before using the Payroll module.

Data You Need

Before using the Payroll module, have the following information assembled and available for use:

Your General Ledger Chart of Accounts
A list of the earnings and deductions used for payroll processing
Employer federal, state, and local tax ID numbers for each tax jurisdiction in which your employees are paid
Any company-specific tax rates, such as federal and state unemployment insurance tax rates.
A list of employees, complete with personal information and quarter-to-date and year-to-date earnings and deduction history

To obtain correct information from your Payroll module, you must first bring it up to date with your existing payroll system.

In compliance with federal and state tax reporting requirements, payroll systems operate on a calendar-year basis. As the year progresses, large quantities of quarter-to-date and year-to-date data are accumulated; therefore, the ideal time to convert from your existing payroll system to the Payroll module is on January 1. If this is not possible for your company, guidelines for installing the Payroll module at different times during the year follow.

Converting at the Beginning of the Calendar Year

If you are installing the Payroll module at the beginning of the calendar year, enter your information into the module; however, make no entries at any quarter-to-date or year-to-date fields. These fields are maintained automatically as payroll is processed throughout the year. With these tasks completed, you can proceed directly to the year's first payroll cycle.

Converting in the Middle of the Calendar Year

To obtain correct year-end totals and proper tax calculations from your Payroll module, you must first bring it up to date with your current payroll totals, including quarter-to-date and year-to-date earnings and a record of accrued time-off hours.

Payroll Setup Wizard

You must run the Payroll Setup Wizard before completing any other tasks in the module.

To run the wizard, select Payroll > Setup > Payroll Options. If the company has not been set up, a message asks if you want to set up the module. Click Yes to start the wizard.

To record year-to-date information

Enter all employee information into the system.
In Company Tax Group Setup, select the Federal tax group. On the Tax Rates tab, in the Tax field, select Federal Unemployment Tax Employer Liability. Enter the effective date and your company's tax rate (if applicable).
In Company Tax Group Setup, select each applicable state and local tax group. On the Tax Rates tab, in the Tax field, select the applicable tax, and then enter the effective date and your company's tax rate (if applicable).
In Payroll Options, in the Current Quarter field, select the previous quarter.
In Payroll Options, in the Integrate With section, clear the General Ledger check box. This ensures that no general ledger postings are made from the Payroll module. Because the prior quarter information should already be reflected in your general ledger balances, allowing the postings to update would result in duplicate postings.

If you are using the Bank Reconciliation module, clear the Bank Reconciliation check box also.
Enter manual checks using Payroll Data Entry for each employee to record the year-to-date earnings and tax information. In the Pay Cycle window, verify the Manual Taxes check box is selected and the Print Checks check box is cleared. You can use the previous quarter number as the check number. Enter all earnings, deductions, and tax information using the year-to-date information from the end of the previous quarter.

If an employee has worked in more than one state, make sure the earnings information is entered separately for each state.
Print the Payroll Data Entry Audit Report and verify all information. If necessary, make any corrections using Payroll Data Entry.
Print the Employer's Expense Summary to ensure that employer taxes and Workers’ Compensation are calculated as expected. Verify that deposit liability amounts match to what you have paid year-to-date as of the end of the previous quarter.
Print the Check Register and perform the Check Register update.
In Period End Processing, select Quarter End Processing and print the period-end reports. Verify that the information is correct and make corrections if needed.

The Current Quarter field in Payroll Options increments to the current quarter.

If you are converting your payroll at the beginning of the current quarter, proceed to step 5 in the procedure below.

If you are converting in the middle of the quarter, you must record each check issued during the current quarter using the following procedure.

To record current quarter checks

Enter each check issued during the current quarter as a manual check in Payroll Data Entry (that is, in the Pay Cycle window, clear the Print Checks check box and select the Manual Taxes check box). Enter the earnings, deductions, and tax information exactly as written on the original checks.

You can enter a combined total of the checks issued for each employee. This method, however, does not provide the full detail and complete audit trail facilitated by a detailed entry of each check.
Print the Payroll Data Entry Audit Report and verify the accuracy of all entries. If necessary, make any corrections using Payroll Data Entry and reprint the Payroll Data Entry Audit Report.
Print the Employer's Expense Summary report to ensure that employer taxes and Workers’ Compensation are calculated as expected and that deposit liability amounts match what you have paid.
Print the Check Register and perform the Check Register update.
Print the Quarterly Tax Report and the Payroll Check History Report, and verify that all employee information and tax rates are correct.
Print and verify the Time Off Register. If adjustments are necessary, access individual employee records in Employee Maintenance.
In Payroll Options, select the General Ledger check box. This allows all future payroll processing to post to the general ledger.

If you are using the Bank Reconciliation module, select the Bank Reconciliation check box.

You are ready to begin using the Payroll module.

Production Management

The Production Management module includes a Production Management Setup Wizard that you must perform to convert your existing companies and account structure.

The Setup Wizard provides several pages of questions and options that aid you in quickly setting up the Production Management module for new companies; you must complete this wizard before using the Production Management module.

Data You Need

Before using the Production Management Setup Wizard, have the following information assembled and available for use:

Your General Ledger Chart of Accounts
A list of work center locations, including the number of employees and number of standard hours available per week at each location
A list of activities to be performed, including cost and overhead calculations and general ledger production cost accounts
A list of employees (optional), including labor rates and social security numbers
A list of labor crews (optional), including the employees in each crew
A calendar for each work center with closure dates

Purchase Order

The Purchase Order module includes a Purchase Order Setup Wizard that you must perform to convert your existing companies and account structure.

The Purchase Order Setup Wizard provides several pages of questions and options that aid you in quickly setting up the Purchase Order module for new companies; you must complete this wizard and the Conversion Process before using the Purchase Order module.

Data You Need

Before using the Purchase Order Setup Wizard, have the following information available for use:

Your General Ledger Chart of Accounts
A list of vendor quantity discount rates you use for inventory items
A list of all addresses to which you have orders shipped
All open purchase orders and back orders
All receipts, invoices, returns, and material requisitions as of your last closed accounting period

To obtain correct information from your Purchase Order module, you must first bring it up to date with your existing purchase order system.

Conversion Process

Complete the following process to ensure that your current accounting system is in balance. These steps should be performed after completing the setup wizard.

To convert your existing purchase order system

Gather all open purchase orders as of your last closed accounting period.
Prepare an adding machine tape totaling the orders.
Use Purchase Order Entry to enter the orders into the system. In Default Values for Purchase Order Entry, clear the Print Purchase Orders check box to prevent the conversion orders from being reprinted. Next, on the Purchase Order Entry Header tab, select Standard Order in the Order Type field and Open in the Order Status field for each order.

Partially received or invoiced purchase orders cannot be processed using the system without double posting to the General Ledger and Inventory Management modules. These orders should be processed manually until they are completed. To enter these orders, you must enter only the unreceived balance on each order as the original order quantity. There are no such restrictions for outstanding orders that have not received any partial receipts or invoices against them.
Print the detail version of the Open Purchase Order Report for all order types and orders with an open status. The total on this report should equal the total on the adding machine tape you prepared in step 2. If the totals do not agree, return to Purchase Order Entry and make any necessary corrections and reprint the report as an audit record of your outstanding orders.
Record all receipts, invoices, returns, and material requisitions that you have received since the last closed accounting period to bring the system completely up to date.

You are ready to begin using your Purchase Order module.

Sales Order

The Sales Order module includes a Sales Order Setup Wizard that you must perform to convert your existing companies and account structure.

The Setup Wizard provides several pages of questions and options that aid you in quickly setting up the Sales Order module for new companies. You must complete this wizard and the Conversion Process before using the Sales Order module to process your daily transactions.

Data You Need

Before using the Sales Order Setup Wizard, have the following information assembled and available for use:

Your General Ledger Chart of Accounts
A list of standard miscellaneous charges and items used in your business
A list of item part numbers sold by your business (if the Inventory Management module is not integrated with Sales Order)
A list of your shipping rates
All open orders and back orders
A Customer Listing from your Accounts Receivable module
An Inventory Item Listing from your Inventory Management module

To obtain correct information from your Sales Order module, you must first bring it up to date with your existing order processing system.

Conversion Process

Complete the following process to ensure that your current accounting system is in balance. These steps should be performed after completing the setup wizard. First, enter any unpaid invoices, as of your last closed accounting period, into the Open Invoice file. This process is performed using the Accounts Receivable module. Second, use the Sales Order module to enter any open orders or back orders into the system.

To convert your existing sales order system

Identify all open orders as of your last closed accounting period.
Prepare an adding machine tape totaling the orders.
Using Sales Order Entry, enter these orders into the system. Use the standard order type for standard sales orders, and the open order status for open orders. When entering the Sales Order Entry default values, clear the Print Sales Orders and Print Pick Sheets check boxes, and enter 00 in the No. of Ship Labels field in the Default Values for Sales Order Entry dialog box to prevent these documents from being printed.
Identify all open back orders as of your last closed accounting period.
Prepare an adding machine tape totaling the back orders.
Using Sales Order Entry, enter these back orders into the system. Use the back-order order type for back orders, and the open order status for open orders.
Print the detail version of the Open Sales Order Report for all order types and the open order status. The Open Order and Open Back Order totals shown on this report should equal the totals on the adding machine tapes prepared in steps 2 and 5. If the totals do not agree, check your adding machine tapes and the Open Sales Order Report. Return to Sales Order Entry and make any necessary corrections, and then reprint the report as an audit record of your outstanding orders.

You are ready to begin using the Sales Order module.