Partial Data Migration from BAS2000 Database

1. BAS2000 data source must be a SQL database: data migration from Oracle is not supported.

3. Keous will supply data cleansing scripts, which will identify all known and expected issues with the BAS2000 data.

4. All data cleansing issues must be resolved prior to data migration to K212 Finance, except for data in tables starting with:

BAS2000 CLOSEOUT PROCESSES
Run Reports for Comparison	A/R Master Customer Accounts	TIP: Calculate any carry forward balances to create A/R invoices in K212.
	Commodity & Commodity Code G/Ls
	G/L Account Codes/GL Dictionaries/Alias Dictionaries	TIP: Export from B2k if importing G/Ls in K212
	Stock codes	TIP: Export from B2k if importing Stock items in K212
	Vendors	TIP: Export from B2k if importing Vendors in K212
	Batch Codes
	Cheques

Run the script to set permissions to an admin user, which will be used for other settings. (This script is provided by Keous.)

K212 FINANCE SYSTEM SETUP
Login	Select from the Location drop-down	TIP: If there happens to be a location of 000, do not use it to login. Select a different code.
User Preference message	Setup G/L for graph. Add a G/L account by clicking on the Tool icon, on the right hand side of the Expenses versus Budget ribbon, at the top of the Dashboard.	TIP: Optional.
Go to System Settings/ Accounting/Bank Codes	Set up Bank Codes with meaningful descriptions
Go to Business tab/Batch/Batch Code Management	The following batch codes must exist and meet the ‘usage’ requirements.
	Buyer Batch Code (if not available, add) Multiple Usage Type = Purchase order from requisition
	PAY Batch code Single Usage Type = AP Cheque	TIP: If PAY batch code is setup with ‘Multiple Usage’, follow these steps to modify: Remove types below usage buttons & save Access again & change usage to 'single' Type = AP Cheque
	BUD Batch code (if not available, add) Multiple Usage Type = Budget (add type if needed)	TIP: Use ‘modify’ action to add ‘budget’ type to existing batch code.
	RQS Batch code (if not available, add) Single Usage Type = Requisition	TIP: If RQS batch code is setup with ‘Multiple Usage’, follow these steps to modify: Remove types below usage buttons & save Access again & change usage to 'single' Type = Requisition
	POV Batch code (if not available add) Single Usage Type = PO Change from a Voucher	TIP: Required when PO Change Approval Process is implemented; optional, if PO Change Approval Process is not implemented (Purchasing Settings/ PO Approval).
SYSTEM SETTINGS
Accounting Settings	Accounting Review/Edit mandatory fields	TIP: Discount field: provide a discount G/L in this field, if taking discounts in A/P.
	G/L Account Review elements
	Alias Format Review elements
	Bank Codes Review or Edit
	Currency Subscriptions Review or Edit to add Currencies	TIP: Add relevant currencies for foreign vendors.
	ForEx Rates Review or Edit to add rates for existing currencies
	Invoice Type Review or Edit to add invoice types.
	Bank Tape Specification Review or Edit to setup
A/R Settings	A/R Master Review or Edit to setup	TIP: A/R migration brings forward the AR settings and the AR Customer Accounts. Balance Forwards should be calculated in BAS2000 and set up as AR invoices in K212.
		TIP: Specify the Prepayment Account. This is where the overpayment's will be held.
	Account Type Review or Edit to setup
	Revenue Code Review or Edit to setup
	Revenue Category Review or Edit to setup
Banking Settings	Locate your banking institution. Provide the mandatory information according to your banking institution.
Board	Board Global Settings Edit to set up mandatory fields & other options
DB Import/Export	Db Import/Export Setting Management Review the list of settings. Create profiles if needed for importing into K212	TIP: For those boards wanting to import data from BAS2000, import settings must be established before running the actual import(s).
Email and Fax	Email and Fax Settings Review and provide the mandatory information for all three tabs
Integration	Third Party Integration Settings Review and provide the mandatory information for all three tabs	TIP: Fixed Asset & Work Management Integration is currently not available.
Purchasing	Purchasing Settings Review and provide the mandatory information for all 8 tabs	TIP: Requisition approval levels need to be set in order to use the shopping cart.
System	System Global Settings Review and provide the mandatory information
Tax	Tax Settings	TIP: All rebates must contain the appropriate G/L accounts. After done settings, check data from database, make sure the IDs start from 1 and in sequence.
Vendors	Vendor Settings Provide proper descriptions for the vendor Security and Type codes
Year End	Year End Settings Provide both the mandatory, and preference selections
Tools	Custom Module Management Select the menu items to create a custom menu
	Form Report Management Select the report (forms) that will be used.
	Payroll G/L Mass Synchronization	TIP: Third Party Integration for Payroll must be set up first.
SECURITY
User Account Setup	Select user from the top right 'user name' button (while on an existing page in K212), or from the menu; System settings/Security/User Management.
Role	Select the k212 Finance role from the drop down	TIP: To review or modify the Role, follow the User Account setup instructions above and select Role Management.
Buyer Code	First, select the check box and select the buyer code which was created in step 4.	TIP: Buyer codes are required for stock and the shopping cart process.
Requisition Approver	First, select the check box and select the Approval Level from the drop down.	TIP: Ensure at least one approver exists for the top-most approval level defined in the settings, (or if each approval level must be met (defined in Requisition Master Settings) ensure at least one approver for every approval level.
Purchase Order Approver	First, select the check box, and enter a limit
Permissions	The user has inherited the permissions from the K212 Finance Role.	TIP: For initial setup, the admin user requires all permissions in order to test.
	For Permissions, change the Operations Access to Custom, click Edit Operation Access and SELECT ALL.	TIP: For testing, admin level users should have ALL access.
Add A Note	As in all Edit modes, the user must add a note before saving.	TIP: Edit notes can be viewed in the notes history container.
CODE MANAGEMENT (compare B2k Reports to K212 Reports)	Go to System settings/Code Management	TIP: Commodity Codes are mandatory for the stock records.
Commodity Code	Review
Commodity Code G/L	Review and add if there are no default G/L codes created for the commodities	TIP: Default G/L's for commodities are primarily used in the shopping cart.
Location Code	Search and modify the current location code that you are logged into Check that all mandatory information has been populated. If the G/L Locations drop down box is empty, select the correct location from the list. Provide the 'Default Requisition Approver' for the location by clicking on the down arrow & select.

Run scripts to update Stock Tender Expiry Date and Purchasing Unit of Measure. (This script is provided by Keous.)

This section outlines the major processes. It is not meant as a list of everything that needs to be tested. Please test according to your B2k practices.

K212 FINANCE SYSTEM VALIDATION
Reconcile reports	Create the equivalent reports in K212, for the BAS Reports created in the closeout process and compare.
Stock Items	For stock items that are used for testing the shopping cart, change the buyer code to the one set up in K212 Setup Order -step 4.	TIP: This can be done by searching in the Stock Management page and using the group actions to change the buyer code.
	Stock Prerequisites	TIP: Stock items must contain a valid tender date (greater than the current date) to be included in the shopping cart search results.
Shopping Cart	Search for stock items	TIP: Use the Simple and Advanced searches
	Add to Cart	TIP: The Shopping Cart functionality, provides all the default information that is necessary for the creation of a requisition. If you need to change something, like quantities as an example, be sure to Save, using the save icon provided on the right side of the page.
	Use the Continue button to navigate to the next step.	TIP: Final step produces the requisition numbers.
	MISC Requisitions - click Miscellaneous in the header of the shopping cart.	TIP: Misc Requisitions are checked out in the Shopping Cart process.
Requisition Review	Use the single or group action code of Review to approve the requisition(s)	TIP: If requisition review does not have the requisition(s), this indicates that the requisition was auto approved; according to the Purchasing Settings/Requisition Auto Approval criteria. In this case, the requisition would be auto-routed to the Buyers in Basket.
Buyers In Basket	Use the single or group actions to approve the Purchase Order(s)
	Print the Purchase Orders	TIP: The purchase order is a template. The boards can modify this template in SSRS if they wish to make changes to the appearance.
Input Standalone Detailed PO's	These Purchase Orders will be entered in PO management and will not be associated with a requisition.
Input Summary PO's
Invoice	Invoice against all types of purchase orders.
	Prepare standalone invoices
	Test Online cheque feature
Accounts Payable	Payment Possibility
	Pay Run Management
	Preliminary
	Final

Partial migration includes the following BAS2000 data	Partial migration does not include the following BAS2000 data
Profiles
Codes:
•Batch Codes – some new business rules introduced in K212, please review the usage types
•Commodity Codes (stock)
•Commodity Code G/L
•Location Codes
G/L Account Dictionaries
G/L Accounts	Journal Vouchers & Journal Entries
Vendor	Vendor Historical Data
Stock
A/R Customer Accounts	A/R Historical Data
	WIS Warehouse Data