Full Data Migration from BAS2000 Database

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

3. No open BAS2000 data should be brought forward into K212 Finance. Therefore, please be advised that:

A. There should be no open requisitions at the time of migration. Since most requisitions are processed into purchase orders in fairly short order, we would recommend that requisitioning be shut down a few days before your final move to K212 Finance in production. Then, when all BAS2000 entry is complete, close out the few requisitions that remain and set them back up in K212 Finance as soon as the new system is available in production. TIP: You can use the Copy feature to copy even a closed BAS2000 requisition in K212 to quickly and easily set cancelled requisitions back up.

B. There should be no unpaid invoices at the time of migration. Once all BAS2000 work is complete, a cheque run should be performed to pay all invoices. Any invoices that will not be paid should be deleted and reentered into K212 Finance as soon as it is available.

C. Purchase Orders- It is strongly recommended to have no open purchase orders at the time of migration. The following will help you quickly and easily move through the process of capturing the information from your open POs, closing them and reopening them in K212 Finance:

•After all BAS2000 work is complete, run a script to gather all relevant information regarding your open purchase orders. Save the results from this script for importing after conversion.

•Once the script has been run, use the BAS2000 Global PO Close feature to close all purchase orders.

•After migration, as soon as the system is available, use the Summary PO Import feature in K212 Finance to import the purchase orders, using the data from the script. The purchase orders will be recreated with a 'B2' appended to the end of the PO number.

If a board needs to migrate open purchase orders, this option is also available (closing purchase orders is not required in this case). Keous made it possible for invoicing against BAS2000 Purchase Orders in K212 Finance. However, as a best practice it is strongly recommended to avoid the following actions with BAS2000 data in K212:

•BAS2000 PO Close from PO Management page, without first invoicing an open PO. PO Close is not restricted when done as a part of Invoice Entry.

D. Receivables detail will not be migrated from BAS2000 to K212 Finance. This includes invoices, cash receipts and adjustments. A/R accounts will be migrated. The following steps should be followed in order to bring A/R balances from BAS 2000 to K212 Finance:

•In BAS2000, determine any A/R balance forward amounts; you can run A/R Balance Report for general information summarized by an A/R Account

•General approach is to divert any outstanding A/R balances [resulting from invoices and overpayments] from A/R G/L to a different G/L ,before data migration takes place; once the data migration is done, the balances can be re-established by A/R Invoice entry. To facilitate this process, Keous will enforce this rule by implementing validation to make sure that your BAS2000 system has no outstanding unpaid AR invoice.

•Once you are in K212 Finance, you will need to set up the amounts owing for each account by adding invoices for A/R customers that have balance forward. This will allow to have appropriate invoices in K212, and also use the regular cash receipts process.

E. Open batches must be closed and a month end process should be run. Once in K212, please refrain from using any batches created in BAS2000; any attempt to manually pick a BAS2000 created batch in such modules as Invoice Management, PO Management, A/R Invoice Entry, etc., will result in an application error where system will display an error message. In such modules as Buyer’s In Basket, Shopping Cart, PO Import, Invoice Import, etc. where batch is required and it is auto-picked, the illegal batch is detected by the system and rolled back. This scenario is likely to happen only once if the current period setting in Accounting Profile is not changed accordingly on the 1^stday of the month following the data migration.

F. K212 Finance will not support the following scenarios for BAS2000 data issued after full migration:

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

5. All data cleansing issues must be resolved, prior to data migration to K212 Finance.

6. Refer to K212 Data Migration Tool document and follow steps for Full migration. Make sure that the tool is able to run the data migration process to the end without any error.

Please feel free to contact K212 Support for more information on any of these processes.

BAS2000 CLOSEOUT PROCESSES
Requisitions	Requisition Inquiry for all years/ open status Cancel ALL requisitions
Invoices	Create an ALL invoice report for comparison purposes
A/P Cheque Run	Do a pay run/balance all invoice batches	TIP: For credit notes, create invoices for the credits and add cents.
Purchase Orders	Create open PO Report for comparison purposes Create all PO Report for comparison purposes	TIP: All reports that will be used for reconciling, do NOT have to be printed. Save them in BAS2000 and refer to them when reviewing the K212 reports
PO Global Close	Close All (recommended)	TIP: It may be faster to do the global close by year.
Batch Balance	Balance & Finalize all outstanding Batches
Batch Balance Report	For ALL OPEN Batches	Should be no open batches
Month End	Run a month end
G/L's	Run G/L standard reports for comparison purposes
Stocks	Run Stock Report for comparison purposes
Vendors	Run Vendor Name & Address report for comparison purposes

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.	TIP: The most common type should be the first in the list, so invoice entry clerks do not have to select from the drop down.
	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 over payments 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.
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 Purchase Order Buyer UserID, and 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
	Before entering any transactions, run a month end and compare to B2k. Access the Accounting Setting and change the period to the next month, in order to start entering new K212 transactions	TIP: The Month End process should be scheduled. G/L accounts will be locked until the process is finished. Reports can be run during this time.
Reconcile Reports
Run a Batch Balance report	All Batches
Open PO Report	Should be zero (recommended)
Unpaid Invoice Report	Should be zero
PO Report - ALL	Should balance to b2k
PO Report - Detailed	Should balance to b2k
Stock Report	Should balance to b2k (# of stock items agree)
Invoice Report - ALL	Should balance to b2k
Compare G/L Reports	Should balance (#'s of G/Ls agree), (to date balances agree) etc
Vendor Name & Address Report	Should balance to b2k ( #' of vendors agree)
Input Detailed Purchase Orders	These Purchase Orders will be entered in PO management and will not be associated with a requisition.
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.
	Stock Management Search
Shopping Cart	Search for stock items	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.
	Add to cart
	Use the continue button to navigate to the next step.
	Final step produces the requisition number.
	MISC Requisitions - click Miscellaneous in the header of the shopping cart.
Requisition Review	Use the 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.
Invoice	Invoice against all types of purchase orders.
	Prepare standalone invoices
	Test Online cheque feature
Accounts Payable	Payment Possibility
	Pay Run Management
	Preliminary
	Final

Full migration includes the following BAS2000 data	Full 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
Vendors
Stock
A/R Customer Accounts	A/R Historical Data
Closed Requisitions
Purchase Orders
Fully paid Invoices
Cheques
Journal Entries	Journal Vouchers
	ATS Tender Data
	WIS Warehouse Data