Processing Documents in Migration Mode

Before you start the migration process in MYOB Acumatica, you need to prepare the list of all documents that you want to migrate to the system. This list can contain both outstanding and closed documents. For each document, you need to specify its original amount, document date, currency, exchange rate, and open balance on the migration date.

The documents that are added when migration mode is activated do not update the general ledger. If you need to update account balances, you can import either the trial balance (for details, see Importing Financial Data) or the general ledger transactions.

Types of Documents That Can Be Migrated

The following types of documents can be entered when migration mode has been activated for the accounts receivable subledger:

• Invoice, Debit Memo, and Credit Memo: You add these documents by using the Invoices and Memos (AR301000) form.
• Payment, Prepayment, and Refund: You add these documents by using the Payments and Applications (AR302000) form.
• Cash Sale and Cash Return: You add these documents by using the Cash Sales (AR304000) form.

The following types of documents can be entered when migration mode has been activated for the accounts payable subledger:

• Bill, Debit Adjustment, and Credit Adjustment: You add these types of documents by using the Bills and Adjustments (AP301000) form.
• Payment, Prepayment, and Refund: You add these types of documents by using the Checks and Payments (AP302000) form.

  You cannot create payments with an open balance in migration mode. Thus, you will not be able to apply other documents to these migrated payments. When you create a payment in migration mode, this document will have the Closed status and will affect the vendor's balance.

  Tip:

  If you need to enter an AP payment with an application in migration mode, you should use the Prepayment document type.
• Cash Purchase: You add this type of a document by using the Cash Purchases (AP304000) form.
• Subcontracts: You add this type of documents by using the Subcontracts (SC301000) form.

In migration mode, you add the needed documents with the On Hold or Balanced status. These documents can be edited and released only when migration mode is activated.

Entry of a Document's Open Balance

When you are adding an accounts receivable or accounts payable document, you specify the open balance of a migrated document on the document entry form as follows:

• In the Balance box, which is available for editing on the Invoices and Memos (AR301000) and Bills and Adjustments (AP301000) forms
• In the Available Balance box on the Payments and Applications (AR302000) form
• In the Unapplied Balance box on the Checks and Payments (AP301000) form (for documents of the Prepayment type only)

If you need to migrate historical documents that have been already settled in full, enter zero as the open balance of these migrated documents.

When you save a document, the system validates that the open balance does not exceed the document's original amount; if it does, the system displays an error.

An open balance that you specify in a document in migration mode will be displayed in the Migrated Balance box on the Financial tab on the document entry form once you save a document. This box is available for migrated documents only.

Entry of Migrated Documents with Unreleased Retainage

On the Invoices and Memos (AR301000) and Bills and Adjustments (AP301000) forms, you can enter migrated AR documents and AP documents, respectively, with unreleased retainage.

You enter a document with unreleased retainage on the Invoices and Memos or Bills and Adjustments form by performing the following steps:

1. You create the document.
2. You specify its settings in the Summary area, including the selection of the Apply Retainage check box.
3. You add a document line on the Details tab and specify the retainage percent in the Retainage Percent column.

   On the Retainage tab, the system displays the calculated retainage amount in the Unreleased Retainage and Unpaid Retainage boxes.

   Tip:

   For the lines of AP bills, you can also specify links to the related subcontracts in the Subcontract Nbr. box.

For details on creating a document with retainage, see Processing AP Documents with Retainage and Processing AR Documents with Retainage.

Release of Migrated Documents

The release of migrated accounts receivable documents causes customer balances to be updated; similarly, the accounts payable documents update vendor balances. These released documents do not produce batches in the general ledger. Thus, on the Financial tab of the corresponding document entry forms, instead of the link to the general ledger batch, the word Migrated will be displayed for a migrated document in the Batch Nbr. box.

On release of a historical accounts receivable or accounts payable document with an open balance of zero, the system adds a line with this document to the Applications tab on the document entry form and assigns the Closed status to the document. On the Financial tab, the Migrated Balance box shows 0.00, which means that the document was closed before migration.

If you are importing AP bills with links to subcontracts, on release of the migrated AP bills, the system will update the Billed Amount and Unbilled Amount values in the subcontract lines on the Subcontracts (SC301000) form.

Migration of Project Balances

If migration mode is activated for projects, you can import pro forma invoices and the corresponding project transactions—along with their balances, original amounts, and dates—without affecting the general ledger. Also, you must link these pro forma invoices and project transactions to the AR documents that correspond to them. Then you need to release the migrated pro forma invoices and project transactions.

If the migrated pro forma invoice is linked to the corresponding AR document, a line with this pro forma invoice and AR invoice appears in the related project on the Invoices tab of the Projects (PM301000) form. The system shows a line for each pro forma invoice that corresponds to the project, along with the corresponding AR document, which is shown in the same row. Also, on the Revenue Budget tab of this form, project budget values will be calculated based on the imported data.

Known Limitations

The following limitations are applied in the system for creating document in migration mode:

• When AP bills are entered in migration mode on the Bills and Adjustments (AP301000) form, the links to related purchase orders cannot be specified in the PO Number columns on the Details tab because there is no migration mode for purchase orders. This information also cannot be imported when AP bills are imported in migration mode by using import scenarios.
• AP payments with applications to other documents cannot be entered in migration mode. You can import them as documents with the Prepayment type instead.

  To do this, you perform the following general steps:

  1. On the Checks and Payments (AP302000) form, you create a prepayment and specify its balance in the Unapplied Balance box. When you release the prepayment, it will have the Open status.
     Note:

     When you are creating a prepayment in migration mode, the Documents to Apply tab does not appear on the Checks and Payments form. It becomes visible after you release the prepayment. You can add only migrated documents to this tab.
  2. On the Bills and Adjustments (AP301000) form, you create a bill and specify its open balance in the Balance box. When you release the bill, it will have the Open status.
  3. On the Checks and Payments form, you open the prepayment that you created in Step 1. On the Documents to Apply tab, you apply the bill that you created in Step 2 to the prepayment, and release the prepayment with the application.