F110

Data Migration

View:
2025R16 lessons

F110: Data Migration

Version: 2025R1
Category: Finance

How to Use This Course

This course illustrates the basic data migration procedure that is performed for a midsize company. In the course, you will learn how to migrate financial data of the company from legacy ERP system into Acumatica ERP. You will migrate master records, historical data, and financial documents. You will also learn how to upload trial balances and how to perform reconciliation of account balances aer data migration has been finished.

What Is in This Guide

The guide includes the Company Story topic, activities, and Additional Materials topics. The Company Story topic explains the organizational structure of the company preconfigured in the U100 Basic Company dataset, as well as the company's business processes and requirements. Each activity of the course is dedicated to a particular data migration scenario, and consists of steps that you complete to import the company’s data and validate the import results.

Which Training Environment You Should Use

All lessons of the course should be completed on an instance of Acumatica ERP 2025 R1. For this course, you will use an Acumatica ERP tenant with the U100 Basic Company training dataset preloaded; this dataset provides the predefined settings and entities you will need as you complete the activities of this course. You or your system administrator need to prepare an instance of Acumatica ERP 2025 R1 and add a tenant with the U100 Basic Company dataset, as described in the How to Create a Tenant with the U100 Basic Company Dataset section below.

What Is in a Lesson

Each lesson provides a story describing a particular user scenario and an overview of the relevant features that have been enabled in the system; configuration settings that are related to the described scenario are also listed. The lesson provides a brief overview of the process that should be performed to complete the described scenario, and instructions that guide you through the process in Acumatica ERP.

          The completion of a lesson depends on the steps performed in the previous lessons. We recommend
          that you complete the lessons in the listed order.

What the Documentation Resources Are

The complete Acumatica ERP documentation is available on https://help.acumatica.com/ and is included in the Acumatica ERP instance. While viewing any form used in the course, you can click the Open Help button in the top pane of the Acumatica ERP screen to bring up a form-specific Help menu; you can use the links on this menu to quickly access form-related information and activities and to open a reference topic with detailed descriptions of the form elements.

How to Create a Tenant with the U100 Basic Company Dataset Before you complete this course, you need to add a tenant with the U100 Basic Company dataset to an existing Acumatica ERP instance. You will then prepare the tenant for completing the activities. To complete this preparation, perform the following instructions:

  1. Go to Amazon Storage.
  2. Open the folder that corresponds to the version of your Acumatica ERP instance.
  3. In this folder, open the Snapshots folder and download the u100_basic_company.zip file. How to Use This Course | 5
  4. Launch the Acumatica ERP instance and sign in.
  5. Open the Tenants (SM203520) form and click Add New Record on the form toolbar.
  6. In the Login Name box, type the name to be used for the tenant.
  7. On the form toolbar, click Save.
                  When you create a system tenant, you may be signed out aer its creation, depending on how
              many non-System tenants your Acumatica ERP instance already had:
  • If you started with one non-System tenant (to which you are signed in) and you create a new one, the system signs you out to switch from single-tenant mode to multitenant mode.
  • If the instance had multiple non-System tenants and you create another, it is already in multitenant mode. Instead of being signed out, you wait until the system completes the operation and then proceed.
  1. On the Snapshots tab, click Import Snapshot.
  2. In the Upload Snapshot Package dialog box, select the u100_basic_company.zip file, which you have downloaded, and click Upload. The system uploads the snapshot and lists it on the Snapshots tab of the Tenants form. 10.Open the Apply Updates (SM203510) form and click Schedule Lockout. 11.In the Schedule Lockout dialog box, click OK. 12.Open the Tenants form again. 13.On the form toolbar, click Restore Snapshot. 14.If the Warning dialog box appears, click Yes. 15.In the Restore Snapshot dialog box, make sure that the correct snapshot package is being uploaded, and click OK. The system will restore the snapshot and sign you out. 16.Sign in to the tenant that you have just created. 17.Open the Apply Updates form again. 18.On the form toolbar, click Stop Lockout.

Which Credentials You Should Use

You complete all lessons of this course by using the gibbs username and the 123 password.

Which License You Should Use

For the educational purposes of this course, you use Acumatica ERP under the trial license, which does not require activation and provides all available features. For the production use of this functionality, you have to activate the license your organization has purchased. Each particular feature may be subject to additional licensing; please consult the Acumatica ERP licensing policy for details. Company Story | 6

Company Story

This topic explains the organizational structure and operational activity of the company you will work with during this training and explains the data migration requirements for the company.

Company Structure and Operations

The SweetLife Fruits & Jams company is a midsize company located in New York City. The company has been operating starting in the January, 2024. Initially, the company consists of one branch. The company currently has local customers only. Customers can pay for provided services by using different payment methods (cash or check). The base currency of the company and its subsidiaries is the US dollar (USD). All amounts in documents are expressed in US dollars unless another currency is indicated. As the company expanded, it became evident that its old ERP system could no longer support the growing needs of the business. The company has migrated to Acumatica ERP from another system; the targeted start date of using Acumatica ERP as its ERP system is December 1, 2024.

Company Sales and Purchases

The company provides consulting, and training on juicer equipment use. The company also conducts home canning training at the customer's location, webinars on the company's website, and sells video guides. In May 2024, the company has started to assemble, sell, and service juicers. The company purchases juicers and juicer parts from large juicer vendors, and it either purchases the installation service for the juicers or provides the installation service on its own, depending on the complexity of the installation. The purchased equipment and equipment parts are stored in a company warehouse. For the internal needs of the company office, the company purchases office furniture, stationery (printing paper, pens, and pencils), computers, and computer accessories from local vendors.

Migration of Financial Data

You will migrate the company's operational and financial data for the period from 01-2024 to 11-2024 to Acumatica ERP. You will import the following data:

  • Customer records
  • Vendor records
  • Non-stock items that represent goods and services being purchased and sold
  • AP and AR documents: historical documents for the period from 01-2024 to 11-2024 and documents with open balance.
  • Trial balances for the 2024 year For training purposes, you will upload the trial balances only for the last two financial periods prior to SweetLife Fruits & Jams starting to use Acumatica ERP—that is, 10-2024 and 11-2024.
  • Transactions for unreconciled payments: outstanding checks and deposit in transit to the company's checking account as of 11/30/2024 You will import a few unreconciled transactions for the checking account of the company and the last reconciliation result for the account, so that the accountant can continue the bank reconciliation in the new system. Aer the import procedure is completed, you will verify that the data was imported correctly and reconcile the account balances in the trial balance with the general ledger. Lesson 1: Preparing the System for Data Migration | 7

Course Structure