Lesson 3: Importing Financial Documents

This lesson explains how you can migrate accounts payable and accounts receivable documents to Acumatica ERP

by using predefined import scenarios.

Migration of Financial Documents: General Information

When migrating company data from a legacy system to Acumatica ERP, you need to import into the system accounts payable and accounts receivable documents; these documents may have already been settled in full or partially.

Learning Objectives

In this chapter, you will learn how to do the following:

Prepare AP and AR documents for import
Activate migration mode for the accounts payable and accounts receivable subledgers
Import AP document in migration mode by using predefined import scenarios
Import AR documents in migration mode by using predefined import scenarios

Applicable Scenarios

You import financial documents from a legacy system before you start to use Acumatica ERP as an ERP system to keep the history of documents and continue processing open documents in the new system. To import the documents without aﬀecting the balances of general ledger accounts, you use data migration mode.

Preparation of Documents for Import

Before you start the migration process in Acumatica ERP, you need to prepare the list of all accounts receivable and accounts payable documents that you want to migrate to the system. This list can contain both outstanding and closed documents (the ones that have been already settled in full but you want to keep them in the new system as well for audit purposes). For each document, you need to specify its original amount, document date, document line details, and the unpaid balance on the migration date. If the open balance of a document is 0, the document will be assigned the Closed status aer you release it.

          If an open balance is not specified for a document in the import file, then the system will set this
          balance to 0; on release, the document will get the Closed status.

Import of Accounts Receivable Documents

To load AR documents without aﬀecting the general ledger, you have to first activate migration mode for the accounts receivable subledger. To turn on migration mode for the AR subledger, you select the Activate Migration Mode check box on the General tab of the Accounts Receivable Preferences (AR101000) form and save your changes.

          If migration mode has been activated, the system does not support automatic application of
          payments to outstanding documents. Also, you cannot create pay-by-line documents in migration
          mode.

Lesson 3: Importing Financial Documents | 21

In migration mode, you import the needed documents with the Balanced status. The following types of accounts receivable documents can be entered in migration mode:

Invoices, debit memos, and credit memos entered by using the Invoices and Memos (AR301000) form
Payments, prepayments, and refunds entered by using the Payments and Applications (AR302000) form
Cash sales and cash returns entered by using the Cash Sales (AR304000) form The documents created in migration mode can be edited and released only when migration mode is activated. You can mass-release the imported documents on the Release AR Documents (AR501000) form. When the documents are released in migration mode, these documents update the customer balances only; they do not update GL account balances. Aer you have finished the import and released the imported AR documents, you deactivate migration mode.

Import of Accounts Payable Documents

To load AP documents without aﬀecting the general ledger, you have to first activate migration mode for the accounts payable subledger. To turn on migration mode for the AP subledger, you select the Activate Migration Mode check box on the General tab of the Accounts Payable Preferences (AP101000) form and save your changes. In migration mode, you import the needed documents with the Balanced status. The following types of accounts payable documents can be entered in migration mode:

Bills, debit adjustments, and credit adjustments created by using the Bills and Adjustments (AP301000) form.
Payments, prepayments, and refunds created by using the Checks and Payments (AP302000) form. You cannot create payments and refunds with open balances 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. If you need to enter an AP payment with an application in migration mode, you should use the Prepayment document type.
Cash purchases and cash returns created by using the Cash Purchases (AP304000) form. The documents created in migration mode can be edited and released only when migration mode is activated. You can mass-release the imported documents on the Release AR Documents (AR501000) form. When the documents are released in migration mode, these migrated documents update vendor balances only; they do not update GL account balances. Aer you have finished the import and released the imported AP documents, you deactivate migration mode.
```
        When you upload taxable documents in migration mode, the taxes calculated for the migrated
        documents will be included in the tax reports for the corresponding tax periods. If you have already
        submitted tax reports for a period, clear the Automatically Generate Tax Bill check box on the Tax
        Agency Settings tab of the Vendors (AP303000) form for the tax agency before you release the tax
        reports for this period.
```

Migration of Financial Documents: To Import AP Documents

The following activity will walk you through the process of importing AP documents to Acumatica ERP.

Story

Suppose that you are an implementation consultant of the SweetLife Fruits & Jams company, and you are performing data migration from the legacy ERP system to Acumatica ERP. You have imported the following master records: customer, vendors, and non-stock items. Now you need to import accounts payable documents. Specifically, you will import open and closed bills, along with prepayments with an open balance. Lesson 3: Importing Financial Documents | 22

Configuration Overview

In the U100 Basic Company dataset, the following tasks have been performed for the purposes of this activity:

On the Enable/Disable Features (CS100000) form, the minimum set of financial features has been enabled.
On the Companies (CS101500) form, the SweetLife company without branches has been configured by performing the steps described in Company Without Branches: To Configure a Company Without Branches.
On multiple forms, the required financial configuration has been performed, as described in the Implementing Basic Financials chapter of the Implementation Guide.

Process Overview

You will review the Excel file with the open and closed bills to be imported. On the Import by Scenario (SM206036)
form, you will import the prepared bills. You will release the imported bills on the Bills and Adjustments (AP301000)
and Release AP Documents (AP501000) forms.
Aer that, you will review the Excel file with the prepayments to be imported. You will import prepayments on
the Import by Scenario form. You will release the imported prepayments on the Checks and Payments (AP302000)
and the Release AP Documents forms. Aer all documents have been imported, you will verify imported vendor
balances on the Vendor Summary (AP401000) inquiry form. Finally, you will deactivate migration mode for the AP
subledger on the Accounts Payable Preferences (AP101000) form.

System Preparation

To prepare to perform the instructions of this activity, do the following:

Download the SweetLifeAPDocumentLines.xlsx and SweetLifeAPPrepayments.xlsx files provided with the course.
In the Posting Settings section on the General tab of the Accounts Payable Preferences (AP101000) form, select the Activate Migration Mode check box.

In the Data Entry Settings section on the same tab, make sure that the Validate Document Totals on Entry check box is cleared.

               This check box is generally selected to minimize errors during manual data entry of the
               documents received from vendors. You do not need to verify the control totals when importing
               the documents by using import scenarios.

Save your changes.

Step 1: Migrating AP Bills To migrate AP bills, do the following:

Open and review the SweetLifeAPDocumentLines.xlsx file, which contains the AP documents to be imported. The file has one spreadsheet with the bill information required for the import scenario, which includes the document type, vendor ID, date and post period of the document, document description, and inventory ID (if applicable). Notice that the line amount is specified in the Amount column, while the open balance is specified in the Balance column. The documents that have an open balance of 0 will be closed on release.
On the Import by Scenario (SM206036) form, select the ACU Import AP Bills scenario.
On the More menu, click Upload File Version. The Upload New Revision dialog box opens. Lesson 3: Importing Financial Documents | 23
In the dialog box, click Choose File, select the SweetLifeAPDocumentLines.xlsx file and click Upload. The system uploads the file and closes the dialog box.
On the form toolbar, click Prepare to upload the data from the file.
On the form toolbar, click Import to import the document data listed on the Prepared Data tab into the system; wait until the processing completes. On the Bills and Adjustments (AP3010PL) list of records, review the uploaded records. Ensure that the table footer indicates that 69 records have been imported.
On the Bills and Adjustments (AP301000) form, open the imported bill with the 000042 reference number and review its details. The bill has the Balanced status (see the screenshot below). The total amount of the bill lines before deductions ($1,568.33) is shown in the Detail Total box of the Summary area. The open balance of the bill is $0, which means that the bill will be closed on release.
```
       You can review the amount of the document aer application of taxes and discounts in the
       Amount column on the Bills and Adjustments (AP3010PL) list of records. This amount will
       appear in the Summary area of the Bills and Adjustments (AP301000) form aer the bill release.
```
On the Financial tab, notice that the system has inserted the default payment method and cash account that are specified for the vendor selected in the bill (the CHECK payment method and the 10200WH cash account). Also, on the same tab, notice that MIGRATED is specified in the Batch Nbr. box, indicating that this document has been imported in migration mode.
Figure: The imported bill
On the same form, open the bill with the 000068 reference number and review its details. The Detail Total is $1,255.00, while the open balance of the bill is $750.00.
On the form toolbar, click Release. On release of the bill, the system assigns it the Open status, as shown in the following screenshot. On the Applications tab, review the application that the system has created to record the partial payment of the bill. The amount of 505.00 has been paid, while the balance of 750.00 is still open. On release of the bill, the system has updated the vendor balance without producing any general ledger transactions. Lesson 3: Importing Financial Documents | 24
```
  Figure: The imported bill with the partially paid balance


             The open balance of the imported bill is also shown in the Migrated Balance box on the
             Financial tab of the form.
```
10.On the form toolbar of the Release AP Documents (AP501000) form, click Release All to release the other imported bills at once.

Step 2: Migrating Open AP Prepayments To import the vendor prepayments with open balances, do the following:

Open and review the SweetLifeAPPrepayments.xlsx file, which contains the open AP prepayments to be imported. The file has one spreadsheet with the prepayment information required for the import scenario, including the payment reference number, vendor, payment method, cash account, and payment date and period. Notice that the prepayment amount is specified in the Payment Amount column, while the open balance is specified in the Unapplied Balance column.
```
             The payment reference number may be required for a payment method; if an imported
             prepayment does not have a payment reference number, the system will not be able to save it
             during import.
```
On the Import by Scenario (SM206036) form, select the ACU Import AP Prepayments scenario.
On the More menu, click Upload File Version. The Upload New Revision dialog box opens.
In the dialog box, click Choose File, select the SweetLifeAPPrepayments.xlsx file, and click Upload. The system uploads the file and closes the dialog box.
On the form toolbar, click Prepare to upload the data from the file.
On the form toolbar, click Import to import the document data from the Prepared Data tab into the system; wait until the processing completes. You have imported six documents.
On the Checks and Payments (AP302000) form, open the imported prepayment with the 000003 reference number, and review its details. (See the following screenshot.) The prepayment has the Balanced status. Notice that on the Financial tab, MIGRATED is shown in the Batch Nbr. box, which indicates that this document has been imported in migration mode. In the Summary area, the Unapplied Balance box shows Lesson 3: Importing Financial Documents | 25
```
  the open balance of the prepayment, which is $300.50. The Payment Amount box shows the total amount
  of the prepayment, which is $1,300.50.


  Figure: The imported prepayment
```
On the form toolbar of the Release AP Documents (AP501000) form, click Release All to release all the imported prepayments at once.

Step 3: Reviewing Vendor Balances To review how imported documents aﬀected vendor balances, do the following:

On the Vendor Summary (AP401000) inquiry form, clear the Vendors with Balance Only check box, select the 11-2024 financial period and review the list of vendors. The vendor balances have been initialized for the vendors for which you have imported documents, as the Ending Balance and Prepayment Balance columns indicate. In the Selection area, make sure that the total amount of the imported prepayments is –$2,970.55 and the total vendor balance is $5,921.55. Lesson 3: Importing Financial Documents | 26
```
    Figure: Vendor balances in the 11-2024 period
```
On the Accounts Payable Preferences (AP101000) form, clear the Activate Migration Mode check box. You are done migrating AP documents, so this mode no longer needs to be used.
In the Data Entry Settings section, select the Validate Document Totals on Entry check box to make the system require the control total to be entered for every manually entered AP document, such as bills, credit adjustments, and debit adjustments.
Save your changes to the form.
You have finished importing AP documents in migration mode.

Migration of Financial Documents: To Import AR Documents

The following activity will walk you through the process of importing AR documents to Acumatica ERP.

Story

Suppose that you are an implementation consultant of the SweetLife Fruits & Jams company, and you are performing data migration from the legacy ERP system to Acumatica ERP. You have imported the following master records: customers, vendors, and non-stock items. Now you need to import accounts receivable documents: open and closed invoices, along with open and closed AR payments. Also suppose that you have decided to import all AR invoices with their original reference numbers and then continue numbering new invoices starting with the reference number that follows the number of the last imported document.

Configuration Overview

In the U100 Basic Company dataset, the following tasks have been performed for the purposes of this activity:

On the Enable/Disable Features (CS100000) form, the minimum set of financial features has been enabled.
On the Companies (CS101500) form, the SweetLife company without branches has been configured by performing the steps described in Company Without Branches: To Configure a Company Without Branches. Lesson 3: Importing Financial Documents | 27
On multiple forms, the required financial configuration has been performed, as described in the Implementing Basic Financials chapter of the Implementation Guide.

Process Overview

You will review the Excel file with the open and closed invoices to be imported. On the Import by Scenario (SM206036) form, you will import the prepared invoices. You will release the imported invoices on the Release AR Documents (AR501000) forms. Then on the Numbering Sequences (CS201010) form, you will update the settings of the numbering sequences for invoices so that they are numbered automatically. Aer that, you will review the Excel file with the payments to be imported. You will import open and closed payments on the Import by Scenario form. You will release the imported payments on the Release AR Documents forms. Aer all documents are imported, you will review imported customer balances on the Customer Summary (AR401000) inquiry form. Finally, you will deactivate migration mode for the AR subledger on the Accounts Receivable Preferences form.

System Preparation

To prepare to perform the instructions of this activity, do the following:

Download the SweetLifeARInvoiceLines.xlsx and SweetLifeARPayments.xlsx files provided with the course.
On the Accounts Receivable Preferences (AR101000) form, select the Activate Migration Mode check box.
Save your changes.
On the Numbering Sequences (CS201010) form, select the ARINVOICE numbering sequence. The ARINVOICE numbering sequence is specified for the auto-numbering of invoices on the Accounts Receivable Preferences form.
In the Summary area, select the Manual Numbering check box.
In the table, delete the only row with the subsequence from the table.
Save your changes. With these settings, the documents will be imported with the reference number from the legacy system.

Step 1: Migrating AR Invoices To import AR invoices into the system, do the following:

Open and review the SweetLifeARInvoiceLines.xlsx file, which contains the AR documents to be imported. The file has one spreadsheet with the invoice information that is required for the import scenario, which includes the document type, customer ID, date and post period of the document, document description, and inventory ID (if applicable). Notice that the line amount is specified in the Ext. Price column, while the open balance of the document is specified in the Balance column. The documents that have an open balance of 0 will be closed on release.
On the Import by Scenario (SM206036) form, select the ACU Import AR Invoices scenario.
On the form toolbar, click Upload File Version. The Upload New Revision dialog box opens.
In the dialog box, click Choose File, select the SweetLifeARInvoiceLines.xlsx file and click Upload. The system uploads the file and closes the dialog box.
On the form toolbar, click Prepare to upload the data from the file.
On the form toolbar, click Import to import the documents listed on the Prepared Data tab into the system. You have imported 33 invoices.
On the Invoices and Memos (AR301000) form, open the imported invoice with the INV000006 reference number and review its details. (See the following screenshot.) The invoice has the Balanced status. The total Lesson 3: Importing Financial Documents | 28
amount of the invoice lines before deductions ($18,900.00) is shown in the Detail Total box of the Summary area. The open balance of the invoice is $0, which means that the invoice will be closed when it is released. Notice that on the Financial tab, MIGRATED is shown in the Batch Nbr. box, which indicates that this document has been imported in migration mode.
Figure: The imported AR invoice
On the same form, open the invoice with the INV000033 reference number and review its details. The total amount of the invoice in the Detail Total box of the Summary area is $23,400.00, while the open balance of the invoice is $2,400. On release of the invoice, the system will assign it the Open status and update the customer balance without producing any general ledger transactions.
On the form toolbar of the Release AR Documents (AR501000) form, click Release All to release all the imported documents at once. You have finished importing invoices, so now you need to enable the auto-numbering of new invoices starting from INV000034. 10.On the Numbering Sequences (CS201010) form, select the ARINVOICE numbering sequence. 11.In the table, add a row for a subsequence, and specify the following settings in the row:

Start Number: INV000001
Last Number: INV000033 The last number is the reference number of the last imported invoice. 12.In the Summary area, clear the Manual Numbering check box to enable auto-numbering. 13.Save your changes. 14.On the Invoices and Memos form, click Add New Row. Make sure that is displayed in the Reference Nbr. box. This indicates that the next invoice will be automatically assigned a number based on the ARINVOICE numbering sequence that you have configured. Lesson 3: Importing Financial Documents | 29

Step 2: Migrating AR Payments To import the accounts receivable payments with open balances, proceed as follows:

Open and review the SweetLifeARPayments.xlsx file, which contains the open and closed AR payments to be imported. The file has one spreadsheet with the payment information that is required for the import scenario, including the payment reference number, customer, payment method, cash account, and payment date and period. Notice that the full payment amount is specified in the Payment Amount column, while the open payment balance is specified in the Available Balance column.
On the Import by Scenario (SM206036) form, select the ACU Import AR Payments scenario.
On the form toolbar, click Upload File Version. The Upload New Revision dialog box opens.
In the dialog box, click Choose File, select the SweetLifeARPayments.xlsx file, and click Upload. The system uploads the file and closes the dialog box.
On the form toolbar, click Prepare to upload the data from the file.
On the form toolbar, click Import to import the documents from the Prepared Data tab into the system. You have imported 28 payments.
On the Payments and Applications (AR302000) form, open the payment with the 000026 reference number and review its details. (See the following screenshot.) The payment has the Balanced status. The unapplied balance of the payment in the Available Balance box of the Summary area is $0, which means that the payment will be closed on release. The total amount of the payment ($13,000) is shown in the Payment Amount box. Notice that on the Financial tab, MIGRATED is shown in the Batch Nbr. box, which indicates that this document has been imported in migration mode.
```
   Figure: The imported payment
```
On the form toolbar of the Release AR Documents (AR501000) form, click Release All to release all the imported payments at once. Lesson 3: Importing Financial Documents | 30

Step 3: Reviewing Customer Balances To review how imported documents aﬀected customer balances, do the following:

On the Customer Summary (AR401000) inquiry form, select the 11-2024 financial period, clear the Customers with Balance Only check box, and review the list of customers and customer balances that have been initialized aer you imported the documents. In the Selection area, make sure that the total customer balance is $18,200, as shown in the following screenshot.
```
  Figure: Customer balances in the 11-2024 period
```
On the Accounts Receivable Preferences (AR101000) form, clear the Activate Migration Mode check box. You are done migrating the AR documents, so this mode is no longer needed.
Save your changes to the form.
You have finished importing AR documents. Lesson 4: Importing Trial Balances | 31