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Migrating an existing ledger

This feature is not enabled for all users. If this option isn’t available in the Tasks bar, please contact your client manager to enable this feature for your practice.

In order to migrate to an AE/AO ledger, you must have one of the following general ledgers configured in Client Accounting:

  • AE Accounts (AU only)
  • AO Classic GL
  • MAS

See Configuring a ledger for more details.

Prior to migrating your existing ledger, ensure that any changes made to the ledger in Client Accounting have been posted back to the ledger.

If there are transactions from the previous year, these will be automatically rolled over for you to the new ledger. Any current year transactions will also be migrated as journal entries.

(NZ) If you're migrating an AO Classic general ledger, the account ranges for Shareholder accounts (accounts 501 to 589) are treated as Liability accounts.

To migrate an existing ledger to an AE/AO ledger
  1. Open the client’s Client Accounting > Trial Balance (Workpapers) tab.
  2. Click Migrate to AE/AO Ledger on the TASKS bar.
  3. The Migrate Data window opens.
    The Source product field displays the general ledger type you are migrating. The following ledger details are automatically retrieved from your existing ledger:

    • Name – the name of the configured existing ledger

    • Client code – the client code for the selected client’s ledger

    • Entity type – displays the entity type defined when you configured the ledger (see Configuring a ledger); select a different entity type from the dropdown if required.

      For Australia and New Zealand AO users, the Entity type defaults to Company if the client is configured using legacy ledgers—change this value if required.

      For New Zealand AE users, if you do not have Tax Manager, you will need to select the appropriate entity type in this field.

    • Current year end date – the last day of the current year in the selected client’s ledger

    • Select to migrate current year transactions – select this if you wish to migrate transactions in the current year. We recommend that this option is selected only when a part year migration is being performed.

    • Start date for new AE/AO Ledger – the date from which you want to start using the AE/AO Ledger.

    The table at the bottom of the window lists details for mandatory system accounts.
  4. If you are using MYOB standard chart, the Ledger account values displayed in the table at the bottom of the window will be correct.

    Otherwise, use this table to specify the account codes and names to use for these mandatory accounts. For each account in the list, click in the Ledger account column and type the correct value to use, or select a value from the drop-down.

    The specified codes will be displayed against these accounts after migration, in the Trial Balance (Workpapers) tab and the Manage Accounts window.
  5. Click OK.

    As the migration process starts, the Migration Summary window opens displaying the migration details, including the prior year balances available (From and To dates). You can view the status of the migration process.

    If the ledger you are migrating is out of balance, an error message will display. Make sure your existing ledger is in balance before trying again.

  6. Click Close on the Migration Summary window when the migration is complete. Once the migration is complete, view the migration log.

  7. Click View migration log on the Tasks bar. The Ledger migration log window opens.

    The migration log lists any errors or warnings that should be fixed or taken into consideration.

    You can view the migration log at any time for any ledger that has been migrated, simply by clicking View migration log on the Tasks bar for the particular ledger.

    Click Export to Excel to export the migration log to Microsoft Excel.

  8. Click Close on the Ledger migration log window when you have finished viewing the details.

    You can view the allocation details by clicking Define Income Allocation on the TASKS bar. You can also see any warning or error messages related to the allocation process by clicking View migration log on the TASKS bar.

    Only the latest income allocation will be configured, irrespective of the migrated financial year. It is recommended to review the income allocations once the migration is complete.

Possible errors in the migration log

Any errors in the migration log are an indication that the data was not migrated.

  • If the migration is initiated for a general ledger which has already been migrated to an AE/AO Ledger, the following error message is displayed:
    The ledger already exists in the AE/AO Ledger system.
  • When the ledger balances are not the same and migration fails, the following error message is displayed:
    Please balance the ledger and re-migrate.
Possible warnings in the migration log

Warnings in the migration log indicate that some data was not migrated. The reason for this is normally because the configured ledger does not support migration for such features. For example, for Account code ***, the account name is migrated as Unknown Account Name.

  • The following warning message is displayed for every successful migration:
    Please verify the GST rate for each account code.

We recommend that you take a look at your Check your System Accounts.

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