Preparing your AMS data for conversion to AE Assets

1. Your version of MAS is at least 5.1d.
   You can check your version of MAS by opening any MAS ledger and following the menu path: Help > About.
   
   
2. The version of AMS you are running is 5.2 or 5.2a.
   You can check your version by opening any AMS ledger and following the menu path: Help > About. If the version of AMS is less than 5.2, contact us to obtain the updated release.
   
   
3. Integration to MAS has been established (if required).
   If the integrate to MAS field is set to No and you wish to change it, you can click Edit to change this field to Yes. However, if it is set to Yes and you wish to change it, you will need to run the disable integration routine. To set the Integration from No to Yes:
   1. Select the AMS ledger and press Enter on the keyboard.
   2. From the Utilities menu, select Control Record.
   3. Click Edit and change the field from No to Yes, then click OK.
      
      
4. You have a backup of the AMS ledger.
   To back up the AMS ledger:
   1. Highlight the ledger and from the File menu, select Backup, then click Next to begin the backup procedure.
   2. Select the required ledger, then click Next.
   3. Specify the location and the name of the backup, click Next and then Finish to complete the backup process.
      
      
5. The AMS ledger is not currently in use.
   All users must be out of the ledger during the conversion process. You can check if the ledger is being used by right-clicking on the AMS ledger and selecting Properties. Click on the Users tab and ensure no active user sessions are listed in the Current User Session window.

Once you have checked off each item, you are ready to convert your data to AE Assets. See Converting an AMS ledger to AE Assets (AST) for a step-by-step guide to upgrading your ledger.

1. Check each asset item for the following:
   • a description of the asset
   • the asset belongs to posting set
   • the asset has an acquisition date or depreciation start date
   • the calculation type is Prime Cost (PC) or Diminishing Value (DV).
   • there are no balancing charges in the accounting information.
     
     
2. There are description fields for each posting set.
   To add a description to a posting set:
   

   1. From the Ledger menu, select Assets > Lease Posting Sets

   2. Choose a posting set without a description and select Edit.

   3. Select Description then type in an appropriate description. Once you are done, press Enter on the keyboard.

   4. If you require a second description, you can type it in the 2nd description field. Otherwise, press Enter again to leave this field blank.

   5. Close the Posting Set Details window.
      
      
3. There are description fields for classifications (if applicable).
   If you are using Asset Classifications, make sure you have descriptions for each classification. To add a description:
   
   1. From the Ledger menu, select Asset Classifications.
   2. Choose a group and press Enter on the keyboard.
   3. Choose a code and press Enter on the keyboard.
   4. Key in an appropriate description and press Enter.
   5. If you have multiple groups, repeat steps 2 to 4 for each group. Otherwise, you can close the Asset Classification window.
      
      
4. The Asset post type has been set to a valid non-cash transaction type.
   

   1. Open the Accounts ledger and follow the menu path: File > Properties > General.

   2. Press the Enter key 5 times until the cursor is focused on the Asset Post Type field. Key in the short name for a non-cash transaction type, then press the + key.

      If you need to create a new non-cash transaction type, from Accounts follow the menu path File > Properties > Transaction Types and type the following in each of the relevant fields:

      Field	Information
      Name	Assets Journals
      Short Name	AJ
      Reference	R
      Cash	N
      Reversal	N
      Enforce Balance	N
      Default Sign	DR
      GST	G

      Once you have finished, press Enter after the last field to return to the Accounts ledger.
      
      

5. Asset transactions have been posted to Accounts.
   This can be done from the Tools menu of the asset register by selecting Post Assets to GL.
   
   
6. You have a backup of the Accounts and Asset ledgers.
   To take a backup of the ledgers:
   1. From the Accounts ledger, click on the Tools menu and select Client File Maintenance.
   2. Type ACT then press Enter on the keyboard.
   3. In the selection field, type B (for backup) then press Enter on the keyboard.
   4. Press Enter on the keyboard to the Device and Volume fields.
   5. If you wish to type a description of the backup, you can do so in the comment field. Otherwise, press Enter to leave the field blank and perform the backup.
      
      

Once you have checked off each item, you are ready to convert your data to AE Assets. See Converting an AMS ledger to AE Assets (AST) for a step-by-step guide to upgrading your ledger.