Clean UP for Sage 100 Contractor V20 UPgrade
By Pam Shulz, Sage Certified Consultant
A little clean up and organization can go a long way towards a smoother upgrade to v20.
First, get your data and reports cleaned up and ready:
- Have you archived your last fiscal year? Archiving offers the opportunity to cleanup closed and refused jobs, as well as other records.
- Even if you have archived, you can still delete unused vendors, customers, jobs, GL accounts and Cost Codes directly in their “Setup” screens. (The program will “protect” you from deleting records with activity in the current year, but this does not apply to Cost Codes. To scan for unused Cost Codes, run report 6-1-4-21 and check the “combined” box. You will see a list of all codes that have Budget, Change Order or Cost activity in the current files.)
- Be ruthless. In the old days it was common to see expense accounts for items like “Fax”. You may have vendors that are out of business. If you are no longer using accounts, delete them.
- Run audits and take care of issues. Run the General Ledger audit (option 1-6), the Payroll audit (option 5-2-7) and the Inventory Audit, if applicable (option 12-3.) Clean up any errors.
- You may encounter “issues” in your trial data upgrade that necessitate more data cleanup prior to the final “go-live.”
- Do you have custom reports that are not being used? You can delete them in Windows Explorer– they are stored under MB7/Custom Reports. If you are not sure about the finality of deleting the report, create a subfolder called “Unused Reports” and move the file. (Remember that the file “Name” is the “address” of the report; the file named 05010201.rpf is the report you would run at menu option 5-1-2; report #1.)
- Now is the time to get rid of pesky “Private” reports that were created accidentally. These are stored on your computer under: C:\users\(your user name)\appdata\local\Sage\Sage 100 Contractor- Here you will see the “Custom Reports” folder. If you have a private report on your computer, it will override what YOU see when running that report if a “shared” version exists. Other users see the “shared” version. My advice is to stop using Private Reports. Determine which version is valid and move it to the Custom Reports folder on the network (making it a shared report.)
- Version 20.5 introduced a new feature called “Company Specific Reports.” If this applies to you, make a list of the reports and forms that should become company specific after you upgrade- there is an easy way to “move them.”
- The same rules from above apply to the “Form Designs”- they are stored under folders named “Report Forms” in the same locations as the Custom Reports described above.
- This is an excellent time to clean up “logo clutter.” Create ONE logo file. Adjust your report forms to point to that single file. Determine the proper sizing and height/width ratio so that all of your forms will have a consistent look. Of course you can do this after the upgrade, but this exercise will also help you weed out “excess” forms as you go.
Once you have cleaned up, it’s time for a “trial convert” of the data and reports, and testing prior to your final go-live! Spending a little time cleaning up will make the conversion and testing more efficient by focusing only on the data and reports you wish to “keep.”
Trial Convert Data
- Data can be test-converted as many times as needed.
- Based on the “issues” report produced at conversion, the version 19 data is “corrected” or “fixed” until an acceptable conversion is achieved.
It is important to note that not ALL issues need to be addressed. Your Certified Consultant can help determine what to fix and how.
Convert and Test Reports and Forms
- Reports and Forms are converted through the Database Administrator.
- Canned (Sage) reports convert as part of the program installation.
- Test-run your custom reports and forms to ensure that everything works in v20.
- Errors? Your Certified Consultant can assist with modifications needed for reports to run in v20 if you need help.
Once the Trial Run is done, and everything looks good, plan the “final conversion.” This is the last time the data will be converted. Shut off access to v19 on user’s desktops – you are live on v20!
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