UBS

Module that can be import from Sage UBS

Data Migration from Sage UBS	Module
Chart of Account	Yes
Customer Master	Yes
Supplier Master	Yes
Stock Master	Yes
Agent Master	Yes
Project Master	Yes
Area Master	Yes
Currency Master	Yes
Terms Master	Yes
GL Opening Balance	Coming Soon
Cash Book Entry	Yes
Journal Entry	Yes
Bank Reconciliation	Coming Soon
AR/ Customer Invoice	Yes
AR/ Customer Debit Note	Yes
AR/ Customer Credit Note	Yes
AR/ Customer Payment	Yes
Sales Quotation	No
Sales Order	No
Sales Delivery Order	Yes
Sales Invoice	Yes
Sales Cash Sales	Yes
Sales Debit Note	Yes
Sales Credit Note	Yes
Price History - Sales Invoice	Yes
Price History - Sales Delivery Order	Yes
AP/Supplier Invoice	Yes
AP/Supplier Debit Note	Yes
AP/Supplier Credit Note	Yes
AP/Supplier Payment	Yes
Purchase Order	No
Purchase Invoice	Yes
Purchase Debit Note	Yes
Purchase Credit Note	Yes
Price History - Purchase Invoice	Yes

Limitation & Precaution

1. No support for opening balance with foreign currency.

• This is because UBS have two posting (1 local, 1 foreign) for foreign currency transaction and sometimes one of the posting might be missing.

Always import Price History first before AR/AP Opening Balance.

• This is to avoid system from auto-delete AR/AP opening balance when importing Price History with same document number.

Housekeeping

1. After UBS database is restored, run the following Housekeeping operation:-

• Index All Files
• Recover Data After Power Failure
• Delete Unwanted Transactions

Preparing SQL Account for Data Import

Here are the things to do before data import:-

1. Open SQL Accounting and create a new empty database.

The following steps is only needed if you are importing opening balance or current transactions:-

1. Go to File | Product Activation and insert your Activation Code or Season Code and click Register.
2. If current transactions involve GST tax code, go to GST | Start GST Now to activate GST module.
3. To minimize any pop-up dialog during import:-

• Go to Tools | Options | Unit Price. For all tabs (Sales, Purchase, Stock, Cash Sales & Cash Purchase), under the Option column, change all to blank as shown below:-

• Go to Tools | Options | Miscellaneous and untick Prompt Negative Stock Quantity Dialog Box and Prompt Duplicate Cheque Number
• Logout and login as the new user you created.
• You may revert the changes back to original after data import.

Go to Tools | Options | General Ledger and change the Financial Start Period and System Conversion Date if needed.

Restore database from UBS

Here are the step-by-step guide how to restore database from UBS:-

1. Get the UBS Backup file ( BACKUP.ACC & BACKUP.STK ) and place the UBS backup file to C:\UBSACC90\DB\20140704, every time create new folder under DB for new backup file.
Directory to place UBS Backup File as below : USB Account = C:\UBSACC90\DB or C:\UBSACC2015\DB UBS Stock = C:\UBSSTK90\DB or C:\UBSSTK2015\DB
2. Download 7 Zip to extract UBS Backup file,( if you want to Import Master File Only) or else you may restore to UBS program ( For price history and current transaction ).
Download Path for 7 Zip : Window 32 Bits : http://www.sql.com.my/utility/7-zip.msi Window 64 Bits: http://www.sql.com.my/utility/7-zip-x64.msi

* Make sure install the right one or else you cannot find 7 zip to Extract.



3. After extract the backup file or restore the backup file then in SQL Accounting Software you have to Create New Database and logon into the new company. For more info you may refer to : http://www.sql.com.my/video/sqlacc_tutorial/UBS01-Year_End.mp4

Import Master Data

Here are the step-by-step guide to importing master data:-

1. Go to File | Data Import | UBS Account and select the UBS Account database folder.
Info :

• Account which mean import COA, Maintain Customer, Maintain Supplier, Agent, Area, Term, Project, Currency and Customer & Supplier Outstanding
• Stock which mean import Stock Group, Stock Category, Stock Location, Stock Price Tag, Stock Item, Sales Invoice History, Sales Delivery Order History, Purchase Invoice History.

Assign the UBS Account & UBS Stock backup folder accordingly with click on “Select Folder” then click Connect, first of all you must import Chart of Account.

Tick Chart of Account and Execute. Once import is done, go to GL | Maintain Account and check the trade debtor/creditor control account, bank account & etc. if they exist and their respective Special Account Type is correct.

• Go to Tools | Options | Customer and change the Default Control Account. Repeat the same for Supplier.
• Go to Tools | Options | General Ledger and set the Default Account accordingly.

Now, go back to File | Data Import | UBS Account and import the remaining master data - Agent, Area, Project, Terms, Currency, Customer and Supplier Master Account

Click Execute and wait for the import to complete.

Go to File | Data Import | UBS Stock and select the UBS Stock database folder.

• Tick Stock Group, Category, Location, Price Tag and Stock Item.
• Also pay attention to the options below where you can choose to import extra Stock Item data such as UOM with Rate < 1, Stock Opening Balance & etc.

Click Execute and wait for the import to complete.

Preparing UBS for Sales & Purchase Price History Data Import

1. Before importing Sales & Purchase Price History, login into UBS and perform the following steps:-

• Transaction | Open Item Debtor | Edit B/F or O/I | Must tick mark all to O/I | Exit
• Transaction | Open Item Debtor | Maintain B/F Bills | Click "List" (Exit "List" and click "Generate" if there are transactions)
• Transaction | Open Item Debtor | Bill Payment Ledger | List Missing Records in Arpost.DBF | Press OK if there are items in the list or press Exit if non

Repeat Step 3 for Creditor.

Please check with clients if they want to do UBS Account Year End Processing before importing Debtor or Creditor Opening Balance.

Now, go to File | Data Import | UBS Stock. Under Stock Item, tick the Price History - XXX options you wish to import.

Preparing UBS for Opening Balance & Current Transaction Data Import

1. Before importing Opening Balance, login into UBS and perform the following steps:-
2. Go to Housekeeping | Run Setup | General Setting.

• Put the "Closing Period"

Then, go to Periodic | Year End Closing.

After done the above steps, go to File | Data Import | UBS Account, then select the UBS database folder. Beware of the following when selecting UBS database folder:-

• DO NOT select the folder under the UBS database folder. E.g. "DATA2013"
• After select folder, under Customer/Supplier Master Account, tick the Opening Customer/Supplier - XXX options you wish to import.

Finally, run Tools | Analyse Data Integrity and backup.

Import Current Transactions

Import Sales & Purchase Current Transaction

1. Go to File | Data Import | UBS Stock and select the UBS Stock database folder.

• Under Stock Item, tick the Current Transaction - XXX options that you wish to import.
• Click Execute and wait for the import to complete.

Go to File | Data Import | UBS Account and select the UBS Account database folder.

• Under Customer Current Transaction, tick the [BETA] Current Customer - XXX options that you wish to import.
• Click Execute and wait for the import to complete.
• Repeat the same steps for options under Supplier Current Transaction and GL Current Transaction.

Troubleshooting

1. First, it is best to tick and import one item at a time and perform backup before importing the next item.
2. This is what you can do if the import process stopped halfway because of some error:-

• First, you can click "Copy log to clipboard" button and paste it into a notepad or just copy the last line of the log manually

• Then, you can skip the record with error as shown below:-

1. Highlight the item you're importing
2. Change the record no to the next number
3. Click Save and then click Execute again to resume

Sales & Purchase


GL, AR & AP

IMPORTANT NOTE

- Please double check all data imported into SQL Account from UBS.
- We will appreciate if you would help report any issue encountered with detailed information so we can improve the data import tool.
- Please be aware that Import Current Transaction is under BETA and do not expect 100% accurate data to be imported.

Steps

http://www.sql.com.my/document/Import%20UBS%20Guides.pdf

See also

• Others Data Import