UBS

UBS

IMPORTANT NOTE

- Please double check all data imported into SQL Accounting from UBS.
- Data might not be 100% accurate because the tool imports direct from UBS database instead of through the UBS software.
- We will appreciate if you would help report any issue encountered with detailed information so we can improve the data import tool.

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 | Maintain User and create a new user for data import. E.g. Code = IMPORT.
• After created a new user, click More | Access Control | Group: Sales and untick Prompt Replace Unit Price Dialog. Do the same for Group: Purchase. Remember to click the Save icon to apply changes.
• Go to Tools | Options | Miscellaneous and untick Prompt Negative Stock Quantity Dialog Box
• 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.

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.

• Tick Chart of Account and Execute. Once import is done, go to GL | Maintain Account and check the Trade Debtor/Creditor, bank and cash Special Account Type if needed.
• 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 Start import from record no: where you can choose extra Stock Item data to be imported 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 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 Master Account, tick the Current Customer - XXX options that you wish to import. Tick the options for Current Supplier - XXX as well.
• Click Execute and wait for the import to complete.

Import current Sales & Purchase Invoice (UBS Stock)

Coming soon: Transactions with GST

The following UBS Stock files are used for data import:

MASTER > artran.dbf
DETAIL > ictran.dbf

1. Please follow step 1 to 6 as described in 1.3 Preparing for Opening & Sales/Purchase Price History Import above.
2. Make sure all the GL accounts (most importantly Sales & Purchase account) in Stock | Maintain Stock Group is assigned and valid.
3. Make sure all the default GL accounts in Tools | Options | General Ledger is also valid.
4. Now, go to File | Data Import | UBS Stock, select the UBS Stock DB folder and press Connect.
5. Tick Stock Item | Current Transaction - Sales Invoice and/or Purchase Invoice check-box.
6. [Recommended] Go to Tools | Options | Miscellaneous, untick "Prompt Negative Stock Quantity Dialog Box"
7. Select any applicable options and then click Execute to start import.
8. Finally, run Tools | Analyse Data Integrity and backup.

Steps

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

See also

• Others Data Import