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

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

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:-

Open SQL Accounting and create a new empty database.

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

Go to File | Product Activation and insert your Activation Code or Season Code and click Register.
If current transactions involve GST tax code, go to GST | Start GST Now to activate GST module.
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:-

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

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

Before importing Opening Balance, login into UBS and perform the following steps:-
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

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

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

Steps

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

UBS