System

Data Migration

What comes out of Sage, what arrives live, and what is archive only.

Data sets

Across 9 Sage modules

Records in scope

9,254

Counted from this system, not estimated

Arrives live

44%

7 sets wholly live, 7 part live

Archive only

Findable and searchable, never recalculated

What Sage gives you

Two routes: the export wizard, one delimited file per table, or a copy of the database itself.

What we check it against

The trial balance, the debtors and creditors ledgers and the stock valuation, agreeing with Sage to the cent at cutover.

What stays behind

Sage stays readable for as long as it is wanted; nothing here depends on switching it off.

Set by set

Live means the new system calculates with it; archive means kept and searchable.

Module	What it holds	Records	Arrives as	History kept	Why
A/R Accounts Receivable	Customers, terms, credit limits, pricing agreements	48	Live	All of it	A master file is always live. There is no such thing as an archived customer you still trade with.
A/R Accounts Receivable	Sales invoices and credit notes	364	Open live, rest archive	Open plus 7 years	Anything unpaid comes across as an open item so the ledger balances on day one. Everything settled is archive.
A/P Accounts Payable	Suppliers, terms, currencies, incoterms	29	Live	All of it	Carries the currency and the lead time, both of which the requirements run needs.
O/E Order Entry	Sales orders and their lines	379	Open live, rest archive	Open plus 3 years	Open orders have to be live or the order book is wrong. Despatched and invoiced orders are history.
P/O Purchase Orders	Purchase orders, receipts and the three-way match	180	Open live, rest archive	Open plus 3 years	Anything on the water is live: it is committed stock and committed money.
I/C Inventory Control	Item master, packs, hazard, shelf life	575	Live	All of it	249 finished and traded, 324 bought raw and packaging.
I/C Inventory Control	Stock on hand by location, weighted average cost	242	Live	Balance at cutover	Counted at cutover rather than migrated. A stock figure carried across from a system nobody trusted is a stock figure nobody trusts.
I/C Inventory Control	Stock movements and transactions	4,617	Archive	7 years	Needed for a traceability question, never for a calculation. The balance is what the new system works from.
M/F Manufacturing	Formulations and routings	28	Live	Current revision, plus superseded	Superseded revisions come too, because a batch made three years ago was made to the revision current then.
M/F Manufacturing	Works orders and batch records	1,166	Open live, rest archive	Open plus 7 years	Open works orders are live. Closed batches are archive but must stay searchable by batch number for a recall.
Q/C Quality Control	Quality plans, specifications, customer agreements	11	Live	All of it	This is the part that has to be right on day one. It is the reason the search started.
Q/C Quality Control	Test results and certificates issued	580	Archive	7 years	A customer can ask for the certificate on a batch they bought years ago, so it has to be findable by batch and by customer.
G/L General Ledger	Chart of accounts	41	Live	All of it	Comes across as it is. Changing the chart during a migration means nothing reconciles to the old system.
G/L General Ledger	Journals and period balances	984	Open live, rest archive	Opening balance plus 7 years	Opening trial balance is live. Prior journals are archive, kept at period level rather than line level.
B/K Bank	Bank accounts, statements, reconciliations	3	Open live, rest archive	Balance plus 7 years	The reconciled balance at cutover is live. Reconciled statements are archive.
P/O Imports	Shipments, landed cost legs, customs entries	7	Open live, rest archive	Open plus 5 years	Anything not yet cleared is live, because its cost is not final and the stock it lands into is not yet valued.

Where a set says open plus a number of years, only the open items have to be right at cutover.