Michelle,Basically you want to achieve a 'quiet state' for your legacy Purchase Orders, where you are no longer transacting in legacy system.
If you have Purchase Orders with status 'Received' you want to separate the list into tow sections: 1. Fully received not invoiced, and 2. Partially received not invoiced.Wherever possible, minimize the volume of (1) Fully received PO's by invoicing them. Create new PO's in D365 for the unreceived quantities on the (2) PO's that have been partially received.Create two Main Accounts in your Chart of Accounts: Accrued Purchases,System (eg 201020), and Accrued Purchases, Legacy (eg 201021).
Migrate your legacy trial balance, related to Received Not Invoiced Purchase Orders, to the new legacy Main Account (201021). The new system Main Account (201020) should have a zero beginning balance.Point your Inventory management > Setup > Posting > Posting > Purchase orders > Accrued purchases (All=201020).to the new system account.Have Accounts Payable process all related (1) invoices as "Vendor Invoices" (not Purchase Order Invoices" and code them to the legacy Main Account (201021). The legacy account balance will decrease towards zero as the legacy invoices are posted. You may manually reconcile the legacy account against your original list (1) above. Alternatively, if you migrated 'detailed' trial balance for the (1) Fully Received Not Invoiced, you may also utilize the General Ledger Settlement function to mark liabilities that have been invoiced,Jim
Hi James!I appreciate the detailed response! This is great information and we will make sure to test out in TEST before!It sounds like your recommendation is not to try/attempt to move "received" PO lines from legacy over to D365 and I do understand the risks involved. I'll continue to think through this as we come up with our cutover plan.Have a great day!Michelle
GreetingsWe have recently migrated from AX2009 to D365 and I wanted to start D365 in the same sate as AX2009 was left - i.e. with Receipted purchase orders still receipted but I did not want to do manual postings into Control accounts that could case reconciliation issues later as invoices were processed so I feel like I have done more or less what you are proposing.I found the best method was to:(1) Import all Open and Receipted Purchase order Headers. Setting the number sequence to manual allow the Purchase numbers to be kept the same.(2) Import all receipted order quantities (I sourced this from Inventory Transactions) as open purchase order lines and Bulk confirm them(3) I then generated a single delivery note for all open purchase orders - the is the one step I could not really import and had to enter the Delivery note number for each order line. We could have receipted each delivery separately but this was not a big deal for us so using the delivery note number '1' for all Purchase orders was a quick solution.(4) The check is that all Purchase orders should now be receipted.(5) The Remaining purchase order lines can be imported once the reconciliation process for this step is complete. Where a line has been part receipted it becomes two lines on the same PO in D365.At this point the issue arises that the receipt stock could be (a) Physically onhand (b) In production (c) delivered to customers (d) sold.You could take this into account then importing opening stock by allowing inventory to go into physical negative and taking your exported onhand stock and adjusting by the receipted PO values but for us this was too complicated. Instead after receiving the orders I counted all stock out to get inventory back to zero. This also allows the ledger offsets from the above transactions to be journaled against each other to zero off unwanted opening balances.For us the next step was to Import production orders (which can be 4-8weeks long per order so a clean cut-over was not an option) with stock split into picked and unpicked.This allowed the Productions to be started and the opening WiP to to picked to these jobs, again leaving zero stock onhand.Finally i imported the opening stock - reconciled and ready to go live.At the start of this the process it was recommended to us as being too complicated but I feel most consultants are truing to produce a system what can be reconciled on the day rather than one that keeps the business running with the minimum interruptions. In the defense of consultant's in their shoes I would recommend the same but as I imported my own data I would time the imports to do each stage at a time with the minimum of additional cost and downtime between steps.We are running MRP with capacity constraints across three sites.What didn't work well was that we were also remapping the general ledger, refining Units of Measure and OUM conversions that were wrong in the old system. This should not have been an issue but it did make the data import and checking processes more complicated.Mostly this was because time constraints meant that this happened in live for the first time with no dry run or testing - I would never recommend this but would repeat if required.Secondly if the Purchase price on the order differed from the invoice then the true costs (including misc. charges and freight) would not flow to the Production Job but instead it would end up as stock loss from the first counting journal. Processing invoices manually would not deal with this any better but what I did do was set the dates for the import step so the in/out transactions would happen in the right order for the Date-weighted average to have the best shot at being right. There was also a big focus on making sure Purchase orders were for the right value several months prior to go-live. having separate dates for different import types also makes a staged reconciliation of the ledger much easer.Finally what made this work for us is our open and receipted purchase orders were right to start with, we didn't have years of accumulated old orders that had not been closed off that would have imported a mess into the new system.In short- as much as a perfect cut-over is the ideal, we had to pick what was most important to the business, match against skills were available for the cut-over period and ignored everything else.I am happy to assist if you have further questions as I have not gone into any of the ledger posting in detail but what you are proposing can be done and does work.Good luck (whatever you decide),Duane
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