Check your current version in the title bar of VFP.

Check for the latest release version here.

If an upgrade is required, refer here.

Go to Admin >System Reports > Check for Partially Posted Customer Invoices — run for 3 years

Resolve any issues reported.

Allocate Customer Unallocated Payments

Go to Customers > Reports > Customer Unallocated Payments

Pay off any Unallocated Payments and Credit notes where possible. For very old transactions where the payment is $0.00, date the transaction as old as possible (you may need to remove lockout dates).

Allocate Supplier Unallocated Payments

Go to Suppliers > Reports > Supplier Unallocated Payments

Pay off any Unallocated Payments and Credit notes where possible. For very old transactions where the payment is $0.00,  date the transaction as old as possible (you may need to remove lockout dates).

Recommended Month End Procedures

Go to Recommended Month End Procedures

Work carefully through the list in this article. Some of the tasks will be duplicated on this data preparation guide.

Go to Cashbook  > Reports > All Undeposited Bankings

These must be banked before migration but can be left for the evaluation migration.

Go to Cashbook  > Reports >  All Unexported Direct Credits

These must be exported before migration but can be left for the evaluation migration.

Go to Admin > Defaults > Manage Financial Defaults

Check all required defaults are valid GL Codes and save.

DATA Folder structure 

Are there any unusual files in this folder? Ensure that only required files are in the folder. Check to see that there are no incorrect installs of Infusion below the Data folder level. Delete these if there are.

Go to Infusion\DATA\Attachments

Delete these if possible. The backup will be smaller.

Bring the Current Financial Year up to date if needed

Go to Financials > Year End > Close Off Year.

Check with your Accountant or Partner whether you can move your financial year forward.

Follow this link for more information.

Check Financial Year Close

If you have only recently started using VFP as a fresh dataset (no migration or conversion) you can ignore this step.

This will be relevant if you have migrated from a different software such as Aurora or NZA Gold relatively recently.

Go to Admin > Other > View Audit Trail and search for ‘Close Year’

If there are no results and you are already on the most recent financial year, please call Infusion Support and request they turn your financial year back a year so that you can run a close off.

Delete GL Accounts that are not required (unused or old and no longer needed) 

Ensure that all GL Accounts to migrate are relevant and required, with obsolete or unused GL Codes deleted.

• Run a 3 Year Profit and Loss and a 3 Year Balance Sheet report (both with Zero Balances included).
  • Go to Financials > Reports > 3 Year Profit & Loss (YTD), and Financials > Reports > 3 Year Balance Sheet, ensuring ‘Show Zero GL I/D’s’ is checked.
•  Audit GL Accounts to determine which are required and which are to be deleted. Delete as appropriate.

Follow this link for more information.

G/L Integrity check

Check the Default GST Rate setting on GL Accounts is correct 

• Run the Chart of Accounts report. Go to Financials > Reports > Chart of Accounts
• Reference the GST Rate column to ensure the correct setting is applied. Update any incorrect codes in Infusion.

• Scan the function column in Financials > Manage GL IDs
• Profit and Loss GLs should be Income or Expense Functions.
• Balance Sheet GLs should be Asset, Liability or Equity Functions.

Custom Fields for GL Accounts are not a feature of Infusion Online and will not migrate.

The Migration Utility reports on any GL Accounts using Custom Fields. No action is required to update Custom Fields. This is a notification only.

To check if GL Accounts have Custom Fields:

• Go to Financials > Utilities > Export Chart of Accounts
• Refer to the following columns:
• Text Field 1-6; Number Field 1-6; Check 1-6; Char Field 1-6; Date Field 1-6

• For each bank account in Cashbook Receipts and Payments check the dropdown against the Payee/Payer field. 
• Delete any unused saved receipts/payments.

System Verification Report balances

Go to Admin > Reindex Files 

Follow this link for more information.

Run a pre-migration utility backup. At the end of the standard file name, add a note: 

eg: ibs9100-20210401-1214_PreMigUtil.zip

Follow this link for more information.

Download the latest Migration Utility here

Current Zip File version is: Migration20OCT21.zip

Extract the file and replace the migration.app file in the Infusion folder.

Go to Admin > System Reports > System Verification

Re-run the System verification after the utility to ensure data continues to balance.

At the end of the standard file name, add a note: 

eg: ibs9100-20210401-1214_MigEval.zip

Contact Infusion Support to arrange transfer of the backup file for Migration to an evaluation license which you will have access to for 2 weeks.