Tips for Using RapidStart for Microsoft Dynamics GP 2013 to Migrate from QuickBooks

Having pounded on the new RapidStart Services for Microsoft Dynamics GP 2013 for weeks as Convergence 2013 has approached, I wanted to provide the tips I've discovered that will assist clients and other implementers. I'm an avid fan of one-page, quick start guides, but in this case I can't recommend enough that you read the 65 page RapidStartServicesGP.PDF from beginning to end before you begin any part of the installation. To obtain both the code and the PDF, start with authorized access to CustomerSource or PartnerSource, search for RapidStart and follow the links to the RapidStart for GP 2013 download site.

Then go over the following checklists where I add my experiences and recommendations.

First, review the setup of the environment:

  1. Within the RapidStartServicesGP.PDF, follow the link to check all system and version requirements.
  2. Determine whether your environment should be 32-bit or 64-bit. We used QuickBooks Enterprise version 9.0 which is not 64-bit compatible, so we created a 32-bit virtual environment.
  3. Install QuickBooks or Peachtree and the RapidStart tools under the same user logon. Turn off User Account Control (UAC) before installing any of the programs. You can easily find instructions to do this by searching the internet.
  4. While you don't need the Dynamics GP client, you do need access to the Microsoft SQL instance serving the GP SQL databases.
  5. For a QuickBooks migration, your account framework in Dynamics GP should be a minimum of two segments of 7 characters each. Follow through and make the account format for the new company at least that size also. You will have the opportunity during the migration to edit the chart of accounts.
  6. You also need to install eConnect for Dynamics GP; the same version as the GP SQL databases. The RapidStart Tools use eConnect. Research the system requirements and installation for eConnect.
  7. Check that your GP company database has a default currency setup if you have activated the Multicurrency module
  8. Sometimes the DLL files won't register correctly. Obtain the CoreObjX.zip file from Microsoft Dynamics GP support then unregister and register the DLLs. The correct commands include a "u" to unregister and an "i" to re-register the DLLs. If your DLLs didn't register, you may need 3 sets of commands to register, un-register, and re-register the DLLs Close the message warning that is raised-the one that warns you the DLLs may not be compatible with the version of Windows that you're using. If any other messages are raised, you'll probably need more support.
    1. Type regsvr32/u CoreObjXDB70.dll
    2. Type regsvr32/u CoreObjX70.dll
    3. Type regsvr32/i CoreObjX70.dll
    4. Type regsvr32/i CoreObjXDB70.dll
  9. Once you have all the components of your environment setup, it's always a good time to create a baseline backup of the DYNAMICS and company SQL database. You will likely want to practice the migration a few times, and a backup is a great way to create that starting point. There are 3 tables in DYNAMICS created by RapidStart. I found it much easier to practice with a clean start each time by restoring my baseline SQL databases.
  10. Alternatively, to start clean, drop the [SQL_Company_ID]-QBData database. Also, delete the lines in the RmtProfile, RmtStorage, and RmtValidation tables which will be in the DYNAMICS database, depending upon which portion of the migration you completed.
  11. If you are operating with a second instance of Dynamics GP, substitute you company database name for the above references to the DYNAMICS database.

Prepare the QuickBooks Data

Again, read the RapidStartServicesGP.PDF chapter on preparing the QuickBooks data. The following are the tips and notes I made while working through that checklist because I'm not a strong QuickBooks user and had to learn to navigate within it. I used QuickBooks Enterprise 9.0, so your version may be different, but many of these concepts will be the same. If a particular topic from the PDF isn't listed below, I had no problems with it.

Accounts

Depending upon the user account you used to log into QuickBooks, you may need to grant that user login more access.  Go to the main QuickBooks menu at the top >>Company >> Users >> Setup Users and Roles. Select your user login and select the "View Permissions" button on the bottom of the window. I granted myself all access. I found that simply selected "Full Access" wasn't quite as powerful.

Then view a list of the accounts from the QuickBooks home page or by going to the top menu >> Lists >> Chart of Accounts.  By default, the account number column doesn't appear in that list. Right click on a column name at the top, select Customize Columns...and insert the column "Accnt. #".

Scroll down until you spot an account without an account number. If any exist, you can try to add an account number to a QuickBooks accounts, but to make the change stick go to the main QuickBooks menu at the top >> Edit >> Preferences >> Accounting >> Company Preferences. Mark "Use account numbers."  Make note of the account number you want to use; my version wasn't too helpful letting me look at the list again while the edit account window was open. Then go back to edit the accounts (right click on an account and choose to edit or use the "Account >> Edit Account" button at the bottom. Add your account number.

Unit of Measure

My database didn't enable unit of measure, but RapidStart raised an error in the log file anyway. I enabled unit of measure then disabled it and had no further problem.  Go to the main QuickBooks menu at the top >> Edit >> Preferences >> Items & Inventory >> Company Preferences. If the unit of measure button says "Enable" go ahead and click it, select single unit of measure, and follow prompts. QuickBooks closes all windows. To be certain, I stopped and re-started QuickBooks, navigated back to Preferences and selected Disable then re-started QuickBooks again.

Vendors - Sales tax transactions

My database was marked to not calculate sales tax: >> Preferences >> Sales Tax >> Company Preferences >> "No" was selected. My migration still failed, raising an error that I had no Sales Tax Payable account. Per the RapidStartServicesGP.PDF, I created a Sales Tax Payable account insuring I entered an account number and mapped it to "Unassigned."

Summary

I hope to see you at the RapidStart Tools presentation at pre-Convergence or the Microsoft Dynamics GP Tools booth in the Convergence exhibit hall. Happy QuickBooks migrations! Otherwise, feel free to contact me here, at Computeration, or at RapidImplementation.com

About Gloria Braunschweig

Gloria has experience across the full spectrum of business operations and management. Decades of experience are documented in the book Rapid Implementation, establishing Gloria as a specialists using Microsoft SQL tools for implementation, integration, and business intelligence related to Microsoft Dynamics GP.

Gloria writes and presents on lean implementation concepts and business management systems for small and mid-size businesses. 

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QB Inventory Asset Account

Question posed to GloriaB:
Hi, thanks for the nice and informative blog on RMT tips. I have a question on "inventory asset" account that should be defined in QB 2010. How does this account gets mapped to our existing inventory account? Or can we rename the total inventory (sum of all inventories) account to be "Inventory asset" or just create a dummy account in QB with taxline being "unassigned". appreciate your inputs. thank you

GloriaB says:
With a migration the inventory account and all other GL accounts are simply inserted into GP with their QuickBooks account number. We prefer to use the PSTL utility to re-configure the accounts after they're imported to GP rather than do any translation during or prior to the RapidStart Migration. The PSTL utility to modify account numbers is very powerful and friendly with its translation, validation, and potential to combine accounts. And it's free.