Once you have access to your live Arbor Finance system, we will need you to start checking the data in Arbor, to confirm that you’re happy the data has migrated from your previous Finance system to Arbor Finance correctly and no data is missing.
Permissions
The data checks are for the designated Arbor Finance School Lead to complete. This person would have been named as the lead contact, receiving all initial communications from Arbor Finance.
Before continuing….
It is important to have completed ALL the self study and live training sessions.
Missed a session? Simply work through the relevant training notes, alongside the Arbor Finance Training Suite to practise procedures. The training suite will continue to be available for a short while, so anyone can practise ahead of any live processing.
Please remember, transactional data has not been migrated. We ask that balances are checked against reports from the incumbent system or the school’s migration workbook - simply follow the instructions in this document.
If there are outstanding commitments, these will have to be re-entered.
All of these steps must be completed before posting any new transactions in Arbor Finance.
Access Arbor Finance for Your School
The Arbor Finance School Lead will be emailed their login details and temporary password once the school site is migrated. They should follow the instructions in the email to login. Please make sure to check spam and junk email if you cannot find the email in your inbox. They will be created as a Super Admin and can create logins for all other users who require access to Arbor Finance.
Validating The Financials
To validate the figures match what you uploaded from the original system, you should work through the instructions below. You need to complete Data Migration Confirmation to verify your acceptance of the migration and your Go Live position you will find this in your Go Live email.
1. Check bank balances and VAT Debtor:
Reporting > Transactions > General > Balance and Reserves Report
Print this report. Confirm the figures match the Balance & Reserves exported from the incumbent system..
2. Check Nett YTD
Run the following report: Reporting > Records > Budgets > Budget Vs Actual Vs Committed
Print off this report
Confirm the Balance for All Accounts figure at the bottom of the report for Actual Spend/Received matches the Current Balances Total from the Balance and Reserves report ran from your old system prior to migration.
IF THE FIGURES DO NOT MATCH, DO NOT PROCEED IN ARBOR FINANCE. PLEASE CONTACT YOUR SUPPORT TEAM.
3. Mark ALL Imported Transactions as claimed on VAT reports:
Reporting > Transactions > VAT > VAT Submittal
Print report for your records
Go to Reporting > Transactions > VAT> VAT Report
Select Periods 1 - 12
Include ALL bank accounts.
Generate the report. Save a PDF copy for reference.
Close the report window, and when prompted select ‘Have you saved this’ click YES.
‘Do you want to make these transactions as claimed’ click YES
4. Set Up BACS (if applicable)
System > System Setup > Options > Transactions > Payments Printing > Ensure this is set to ON and Cheques/BACS is selected and Save.
System > System Setup > Bank Details.
Click Edit to add relevant BACS details to the BACS bank account.
Enter Account No. and Sort Code.
Toggle YES to Allow BACS Payments.
Select relevant banking file format from BACS Transfer Format drop down list.
Select Active from Status drop down list.
5. Adding contacts - Importing or manually adding
If you have not prepared the import template ahead of time you can find the details of how to do this here.
Records > Contacts >Import Import contacts via the Import function ensuring that the relevant details have been populated as per the template.
Alternatively, you can manually add contacts. Details of how to do this can be found here.
6. Import Budget/Analysis Links and allocations
To do this, you will need the budget allocation file that you created in step 7 of the migration instructions.
We will use this both to define the linking of budget and analysis codes, to prevent mis-postings and can also use this information to post budget allocations.
This file can be imported to Arbor Finance from System > Import Budgets.
A help article for this process can be found here
7. Enter accruals (if applicable)
See our help centre articles on accruals if unsure on this process. Accruals Overview
Accruals can be manually entered into the relevant areas
Transactions > Accruals
Alternatively they can be imported using the template available in System > Import Transactions. Importing Transactions. After adding the accruals you may want to run the following reports for your records
Reporting > Transactions > General > Accruals Report.
Reporting > Records > Budgets > Budget vs Actual vs Committed - change the detail option to show accruals instead of committed column.
Reporting > Transactions > Balance and Reserves Report
8. Run Period End
Click Period End, follow through the prompts to complete the wizard.
For more help with the process, check the help centre article Period end
If migrating into period 12 The process will be to run year end. For more help with the process, check the help centre article run year end.
As part of the process, a summary is displayed for checking reconciliation/batched transactions (this does not apply at point of migration).
At this point, as Finance Lead you should be the only active user. If not, please make sure all users are logged out before hitting the “run period end” button. To force a logout of a user see the Help Centre instructions How to remove user lock
On completion you should now be in the new month/ period
Commitments
Commitments were not migrated and should therefore now be re-entered into Arbor Finance as purchase orders.
NB: it will not be necessary to email the Purchase Order from Arbor Finance to your supplier as you'll have done this already in your old system. After posting your commitments, confirm the total Committed value on the Budget Vs Actual vs Committed matches the total of the committed column from your Balance & Reserves report printed prior to migration
Please email <LA SUPPORT TEAM EMAIL> to confirm that you have successfully migrated to Arbor Finance, clearly stating that all the financials agree with the source data, exported from your old system.
CONGRATULATIONS - YOU HAVE NOW COMPLETED DATA VALIDATION AND CAN NOW BEGIN TO POST IN ARBOR FINANCE
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