How to migrate closed POs and PO Lines

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Hi everyone,

I have a customer moving from legacy system to Business Central. We will be using Jobs module. The customer has a requirement to migrate both Closed POs and Closed PO Lines that were raised for the Jobs, because in the future, they might want to update the PO, add qty/amount and send the same PO number to the supplier. Also we need have all the historical POs so that the PO amount is included in the Committed Cost field of the Job.

When I use the config pack to import POs and set Qty to Received = 0, Qty to Invoice = 0, Qty Received = X, and Qty Invoiced = X to mimic the scenario where the PO line has been both Received and Invoiced, Business Central does not like it and keeps throwing error: /Qty Received must be equal to 0, current qty is X/

Can you please shed some light for me on how to migrate closed PO Lines or partially received PO lines with the Received Qty/Invoiced Qty reflecting the historical qty?

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Dynamics 365 Business Central

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Ben Baxter 4,964 Super User 2024 Season 2 on at

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How to migrate closed POs and PO Lines

I agree with Narang. You do not want to recreate Posted document history when migrating to Business Central. It is generally acceptable to use the legacy system as the data warehouse for looking up historical transactions.

If your client is pushing back on this, you do have the option of creating Custom Tables (Header and Lines) to store the information, this way you avoid any financial implications. Since the client wants the ability to re-open closed POs (which I also think is a bad idea), you could build a process in your Custom Table to "Re-Open PO" and have it generate a new PO to that Vendor. I would avoid using the same PO number, instead let the system auto-number based on your PO number series.

All that being said, I would be trying to talk the client out of this decision. If a PO was issued to a Job, and both the Job and the POs are closed, what is the purpose to having that information come forward? It is available for review in the legacy system, and they will usually find they don't look back at it very often.

Good luck in your deployment!

Ben
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NAV_with_Narang 2,236 Super User 2024 Season 1 on at

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How to migrate closed POs and PO Lines

Hi There - Once a PO is closed in BC, it gets deleted and becomes a Posted Purchase Receipt and/or Posted Purchase invoices. Now you can't import data into these tables directly via configuration packages as these transactions have huge financial impacts.

However the whole idea of importing "Closed PO" sounds outright absurd to me. In theory, closed PO is nothing but inventory you store and payable generated for the vendor. If you do an Inventory opening balance and vendor opening balance import in BC, you are going to get both of the information anyways. However it is not easy as it sounds it is, I request please consult a experienced BC consultant locally, as it may not be a simple Q&A for the forum. Also since those PO are closed, they better be sitting in the legacy system, whenever the customer wants to refer it, they can just open the system and fetch the necessary information, no need to bring it to BC. If their legacy system will retire, better to contact a DBA and get the database extracted safely in a server for future reference

There are a handful of ways to do this, just don't go in importing closed POs, you will get a lot of errors than you have received now and will be a in a lot of mess (if not now, definitely later)