MOVING TO NEW ACCOUNTING SYSTEM, TRANSFERRING BALANCES ACROSS

MOVING TO NEW ACCOUNTING SYSTEM, TRANSFERRING...

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WE ARE LOOKING TO MOVE ONTO A NEW ACCOUNTING SYSTEM (MID YEAR) AND I WAS LOOKING FOR ADVICE ON THE BEST WAY TO MOVE RECORDS FROM THE OLD LEDGER TO THE NEW ONE. HOW DO I GET THE RECORDS FROM THE OLD SYSTEM ONTO THE NEW ONE FOR G/L, P/L, S/L AND STOCK AND HOW DO I KNOW THEY HAVE BEEN MOVED ACROSS ACCURATELY.

ANY ADVICE AT ALL WOULD BE GREATLY APPRECIATED.

Replies (7)

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By cparker87
17th Jun 2015 22:09

Usually
The software provider might provide a function for importing the data. If not, you need to extract everything at a point in time and no then reimport it; it would be best to do by his at year end but at least at a vat period.

If you need to import on your own, it depends what historical data you want... Do you simply want opening balances or do you want the breakdown of those opening balances (eg AP and AR invoices).

As I said your best bet might be talking to the current software provider. They have a vested interest in making this work for you.

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Out of my mind
By runningmate
17th Jun 2015 22:17

PLEASE

DON'T PUT EVERYTHING IN CAPITALS

The answer to your problems depends very much upon the nature of the old & new accounting systems.

RM

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By NHGlos
18th Jun 2015 09:07

Data Import

As mentioned above, you may be able to transfer data from the old system to the new. If you can do this you'll be able to maintain complete records in your new system - you need to talk with your IT vendor/s. Some IT vendors may be inclined to do this for you as it is in their interests, customer loyalty etc., it may be something you can do yourself, depending on the systems. If the new system is a newer version of your existing system, the data transfer may or may not be simple - maybe even as simple as taking a backup from the old and importing it into the new. However, if the new system is a completely different system then the transfer may not be as straightforward, in this instance the data in one database can often be transferred but it's a case of aligning the data in the old system to the database structure of the new system - something that requires a certain skill.

Another option would be to only enter opening balances for suppliers, customers, general ledger etc. in the new system, and there may be a specific tool or method in the system to do this. Of course, you would then need to keep the old system running to access historical information - a "legacy" system.

Have you actually decided on what system to move to yet? Issues like this are often underestimated in terms of importance, but should be considered at the early stages of the project and product selection.

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By User deleted
18th Jun 2015 09:14

Does your new accounting system offer this option?

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By andy.partridge
18th Jun 2015 10:07

FIRST OFF . .

STOP SHOUTING.

IT IS IMPORTANT THAT YOU HAVE EVERYONE ON BOARD WHEN YOU MAKE A SIGNIFICANT CHANGE TO THE WORKING ENVIRONMENT. SHOUTING WILL JUST RUB PEOPLE UP THE WRONG WAY AND MAKE YOUR TASK ALL THE MORE DIFFICULT.

SEE WHAT I MEAN?

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By C Bod
24th Dec 2019 00:40

Hello,
I am new to AccountingWeb and so far I really like the content.
I know I am picking up on an old discussion, but for a research report I would be grateful to hear from those of you (preferably those working in or with SMEs) who have experienced moving to a new software, accounting or otherwise.
1. General comments: was your experience different to expected? If yes, better or worse, and why?
2. In hindsight, what would you have done differently/better?
3. What were your contingency plans, and were they sufficient?
4. Was your planning based on any models, business or otherwise? What were they?

Many thanks in advance,
CB

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Replying to C Bod:
Scalloway Castle
By scalloway
24th Dec 2019 08:19

Starting a new thread might be better as this will only be seen by those who click the option to look for new postings.

In the course of my time as accountant for a large Scottish charity I had to change accounting software several times. The accounts were first computerised on a PC based system in the early 1980s and upgraded to Pegasus a few years later. Our parent body then insisted we joined their new mainframe system which had to be changed in 1999 as it was not Y2K compliant. A few years later we went back to Sage on networked PCs. This was in place when I left in 2005.

1. The systems worked as well as they could for the time
2. Each time it got easier as I understood what data needed to be shifted.
3. That wasn't my job, it was done higher up
4. The plannning was doine higher up

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