Data migration means that you enter company data like customer-, vendor-, product-, accounting data into a new IT system. In our case this is ERP Ledger. This migration can be done manually by looking up data in your old system and then enter it into ERP Ledger or you extract data from your old system to text or Excel files and import the data later into ERP Ledger.

Manual Migration

Old SystemERP Ledger
lookup data enter data

Batch Migration

We call this batch migration because data is not entered record by record but a whole file is submitted and the system then adds record by record.

Old System ERP Ledger
extract customers FILE import
extract vendors FILE import
extract parts FILE import

General Advise

The data structures of old system and ERP Ledger are different. Therefore the extracted data must be edited to include data required by ERP Ledger. To avoid unnecessary work please consider the following rules:

  1. Before importing any data into ERP Ledger enter customers, parts, orders, invoices etc. manually and become familiar with the system.
  2. Check the result of your data entry e.g. open orders, outstanding invoices, inventory, trial balance
  3. Decide how you want to structure your data. Which departments, product groups, price groups, warehouses, employees (sales contacts)
  4. Ensure that your consumption taxes are calculated correctly
  5. Ensure that all required accounts are correctly defined (in particular you need accounts for inventory (if you have stock parts), sales and
    COGS (=costs of goods sold)
  6. Ensure that the templates for id numbers are correct (or use the default)
  7. Determine which fields you need to enter for parts, customers, vendors etc.

 

Migration Excluding Accounting

Depending on how many data records are to be entered you'll enter the data manually or you prepare an import file.
You can import the following data:

  • customers
  • vendors
  • parts

Optionally you could import:

  • customer price lists
  • vendor price lists

 

Migration Including Accounting

In addition to the previous case you also need to import the start balance.

The start balance is your balance sheet at the start of the (yearly) accounting period. The start balance for the new year is the same as the closing balance of the previous year. In other words, it is the balance sheet prepared by the accountant and submitted to the tax office.

TIP: Please check the web links to Accounting Tutorials!

In reality the balance of an account is the result of positive and negative postings.
Example: the balance of your bank account at the end of the month is the result of money receipts and payments.

For obvious reasons we don't want to import all the receipts and payments (to stay in the example) but only the final balance. To do so we need one start balance account. This account serves as the second account for all balance account postings.

Here is an example of the corresponding General Ledger postings:

AccountDescriptionDebitCredit
0230 Equipment 300,000 -
2000 Start Balance - 300,000
1000 Bank 1,700,000 -
2000 Start Balance - 1,700,000
1900 Company Capital - 2,000,000
2000 Start Balance 2,000,000  
Total Start Balance   2,000,000

2,000,000

As you can see the the amount of Debit and Credit posted to the Start Balance account will be the same. Therefore it won't have any influence; it's just a balance extension.

Of course the amount of assets (bank, equipment etc) must balance the amount of liabilities (e.g. loans) and equity (e.g. company capital).

Support

Please check our Start-Up Support Plan for support with Data Migration and Print Forms Customizing.