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Transaction Pro Blog

Dos and Don’ts of Data Conversion

If you’re thinking of changing your accounting software to QuickBooks or migrating data from one company file to another, Transaction Pro Importer makes it easy. Even if you are completely new to the conversion/migration process, here we’re giving you the big picture – the steps to take to map the fields in Transaction Pro Importer.

Data Conversion Checklist
Below are a few things to think about prior to conversion/migration to keep you on track and ensure a smooth transition:

  • Know your accounting software, especially version and edition
  • Know the Company name/Database name/Number of Databases
  • Know the number of Modules (General Ledger, Accounts Receivable, Accounts Payable, Bank, Tax, Purchase Orders etc.)
  • Know the number of historical years (The amount of data in terms of years accumulated in the database)
  • Define a minimum two-phase approach (Phase 1 – Test; Phase 2- Live)
  • Create a tentative schedule for the above phases, but also be flexible with timelines
  • Define scope of work (which modules exactly you want to convert) and conversion cost
  • Always have a backup file of the database
  • Create an administration-level login for the database

Starting the Conversion Process
Most users feel they must convert all the history of their current accounting system to their new system. Now is the best time to evaluate the necessary data to migrate to the new database. Systems vary and handle transactions differently; however, you don’t want to start a new company database full of redundant history that becomes sluggish.

Ninety-percent of data conversions involve Opening Balances only. This gives us just enough information to get started. If more comparison data is required, you can limit the conversion to two years. The more data you convert, the chance of error increases, and it becomes more difficult to locate the source of the errors in the balance sheet.

To begin, export your data from your current accounting system using Transaction Pro Exporter. Make any necessary changes to your file in Excel before you import it into the new accounting system. Once you’re ready to import, you can simply map the fields (column names) in your file to the names of the QuickBooks fields. The drop-down list gives you the ability and the choice to map the fields by row.

data conversion

 

DOs

  1. DO import all Customers (provided the list does not extend beyond 10,000 records; otherwise, limit it to just Active Customers).
  2. DO import all Vendors (provided the list does not extend beyond 10,000 records; otherwise, limit it to just Active Vendors).
  3. DO import all GL Accounts (provided the list does not extend beyond 10,000 records; otherwise, limit it to just Active Accounts).
  4. DO import all Items (provided the list does not extend beyond 10,000 records; otherwise, limit it to just Active Items).
  5. Do import only your open Accounts Receivable transactions (month end is a good reference point).
  6. DO import only your open Accounts Payable transactions (month end is a good reference point).
  7. DO import only your GL Trial Balance as of a certain cutoff date (month end is a good reference point).
  8. DO import only your total Item Quantity and Costs as of a certain cutoff date (month end is a good reference point).

 

DON’Ts

  1. DON’T attempt to convert an entire database of all history.  This starts you down a very difficult path prone to errors or imbalances.
  2. DON’T attempt to import data into your new accounting system if you cannot export it from your current system with an accurate total.
  3. DON’T go live without seeing a Sample Data Conversion. Do all your training on the sample converted database and become familiar with the new system. This way you can see any potential shortcomings.
  4. DON’T set unrealistic expectations.
  5. DON’T rush into a conversion. If you are not ready to go live, you can always do it the next month.

 

If you need additional help with data conversions/migrations, please consult our Knowledge Base of how-to articles (search on “migration”) or email our Customer Success Team at support@transactionpro.com.

Transaction Pro Expert Dan Mason