We are aiming to cover all the possible scenarios of your source accounting system when converting it to the new one. However, because the systems subtly vary on how they handle accounting, it is not always possible to convert everything for the entire accounting period. Hence, it is important you take time to understand the limitations of our service.
Here we have outlined the limitations for all systems, but these can be more specific depending on your source system.
You can learn more about those from conversion limitations page of your source system.
Keep your pre-conversion backups and/or exported reports from source system for tax audits
It is important that you keep the backups or extracted reports from the source system in a safe location even after the conversion was done - you might need it for financial audits!
We do not store any pre-conversion backups or source system exports. But, since the conversion in certain cases can fail to migrate all of the data (especially pertaining to taxes), you might still need the backup or exported reports for tax or financial audits.
Opening balance for transactions outside of the conversion period
Transactions outside of the conversion period will be consolidated into an automatically calculated opening balance - for both GL accounts as well as customers and suppliers.
When doing a conversion, often you are not converting all dates that are in the company file. Suppose your company was founded in 2012. Dataswitcher will only convert the last two financial years (2018 and 2019). The transactions from 2012 until 2017 will be consolidated into an automatically calculated opening balance.
This is an example of a opening balance journal entry generated by Dataswitcher:
As you can see, we only post the balances of the Balance Sheet Accounts. The P&L balances of the previous years are consolidated in the retained earnings.
Next to that, we consolidate all open invoices on that date of every customer and supplier and post them as a consolidated entry. If there are payments coming in related to those invoices, Dataswitcher tries to link them to the beginning balance journal entry for that customer or supplier. The result of this journal entry is then sent to the "Retained earnings" nominal code in Quickbooks Online.
Tax (GST/VAT) will be converted as a line level item
Dataswitcher handles taxation (GST/VAT) from the source system, but as a line level item, there is no VAT classification in Quickbooks Online. This will require an important one time post-conversion step (see here)!
Such an approach gives you a higher quality conversion that closes financially. However it needs you to do a post-conversion step for the first VAT report. This is a one-time step and also serves as a double-check.
Next to that, there might be a VAT that has been wrongly classified (uncleared). If Dataswitcher encounters such an issue in a financial year, we move that balance to the suspense account. Otherwise, this corruption would cause a conversion not to close.
If there are (non-deleted) transactions beyond today (ie. a transaction in 2040) this will also be posted by Dataswitcher. There is no end-date possible in a Dataswitcher conversion. The reason behind this is that these transactions are also added in the ending balances.
Matching journal entries with related credits
We cannot match related credits to their respective journal entries. The journal entries will still be posted. However, they will remain unlinked. This mostly happens when you are taking payments on an account for suppliers. You will have to match these entries manually after the conversion.
Cash basis accounting scheme for taxes
If you use the cash basis accounting scheme, we advice you to migrate directly after closing (and reconciliation) of a tax period. Otherwise, the post-conversion work in Quickbooks Online can be a lot of work (considering partial paid invoices).
If your administration uses Cash basis accounting instead of the Standard (non-cash) accounting scheme for taxes. There are some additional post conversion steps. You have to manually change your open invoices after the conversion to include taxes. Also please make sure you follow the pre-conversion checklist before converting. The reconciliation of the bank is important for Cash basis accounting. Because this might affect certain tax reports.
Multi currency is not supported for all of the source systems. Please refer to the source system specific checklists to see if it is supported for your system.
Accounting system specific mentions:
If you are migrating from an accounting system that supports items and you would like to migrate them, too, please note the following limitations:
We can migrate only up to 1000 items in a stock because of limitations in the Quickbooks Online API. If you have more than that then please choose the migration without option 'Items and stock'. You can use Quickbooks Online items' import functionality to import your items after conversion.
Fields that will be migrated
We migrate the following fields for the items: code, name, description, purchase_cost, price, location, stock, type. If your item's structure is more complex than that, we advise you to do a manual import.
Departments, projects, classes (or cost centres?) and likewise
Quickbooks Online is using the concepts of Locations and Classes.
- Departments or likewise will become Locations in Quickbooks Online.
- Costcentres or likewise will become Classes in Quickbooks Online.
In some systems, it is possible to specify departments on a line level. In Quickbooks Online, this is not possible. You can only specify one department in Quickbooks Online. This means an invoice with multiple departments will end up in Quickbooks Online as only one department of the first invoice line.
How does it choose which department to apply?
For example: You have an invoice in with two lines. The first line is specified as department X, the second line is specified as department Y. In this case, Dataswitcher will convert the invoice with department X.