In order to get the highest quality conversion, there are a number of essential steps needed to be done in your system beforehand. It is essential that the source system data is in a clean and healthy state prior to conversion to avoid the migration of unorderly data.
So, with the following steps, your data should be in the best shape for the conversion. Please ensure you follow the steps in the order in which they are outlined below. Each step indicates whether the procedure is mandatory or optional. An optional step can be corrected when the conversion is done.
Normally, our customers need about 20 minutes for these tasks.
Step 1: Purge your company and configure required settings (MANDATORY)
It is important that there are no pre-existing transactions in the Quickbooks Online company file. Purge the file to make sure there is no data left behind. You can read how to do this here.
This step is highly recommended to make sure there is no data in your file. It will also mean you get a cleaner conversion result (less default accounts in QBO file).
Depending on the options that are supported for your conversion and the options you are planning to select, some extra settings might be required in your Quickbooks Online file.
Step 2: Make a pre-conversion backup (MANDATORY)
Make sure you keep audit data when switching the accounting systems for tax or any auditing purposes.
If you are coming from the system that allows backup file such as Sage 50, Reckon Hosted, MYOB AccountRight, MYOB Banklink, please keep it for audit purposes in a safe place.
If you are coming from a system that does not allow backup file such as Xero, MYOB Essentials, Reckon One - please export audit data reports (e.g. account transactions, tax audit reports, etc.)
Step 3: Reconcile your accounts (MANDATORY)
Reconcile bank accounts
Reconciling your bank accounts prior to conversion makes work a lot easier in Quickbooks Online. After reconciling, make a note of the balances on your bank accounts.
We will need this later when preparing the post-conversion reconciliation in the Quickbooks Online company file.
Also, when you are using the Cash Accounting scheme, this is important. Otherwise the next step will not contain accurate details (tax - VAT/GST reporting).
If you do a full reconciliation before start, the post conversion step will be a lot easier (since you can just check all entries with one click).
If you partly do this, you need to look through a lot of entries in Quickbooks to uncheck them. Both processes are supported, but reconciliation before conversion can save you some time.
Reconcile tax (VAT/GST) accounts
Reconciling your tax accounts prior to conversion makes work a lot easier in Quickbooks Online. This is due to Quickbooks Online using only onve (VAT/GST) control account, as opposed to control account for Sales Tax/ Purchase Tax/ VAT Liability.
Step 4: Clean up nominal codes (Optional)
There are several accounts you need to clean up prior to the conversion. This makes the post-conversion results easier to check andensures you do not get unneeded data in the new system:
- Suspense account: The suspense account is used when there is now way to determine where the transaction belongs. You need to classify these transactions to the right accounts.
Step 5: Match entries (Optional)
For the best quality conversion, we advise to match all your outstanding Payments / Sales on Accounts to their respective invoices. If you do not match these, they will be brought over as journal entries to close the conversion, and you will have to match them manually post-conversion.
Also, when these entries are brought over as journal entries, your historical A/P and A/R might not be correct. The converted balance of A/P and A/R will always be correct, however some entries will appear in Quickbooks under the wrong column (ie. might show as 30 days overdue while they are 60 days overdue). The same goes for credit notes, apply these to the corresponding invoices to get a better quality conversion.
Step 6: Continue with your system specific pre-conversion checklist (MANDATORY)
Check the articles on the right hand side in the Related articles section or check in our Knowledge base - Pre-conversion category section.