This article outlines the specific pre-conversion steps for Sage50 Canada.
We expect that you have already covered the general pre-conversion steps and you can simply go ahead with the remaining ones on this list.
Note: If you use Cash based accounting, we advise you to migrate directly after close (and reconciliation) of a taxes (VAT/GST) period. Otherwise the post-conversion work in the QuickBooks Online can be a lot of work (considering partial paid invoices).
We need to do your first tax report based on the old data in Sage50 Canada. Suppose we are converting on April 14 and we need to post our tax report every quarter to the tax agency. This means that we are converting in the middle of a tax period. You need to do a tax report for the period April 1 until April 14 in Sage50 Canada.
After the conversion we will use this information to make a full report. We do this by adding the amounts in the boxes together (in the old and new software). You can read more about our VAT process here.
Step 2: Extract post-conversion check data (MANDATORY)
After the conversion is done you need to be able to check the results. This is why we need to extract the following reports from your system:
- Profit and loss until conversion date
- Trial balance until conversion date
- Balances on your bank accounts
- Print a list of outstanding invoices of your customers and suppliers per conversion date
When extracting the trial balance, make sure you disable "Show foreign currencies" in the report because Dataswitcher will transfer everything in home-currency.
Step 3: Extract data for auditing purposes (MANDATORY)
When switching the accounting systems, not all data is always converted to the new system. Therefore, it is essential that you extract data from Sage 50 Canada for the tax or any other auditing purposes, and keep it in a safe location.
- Sales Tax report
- Purchase Tax report
- Account Transactions
Step 4: Check your file (MANDATORY)
You need to check your file via Maintenance > Check Data Integrity. If there are any inconsistencies, these needs to be resolved before posting the file to Dataswitcher.
Step 5: Requirements for Receivable and Payable accounts (MANDATORY)
Multiple Accounts Receivable (AR) and Accounts Payable (AP) accounts
In Sage 50, multiple AR and AP accounts are possible. If no linked AR and AP account is set in the file, this will cause an error.
To prevent reconversion, we recommend checking this setting before submission. In Sage 50, go to Setup > Wizards > Linked Accounts
Also, QuickBooks Online is using a single AR and AP account. These accounts will be merge during the conversion process.
Out of balance AR and AP accounts
Running an "Integrity Summary" check on the file is highly recommended (Step 4)
Please take a particular note for any AR/AP accounts versus unpaid receivables/payables, as such items will generate an exception during conversion.
Also ensure that the Vendor/Customer Aged Summary Reports matches the balance in the General Ledger as of the conversion date.
AR and AP accounts in Manual Journals
If there are manual journals using the AR and AP accounts, these transactions will be displayed to suspense Customer/ Vendor accounts.
While our service does not include fixing these transactions (except for the obvious and simple ones), these differences will be displayed once the conversion is completed.