We are aiming to cover all the possible scenarios of your source accounting system when converting it to the new one. Nevertheless, because the systems subtly vary on how they are handling accounting, it is not always possible to convert everything and for all your accounting period. Hence, it is important you take your time to understand the limitations of our service.
Learn more about conversion limitations for all systems.
Apart from the limitations listed in the article linked above, Sage50 Canada also has the following ones:
Cash refunds and cheque refunds will be posted as journals
QuickBooks Online does not support refunding a cash payment or cheque from a supplier. So these entities will be posted as regular journals with no link back to the customer or supplier.
Reversed journals will not be posted
All reversed journals will not be posted.
If your file fails the Data Integrity Check in Sage50 Canada, there might be several issues
If your file fails the Data Integrity check (Maintenance > Data Integrity Check) you might experience several issues during the conversion. Including but not limited to:
- Balances on zCustomer or zVendor
- Non matching trial balances for several years
Overall, the end result of the migration should be ok, but there might be slight discrepancies in previous years.
Some debtor or creditor transactions, might not be posted as you expect
In some scenarios, Dataswitcher might need to use a dummy customer or supplier to align your AR and AP history. AR/AP auto-matching only occurs when the outstanding balance of the customer or supplier is 0.00
Dataswitcher will try to auto-allocate all customers and suppliers that have a zero amount outstanding on conversion date with a special algorithm. If you have posted directly to your AR or AP system accounts you need to correct this post migration. Dataswitcher will try to make sure your historical AP an AR reports are similar for key dates (end of years and conversion date). In between these dates the reports might show discrepancies. When checking the AR and AP reports, please make sure that the data from Sage50 Canada is correct. There are situations where open invoices do not show up in the summary, but do show up in the detailed view in Sage50 Canada. Also make sure you are checking on either one of these dates:
1) Last transaction date in file
2) Migration date (the date when your data moved to QuickBooks Online)
3) On any end of year
Alignment of AR/AP only happens on these moments. If you are using multiple accounts receivables and payables accounts these will be merged into one, as QuickBooks Online does not support having multiple of these accounts. We will use the accounts in linked accounts (settings in Sage50 Canada) as the main AR/AP accounts.
If you are transferring money between AR/AP accounts in transactions, these will be treated as journals. If you have purged data from your file, payments and invoices will posted as journals instead. You might have to allocate debits to credits for customers / suppliers that have an outstanding amount on migration date.
If your system accounts or AR and AP do not align with the total outstanding balances on the accounts payable or receivable summary in Sage50 Canada, this will be reported by the Sage50 Canada Data Integrity Check. Dataswitcher will post these discrepancies to the outstanding balances of zCustomers or Vendors.
Bill payments' reference numbers
Due to API limitations, cheque numbers may be posted differently between Sage50 Canada and QuickBooks Online. QuickBooks Online does not allow posting of duplicate payment reference numbers. Hence, if Sage50 Canada contains bill payments with the same reference numbers, this will cause the conversion to fail. For this reason, Dataswitcher posts cheque numbers or payment reference numbers in the memo field of a bill payment. If a customer so chooses, references can still be manually added to 'Ref. no.' field but only after the conversion has been completed.
We will copy dates straight from the file
In Sage50 Canada, we will copy the dates straight from your file. If the journals in your file are dated in the future, the transactions will also be posted in the future to the destination system.
Foreign data will be converted in home-currency
All foreign currency data, is converted in home-currency. The historical exchange rate in Sage50 Canada will be used to do the conversion.
Historical migrations of accounts
Sage50 Canada allows you to transfer balances to new accounts on the close of year (transferring of opening balances). QuickBooks Online does not support this as it does not support fiscal years so Dataswitcher closes the account off on the start of the financial year. Example: You have an old account 1250 which you have used in 2018, start of year 2019 you renumber this account to 1251.
What will happen in Dataswitcher are the following:
- Dataswitcher will close the balance (example 1500) of account 1250 to 0.0
- Dataswitcher will open the balance in 2019 of 1251 with 1500.00
AR/AP starting and ending balances in QuickBooks Online are not supported and will give discrepancies when comparing the trial balances. The end balances however will be correct. Dataswitcher can not align end balances with their start balances for these AR and AP balances.
When comparing AR and AP reports in QuickBooks Online to Sage50 Canada, please make sure you are using the "Current" setting.
Financial start date
In Sage50 Canada it is possible to choose a start day other than one. i.e.,14-01-2020 instead of 01-01-2020. QuickBooks Online does not support this. Please keep this in mind when you are checking your trial balance as it can cause profit and loss accounts to be off, resulting to retained earnings that is also off.
Check your retained earnings
In Sage50 Canada, you can set up an opening balance for an account. In some cases (especially when the file is relatively new - or you have never run a close of year before), Dataswitcher cannot reconstruct the account used for creating that opening balance (often it is retained earnings). Therefore, Dataswitcher will create the opening balance transaction and then, send the net result to the retained earnings account in the destination system. You need to check your retained earnings post-migration to see if the balances are aligned between your source and destination systems. In some cases, Dataswitcher may use the opening balance equity account and then, as a result, you will need to create an alignment journal that transfers the balance from that opening balance equity account to retained earnings.
Departments and classes
If you select classes and locations as a paid extra during the migration, the migration will be done in journals only. Next to that, the departments and classes may not agree on retained earnings. Since you can purge data from Sage50 Canada for the old journals, the classes and departments for retained earnings may be off. Due to QuickBooks Online API limitations, only departments are converted, not projects.
Forward journals (Next Year) will not be posted
If you have any next year journals, these will not be posted to QuickBooks Online. You have to add these manually.
Line items for invoices & bills
Sage50 Canada individual line items for invoices and bills will be migrated as totals in QBO.
Items and stock
Dataswitcher does not post a lot of fields for items and stock. Only code, stock code, location, name and description are posted. Current stock and purchase and sales price are also posted. Income and asset account are not posted to QuickBooks Online. We can however deliver you a set of files (the database tables from Sage50 Canada) which you can import manually into your new QuickBooks Online account.
Positions for COA numbers
QuickBooks Online does not support chart of account numbers that exceed the length of 7. If you have accounts in your chart of accounts which are 7 or longer, the migration will fail. If you are using a lot of linked accounts, the migration might also fail.
Renaming of Sage 50 system accounts
We can support renaming of normal balance sheet accounts, but renaming the system accounts (Retained Earnings, Accounts Receivable, Accounts Payable, etc.) through the history can cause issues - suspense accounts showing up as zCustomers or zVendors, after the conversion.