Pre-conversion checklist for Acomba data files

This article outlines the specific pre-conversion steps for Acomba.

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.

Click here for the general pre-conversion checklist.

Step 1: Do your taxes (VAT/GST) report for the remaining quarter (MANDATORY)

Note: If you use cash basis accounting, we advise you to migrate directly after close and reconciliation of a tax (VAT/GST) period. Otherwise, the post-conversion work in 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 Acomba. 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 Acomba.

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:

1.    Profit and loss until conversion date

2.    Trial balance until conversion date

3.    Balances on your bank accounts

4.    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 Acomba for the tax or any other auditing purposes, and keep it in a safe location.

1.    Sales Tax report

2.    Purchase Tax report

3.    Account Transactions

Step 4: Check your file (MANDATORY)

You need to check your file for any data issues and inaccuracies. If there are any inconsistencies, these need to be resolved before posting the file to Dataswitcher.

In addition, you need to check if fiscal year-end procedure is performed and all accounting periods are closed. These should be completed before creating the backup file and submitting for conversion.

Step 5: Requirements for Receivable and Payable accounts (MANDATORY)

Please ensure that as of conversion date, the Aged Trial Balance for both AR and AP match with the total balance in the General Ledger. Please take a particular note for any AR/AP accounts versus unpaid receivables/payables, as such items will generate an exception during conversion.

QuickBooks Online is using a single AR and AP account. If there are manual journals using the AR and AP accounts in Acomba, these transactions will be posted to suspense zCustomer/ zVendor 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.

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