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, Acomba also has the following ones:
For Acomba, Dataswitcher can support conversion of only one fiscal year. Fiscal year-end must be performed in Acomba before creating the backup file and submitting for conversion. Accounting periods should also be closed. This is to ensure that during financial checks, financial data converted from Acomba matches with that of what is brought forward to Quickbooks Online.
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 entries 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.
Some debtor or creditor transactions, might not be posted as you expect
Due to various reasons, 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 Acomba is correct. There are situations where open invoices do not show up in the summary, but do show up in the detailed view in Acomba. 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 QBO)
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 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 be 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 aged trial balance in Acomba, Dataswitcher will post these discrepancies to the outstanding balances of z.
We will copy dates straight from the file
For Acomba, we will copy the dates straight from your file.
Acomba makes its postings based on the period they were added, however, Quickbooks uses the actual date. Where a transaction is dated outside the usual range may be displayed differently in Quickbooks.
Example: In the fiscal year ended 31-12-2019, a transaction in Acomba is dated 30-04-2091 in error. In Acomba, it will be included in the period ended in 31-12-2019 but in Quickbooks, it will be a future transaction.
Transactional Data and Trial Balance
We will only migrate the most recent year of transactional data and only the trial balance from the previous year.
• All data is migrated as journal entries.
• We will also migrate the AP and AP Aging detail at the migration date which will also be imported as journal entries.
Foreign data will be converted in home-currency
All foreign currency data, is converted in home-currency. The historical exchange rate in Acomba will be used to do the conversion.
Historical migrations of accounts
Acomba allows you to transfer balances to new accounts on the close of fiscal year (transferring of opening balances). Quickbooks 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 DS is the following:
1. Dataswitcher will close the balance (example 1500) of account 1250 to 0.0
2. Dataswitcher will open the balance in 2019 of 1251 with 1500.00
AR/AP starting and ending balances in Quickbooks are not supported and will give discrepancies when comparing the trial balances. The end balances however will be correct. Dataswitcher cannot align end balances with their start balances for these AR and AP balances.
When comparing AR and AP reports in Quickbooks to Acomba, please make sure you are using the "Current" setting.
Financial start date
In Acomba, it is possible to choose a start day other than one. Ie. 14-01-2020 instead of 01-01-2020. Quickbooks does not support this. Please keep this in mind when you are checking your trial balance since they can cause for profit and loss accounts to be off. In that case your retained earnings will also be off.
Check your retained earnings
In Acomba you can setup 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). That is why Dataswitcher will create the opening balance transaction, and will 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 this agrees. In some cases, DS might use the opening balance equity account. You might need to transfer from that account into retained earnings to get the amounts to agree.
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.
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.
Positions for COA numbers
Quickbooks 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 Acomba 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.
Information, if available in Acomba, that cannot be converted
- Inventory List (product & services)
- Bank Reconciliations
- Memorized transactions
- Purchase Orders
- Sales Orders
- Custom templates