We are aiming to cover all the possible scenarios of your source accounting system when converting it to the new system. However, the systems subtly vary on how they handle accounting, and it is not always possible to convert everything and for all your accounting period. It is important you take your time to understand the limitations of our service.
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Apart from the limitations listed in the article linked above, Acomba also has the following ones:
Dataswitcher can support conversion of only one fiscal year for Acomba. 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, the financial data that are brought forward to QuickBooks Online are matching with the data from Acomba.
Cash refunds and cheque refunds will be posted as journals
QuickBooks Online does not support refunding a cash payment or cheque from a supplier or customer. These entries will be posted as regular journals without a link to a 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 expected
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 zero amount outstanding as of 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 that your historical AP and AR reports are having the correct balances for all key dates (that is, as of end of a fiscal year and as of conversion date). In between these dates, the reports might show some 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) Conversion date (the date when your data moved to QBO)
3) On any end of year
Alignment of AR/AP accounts only happens on these moments. Multiple accounts receivable and payable accounts 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 a supplier or customer data from your file, the related payments and invoices will also be posted as journals. You might have to allocate debits to credits for customers or suppliers that have an outstanding amount as of conversion date.
If the total balances of both AP and AR accounts do not align with the total outstanding balance as shown on the Aged Trial Balance (Aging Summary) in Acomba, Dataswitcher will post these discrepancies to the outstanding balances of zCustomer/zVendors.
We will copy dates straight from the file
We will copy the dates straight from your Acomba file. If the journals in your file are dated in the future, the transactions will also be posted in the future in QuickBooks Online.
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 AR Aging details as of conversion date. Such details will be imported as journal entries.
Foreign-currency data will be converted in home-currency
All foreign-currency data will be 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 at the close of a 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 ending 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 date 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 the profit and loss accounts to be off, which will also result to a retained earnings that is off.
Check your retained earnings
In Acomba, 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). For this reason, Dataswitcher will create an opening balance transaction and will send the net result to the retained earnings account in QuickBooks Online. You need to check your retained earnings post-migration to see if the amounts from Acomba and QuickBooks Online are matching. In some cases, Dataswitcher might use the opening balance equity account. You might need to transfer the balance from that equity account to your retained earnings to get the amounts to agree.
Recurring journals for future fiscal year will not be posted
Recurring journals for future fiscal years will not be posted to QuickBooks Online. These items have to be added 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. The corresponding income and asset accounts 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 may also fail.
Renaming of Acomba system accounts
We can support renaming of normal balance sheet accounts, but renaming system accounts (Retained Earnings, Accounts Receivable, Accounts Payable, etc.) is not possible. It should be noted that If a renamed account contains historical transactions, this may cause issues that could result to suspense accounts showing up as zCustomers or Zvendors, after the conversion.