Hereunder we explain how to proceed when:
- passing to a chart of accounts with a different numbering
- retrieve and convert the data of an existing accounting, including the transactions.
Converting for the new year
The program will convert the file for the choosen year. If you have already entered the year 2014 you can convert the 2014 file.
If you wish to start a new year with a new chart of accounts, there are two possibilities (for example considering the year 2015 as the new year):
- converting the previous year (2014) and then creating the new year (2015)
You will have two different files for the year 2014 (the one with the old chart of accounts, and the new one), and a single file for the year 2015, with the new chart of accounts. This procedure is useful when you need to have both years with the same chart of accounts
- creating the new year's file (2015), and then converting it the new system.
In this case the year 2014 will remain unchanged. For the year 2015 you will have a transition file, with the old chart of accounts, but with the updated opening balances. The conversion of the 2015 file can be done right at the beginning, but also after some transactions have been entered.
Step 1: Creating a new accounting file
- Create a new accounting file, choosing the desidered type.
- Adapt the chart of accounting to your own needs
Step 2: Adding the matching accounts
- Position yourself in the Accounts table and add a new column called Account_1 (Data menu; click on the Add button of the Columns Setup window and then enter the Account_1 description);
- For each new account, in the Account_1 column, enter the corresponding account in the old chart of accounts;
In case the account remains the same, you can also choose to not indicate it.
- In case several accounts need to be grouped in one, enter the separated accounts with a semi-colon "1000;1001".
- In case one account needs to be subdivided on several accounts, you need to proceed manually, see herunder.
Step 3: Starting the import operation
- From the Account1 menu, choose the Import to accounting and then Import File commands
- Using the Browse button, select the file of your old accounting plan
- Confirm by clicking on the OK button and pass on to the next window
- Define the import options
- Activate the Activate account numbers option, indicating that the account matches are in the destination file.
Subdivision of one account into several accounts
When one transfers to a more detailed chart of accounts, it is probably necessary to subdivide one account into several accounts.
After the import operation, proceed manually in the following way:
- In the Chart of accounts, subdivide the opening amounts, budget amounts and previous amounts of one account into several accounts;
- Go over the transactions, one by one, of the account that needs to be subdivided and assign them to the more specific account, or create extra transactions if it is necessary to subdivide one amount into more detailed amounts;
- Proceed in the same way for the transactions of the Budget table.
Results and possible errors
In case the program reports mistakes (absence of accounts or others), the import operation probably needs to be cancelled and the matches need to be completed;then repeat the import operation.
The program, confronted with different charts of accounts, cannot automatically do extensive verifications and guarantee that all the data have been imported and grouped correctly.
It is therefore strongly advised to manually check the result, making sure that the totals of the Balance Sheet and the Profit & Loss Statement are correct.