Finance Data Migration Overview

There are a number of opening financial balances that you will need to import into Bevica. Bevica Select has a set of predefined RapidStart templates to let you quickly and easily import this data.

The data that you will need to import includes:

• Opening sales ledger balances
• Opening purchase ledger balances
• Opening bank account balances
• Opening trial balance

Before you start

• Understanding the Configuration Worksheet
• Customers must exist in Bevica
• Vendors must exist in Bevica
• Bank accounts must exist in Bevica
• Currencies and exchange rates must exist in Bevica
• Dimension values must exist in Bevica

Prepare your data

Preparation of the data to be migrated is key. You need to:

• Know how you will extract the required data from your current system
• Have agreed internally how to establish your list of opening balance transactions
• Know how you will map your data to the required Bevica values
• Know how you will reconcile the data afterwards

It needs to be a repeatable exercise as you will need to test this process multiple times to ensure you can migrate the data successfully and know how long it will take for the final data migration.

The source of the data should be agreed with key stakeholders so all parties are clear as to where the data has come from.

Opening balance templates

The templates are pre-formatted spreadsheets with the fields you need to create your opening financial transactions within Bevica.

The templates you will need are as follows. They can be found on the Excel template data migration page.

• Opening sales ledger template
• Opening purchase ledger template
• Opening bank transactions template
• Opening trial balance template

Bevica does not need all opening balances imported at go-live itself.

Sales Ledger needs to be imported before you can do any cash receipts.

Purchase Ledger before you do your first payment run.

Bank before your first bank reconciliation and Trial Balance before the first Bevica month end.

Item related opening balances (see Bevica Select - Inventory Opening Balances Template) do need to be imported at go-live so there is stock to sell.

Control accounts (ZZ9910 to ZZ9950)

G/L accounts ZZ9910 to ZZ9950 are the accounts used for migrating your opening ledger entries into Bevica.

• ZZ9910 - Opening sales ledger balances
• ZZ9920 - Opening purchase ledger balances
• ZZ9930 - Opening bank account balances
• ZZ9940 - Opening TB balances
• ZZ9950 - Opening stock balances

For example, when your opening sales ledger journal is posted, it will post to your sales ledger control account (2310) and ZZ9910. When you import and post your opening trial balance journal, instead of posting to 2310 you will post to ZZ9910. This should balance account ZZ9910 back to 0. If there is an amount in this account after your trial balance has been imported and posted, the sales ledger control accounts in Bevica and your old system do not match.

Upload the templates

Once the template has been applied, navigate to the General Journal ZZ-DM batch and check that the journal holds the same information as the data migration template used.

• Ensure you have all columns visible that you have imported data into.
• Have all the lines been imported?
• Select a number of lines at random, including some foreign currency ones if you have any. Are they all correct and are the Amount and Amount (LCY) values both correct?
• Export the journal lines to Excel and make sure the totals are what you expect.
• Select Process then Reconcile. Check the Net Change in Jnl. value against the relevant ZZ99XX account. This should match the total of your relevant ledger control account in your old system, for example, if you are importing your sales ledger, the total which will post to ZZ9910 must equal the sales ledger control account in your old system. If this doesn't match, but the total of the file you uploaded does match, then something isn't correct with the journal lines. Try checking lines one by one to see where the issue lies, especially foreign currency lines.
• Select Post/Print then Preview Posting. Check the entries that will be posted look correct.

Post the journal

Before posting any opening balances, it is a good idea to copy the company as a backup, so you have a point to return to if there are problems once the General Journal has been posted. See Bevica Select - Creating new Bevica companies for details on how to copy a company.

Reconcile

Once you have posted the entries, you should reconcile the ledgers. See the specific ledger data migration articles for details on how to do this.