Switching your accounting system to ABRA Flexi is not a complicated process. To make your transition to our system as smooth as possible, we have prepared a detailed series of articles that clearly walks you through all the steps required for a successful setup.
When changing your accounting and financial software, the first priority is to approach the accounting continuity responsibly.
There are essentially two scenarios:
the organization transitions at the start of a new accounting period, or
the organization transitions during an ongoing accounting period.
The correct approach to the accounting transition is similar in both cases, although the second scenario is naturally somewhat more time-consuming, particularly with regard to outstanding receivables, payables, and advance payments. This article focuses on the simpler case — the situation where a company transitions to ABRA Flexi at the beginning of a new accounting period.
Start by addressing all the aspects that need to be resolved as of the transition date:
link analytical records to selected balance sheet accounts in the area of outstanding receivables/payables and accounting balances;
configure the finance area — cash registers and bank accounts;
integrate inventory records, not only from an accounting perspective;
ensure complete accounting continuity between individual accounting periods.
Another important step is recording fixed tangible and intangible assets, and other asset types as applicable, as well as setting up employees including HR records.
Data migration and system configuration
The data migration itself should be planned so that individual processes follow one another in a logical sequence, while also allowing you to start using the software to its full potential as soon as possible. The procedure can be summarized in the following steps:
A few practical tips to close — not only for the transition:
Do not use accounts with the Balance flag enabled in internal documents. Internal documents do not support matching against receivable/payable postings. For operations such as writing off a receivable, use the Money – Mutual Set-offs option;
Cash register and bank accounts should also be used exclusively in the Money – Cash Register and Money – Bank modules. If you use them in internal documents, for example, not only the totals but also the cash and bank books in the Cash Register and Bank modules will not reconcile.
When matching payments to receivables/payables, always verify that the document is fully matched (marked as "Matched"). Unmatched documents cause discrepancies in the balance and the status of outstanding documents (see Sales/Purchases – Issued Invoices/Received Invoices – Calculate payment status as of date).
In Accounting – Accounting Outputs – Accounting Journal, regularly check the posting status of documents. Unposted documents are not included in summary outputs such as the Trial Balance, Account Balances, Balance Sheet, Profit and Loss Statement, or Reports, which leads to distorted figures.
Why use this approach
Although the described procedure is more time-consuming, our many years of experience show that it is the optimal approach — it ensures a complete and fully accurate capture of the continuity between two different accounting systems. You will certainly appreciate the extra effort invested in the future. However, everything does not need to be done immediately — for example, entering balances for accounts that do not track a balance can be done after the final accounting close, and assets can be entered during the new accounting period.
This article does not provide a fully detailed and comprehensive description of every aspect of migrating your accounting data. It is technically impossible to cover every situation and highly specific circumstance you may encounter. Nevertheless, we hope it has at least helped clarify the overall process. If you have any questions, please do not hesitate to contact our customer support team.