Switching your accounting system to ABRA Flexi is not a complicated operation. To make the move to our system as easy as possible, we have prepared a detailed series that walks you through all the steps required for a smooth launch.
When changing your business and accounting software, the first thing to do is to handle the accounting continuity responsibly.
In principle, there are two possible scenarios:
the organization switches at the same time as the start of a new accounting period, or
the organization switches during an accounting period.
The correct accounting transition procedure is similar in both cases, although the second case is naturally a little more time-consuming, especially with regard to unpaid receivables, payables, and advances. In this article, we will focus on the simpler case, that is, a company switching to ABRA Flexi at the same time as the start of a new accounting period.
Start with all the related matters that need to be resolved as of the transition date:
connect analytical records for selected balance sheet accounts in the area of unpaid receivables/payables and account balances;
set up the finance area – cash registers and bank accounts;
link the warehouse records, not only from an accounting perspective;
ensure complete accounting continuity between individual accounting periods.
Another important step is recording tangible and intangible fixed assets, or other types of assets where applicable, and setting up employees, including HR records.
Data Transfer and System Setup
It is advisable to schedule the data transfer so that the individual processes follow one another logically and, at the same time, you can start using the software to its full extent as soon as possible. The procedure can be summarized in the following steps:
And a few practical tips to finish – useful not only for the transition:
Do not use accounts that have the Balance flag checked in internal documents. Internal documents cannot be matched to a receivable/payable record. For operations such as writing off a receivable, use the Money – Mutual Offsets option;
Likewise, use cash and bank accounts only in the Money module – Cash Register and Money – Bank. If you used them, for example, in internal documents, not only the Totals but also the cash books and bank books in the Cash Register and Bank modules would not match.
When matching payments to receivables/payables, carefully check whether the document is fully matched (has the "Matched" flag). Documents that are not fully matched cause a discrepancy between the balance and the status of unpaid documents (see Sales/Purchases – Issued Invoices/Received Invoices – Payment Status as of Date calculation).
In Accounting – Accounting Outputs – General Ledger, check the posting status of documents regularly. Unposted documents are not included in summary outputs such as the Trial Balance, Account Balances, Balance Sheet, Profit and Loss Statement, and Overviews, which distorts their informative value.
Why Use This Approach
Although the described procedure is more time-consuming, based on our many years of experience it is the optimal one – it ensures a perfect and completely accurate capture of the continuity between two different accounting systems. In the future, you will certainly appreciate the little extra work invested. However, it is not necessary to do everything immediately – for example, you can enter the balances of accounts for which no balance is tracked only after the final accounting closing, or you can enter assets during the new accounting period.
Our article does not provide a fully detailed and comprehensive description of how to migrate your accounting. It is technically impossible to cover every situation and highly specific circumstance you may have to deal with. Nevertheless, we hope it has helped you, at least in part, to clarify the topic. If you have any questions, please do not hesitate to contact our customer support.