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33.6 Data Migration and Import Procedures

Overview​

Data migration and import are critical when implementing new accounting software or switching systems. Proper planning and execution ensure data accuracy, minimize disruption, and maintain business continuity. Understanding migration procedures is essential for successful software implementation.

Migration Planning​

Pre-Migration Planning​

Planning Steps:

  1. Assess current data
  2. Identify data to migrate
  3. Map data fields
  4. Plan migration timeline
  5. Prepare backup
  6. Test migration process

Data Assessment​

Assess:

  • Data volume
  • Data quality
  • Data completeness
  • Data format
  • Data dependencies

Data Preparation​

Data Cleaning​

Clean Data:

  • Remove duplicates
  • Correct errors
  • Standardize formats
  • Complete missing data
  • Validate data

Data Mapping​

Map Data:

  • Source fields to destination fields
  • Account codes (old to PCN)
  • Customer/supplier codes
  • Transaction types
  • VAT codes

Migration Methods​

Manual Entry​

Manual Entry:

  • Enter data manually
  • Time-consuming
  • Error-prone
  • Suitable for small volumes
  • Full control

Import/Export​

Import/Export:

  • Export from old system
  • Format conversion
  • Import to new system
  • Faster than manual
  • Requires format compatibility

Direct Migration​

Direct Migration:

  • Direct data transfer
  • Software-to-software
  • Fastest method
  • Requires compatibility
  • May need specialist

Import Procedures​

CSV/Excel Import​

CSV/Excel Import:

  1. Export data to CSV/Excel
  2. Format data correctly
  3. Map fields
  4. Validate data
  5. Import to new system
  6. Verify import

Field Mapping​

Mapping Process:

  • Identify source fields
  • Identify destination fields
  • Create mapping table
  • Validate mapping
  • Test mapping

Data Validation​

Validation Steps:

  • Check data format
  • Validate account codes
  • Verify amounts
  • Check dates
  • Ensure completeness

Common Migration Challenges​

Data Quality Issues​

Common Issues:

  • Incomplete data
  • Incorrect data
  • Duplicate data
  • Format inconsistencies
  • Missing references

Compatibility Issues​

Compatibility Problems:

  • Different account structures
  • Different data formats
  • Different field requirements
  • Missing fields
  • Extra fields

Best Practices​

Migration Best Practices​

Best Practices:

  • Plan thoroughly
  • Clean data before migration
  • Test migration process
  • Backup before migration
  • Verify after migration
  • Document process

Post-Migration Verification​

Verification:

  • Compare totals
  • Verify account balances
  • Check transaction counts
  • Validate reports
  • Reconcile accounts

Luxembourg Compliance Note​

Compliance Considerations:

  • Data completeness: All data must be migrated
  • PCN mapping: Old accounts must map to PCN
  • VAT data: VAT data must be correct
  • Historical data: Historical data may need migration
  • Audit trail: Maintain audit trail during migration

Important:

  • Backup: Always backup before migration
  • Verification: Verify data after migration
  • Documentation: Document migration process
  • Testing: Test migration before full migration
  • Support: Get support if needed

Think It Through​

Artisan Boulangerie is migrating from Excel to Sage BOB. They have 2 years of historical data. What steps should they take? What challenges might they face?

Concepts in Practice​

Data Migration Example

TechLux Solutions migration to Sage BOB:

Source: Previous accounting software Destination: Sage BOB Data Volume: 3 years of data

Migration Process:

  1. Assessment: Assessed data quality and volume
  2. Cleaning: Cleaned and standardized data
  3. Mapping: Mapped old accounts to PCN
  4. Export: Exported data to CSV
  5. Format: Formatted for Sage BOB import
  6. Test: Tested import with sample data
  7. Import: Imported all data
  8. Verification: Verified totals and balances
  9. Reconciliation: Reconciled accounts

Challenges:

  • Account code mapping (old to PCN)
  • VAT code differences
  • Date format differences
  • Some data quality issues

Solutions:

  • Created mapping table
  • Adjusted VAT codes
  • Standardized date formats
  • Cleaned data issues

Result: Successful migration, all data transferred, accounts reconciled, business continuity maintained.