Switching to Uniconta

Data migration to Uniconta: what comes along and how

In an ERP migration, everything revolves around your data. What do you take along, what do you leave behind and how do you know it is right? This page lists, part by part, what we transfer, how we do it and what is outside the fixed scope.

How it works

What is transferred

Our fixed switching service includes the chart of accounts, mapped to RGS, and the master data: customers, suppliers and items. Then come the opening balance and the open items of receivables and payables. Together they form the financial starting position of your new administration.

The operational part consists of stock per item and per location, with cost price, and all open orders on the switch date. Those are sales orders, purchase orders (including partly received ones), production orders with the remaining quantity and the components, customer and supplier returns, transfers between locations, active subscriptions with their next invoice date, valid quotes and open projects with budget and work in progress. The old order numbers are kept as a reference.

The financial years follow a fixed split. We take the current financial year along in detail if you switch mid-year, through the XAF audit file; Uniconta imports XAF 3.2 and 4.0. The previous financial year comes across as monthly totals per ledger account. Older years we keep as an archive of audit files, outside Uniconta.

An ERP migration is therefore more than an export and an import. You have to decide what comes along, convert the data to the structure of the new system, check the result and switch on an agreed day. Every step has an owner: you supply and check, we convert and load.

Mind the order. The financial base comes first: chart of accounts, master data, opening balance and open items. Stock and open orders build on that, because orders refer to relations and items that already exist. Loading an order before the relation exists does not work.

The old order numbers come along as a reference. That way your team finds an order under the number customers and suppliers still know, even if Uniconta uses its own numbering internally.

What you do not have to do yourself is convert the data. You supply the files as your package creates them. We convert them to what Uniconta expects. Your work is in choosing what has to come along and in checking the result.

What often goes wrong

What often goes wrong in data migration

The risks are seldom in the technology and more often in the agreements beforehand.

Unclear what comes along
When the scope is not fixed, there is a discussion afterwards. That is why our scope is fixed: you know up front what comes along and what does not.
Errors that only show up later
A balance that is wrong is sometimes noticed only at the first closing. That is why we compare balances, open items and stock in a test environment with your own figures.
Duplicate or outdated data
An old package holds relations and items nobody uses any more. In a conversion you choose what has to come along. Cleaning up and data from several sources we agree with you beforehand.
Too much history
Loading everything feels safe, but makes your new administration slow to work through. We keep historical data as an archive.
Stock that does not match the count
Stock per item and location has to be right on the switch date, with cost price. We compare it in the test environment with your own count, so differences stand out before you go live.
Running orders that get forgotten
Orders that are half done, such as a partly received purchase order or a production order in progress, are the hardest. That is why they are explicitly in the scope, with remaining quantities and work in progress.

In Uniconta

How we approach the transfer

We work with the files your old package creates itself. Every Dutch package can create an XAF audit file, and we build the financial migration on that. For items, stock and open orders we ask you to export lists, which we specify for you beforehand. We do not claim live connectors to the packages you come from.

First comes a trial conversion, then a check by you, and only then the final transfer on the switch date. Read more about the sequence in the step-by-step plan, or about the term data migration in the glossary. What Uniconta itself does is on the Uniconta page.

In Uniconta everything ends up in the structure of the standard. The chart of accounts follows RGS, relations and items get the fields Uniconta uses, and the open items agree with the balance of receivables and payables.

You see the result in the test environment before it becomes final. There you check the balances, the open items and the stock. Only when you and we are satisfied does the transfer on the switch date follow.

Our switching service

Data migration as a fixed service

Data migration is a fixed part of the switching service, with a fixed scope and a fixed price. The full list is on the switching page.

Outside the scope are order, quote and item history older than the open items, and custom reports. If you still want to take some of that along, we discuss it beforehand.

A fixed price for the data migration means you know up front what the transfer costs. What falls outside the scope we also name up front. That way there is no open-ended process.

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