This article was written and intended for clients in Implementation.
One of our main goals is to help facilitate a smooth conversion from your existing accounting software to Evosus accounting. For the best outcome, you will need experienced accounting staff to follow the steps outlined in this document. The time you invest up front on this project will pay off in dividends later and you will be happier with a fresh start. This document is meant to give you some helpful hints to make sure your accounting migration process is easy to understand and complete. Please be sure to ask if you have any questions or concerns regarding the Accounting Migration process.
Note: This article references the Entering Beginning Balances document in multiple areas. As a convenience, we've attached the Entering Beginning Balances document to this article for quick reference.
Review & Cleanup Data in Existing System
When implementing new software, there are key steps you can take to help ensure an accurate and timely conversion of accounting information. Now is the time to “clean house” and review all open transactions. If you’re not sure what to remove, work with your CPA or accounting professional to determine what transactions should be cleaned up and when. Keep in mind that you can look up the old information (if you ever need it) from the reports you printed prior to the conversion. We encourage you to start working on this list below as soon as the implementation begins and complete it as soon as possible.
- - Remove closed or unused accounts in your chart of accounts
- - Remove unused or closed customers
- - Remove unused or closed vendors
- - Purge all unused or obsolete inventory items
- - Remove closed or outdated orders and quote
- - Review AR and AP Aging data for discrepancies
- - Review old Credit and Debit memos for possible deletion or write-off
- - Void un-cleared outstanding bank reconciliation items
- - Make a list of all recurring transactions.
- - Update your employee list to current employees only but don’t forget to save the data from past employee files in a secure location (IRS requirements = 7 years from date of termination)
Note: Evosus recommends you reduce outstanding AR/AP transactions to as few as possible prior to the accounting cut-off. NO outstanding transactions is preferred. A week or two prior to GO-Live, we suggest you pay all outstanding bills and two days prior to GO-Live, cease making deposits; this reduces or eliminates the number of outstanding items that have to be entered into Evosus. Be sure to clear out/void OLD outstanding items not previously cleared from your bank reconciliation statement.
Determine Cut-Off Date
Your cut-off date is the last day in the financial period preceding your Go Live date (the date you plan to use to Evosus to conduct business). For example, if your Go Live date is January 4th, your cut-off date is December 31st. The cut-off date is crucial to establish so you have a trial balance from your old system ready to enter into Evosus shortly after your Go-Live Date.
Training and Product Setup
- - Watch All Accounting Build Me and Accounting Training Videos
- - Complete All Accounting Setup Tasks in the Evosus Product Setup Too
Chart of Accounts
- - You will be merging your COA with our Evosus COA keeping with the GL hierarchy numbering system already in place and GL hardwired defaults. This will allow plenty of room to add your required GL#s based on your business model.
- - Enlist the help of your accountant or CPA; we’re more than happy to give him/her access to the Online Learning Center.
- - Finalize your Chart of Accounts and come prepared to your Accounting Meeting to discuss any questions or concerns. You’re more than welcome to invite your CPA/Accountant/Book-keeper to this setup meeting. You can also email your project manager with any questions as well leading up to the Accounting meeting.
You may need to order new check stock that’s compatible with Evosus. We recommend verifying that as soon as possible so you have check stock available. Evosus has 3 check style options: Check on Top, Check in Middle and Three Checks in a row. Most of the fields can be moved up/down and left/right to accommodate differing formats; for more instructions, please review the corresponding Build Me Video in the Online Learning Center, evosus.litmos.com.
Be prepared to conduct a full physical count during your implementation. When you conduct the count depends on the current system you have for inventory tracking. If your existing software:
- - Tracks Quantities and Inventory Value by Item Perform your physical count any time during the implementation. Your goal is to make sure your count and values are as accurate as possible so you’re bringing in accurate numbers to Evosus. As of the cut-off date, you will need inventory quantities per item, per stock site with unit cost. If you can export this data to Excel, you can import it to Evosus. If you cannot export this data, you will need to enter the quantities manually into the Product Setup Tool. Refer to the document “Entering Beginning Account Balances” for detailed instructions.
- - Track Quantities but not Inventory Value by Item. Perform your count anytime during the Implementation, however, you will need to discuss with your Accountant/CPA the best way to get a unit cost assigned to each of your inventory items since Evosus will need a quantity and unit cost for each item at Go Live. The sum of your inventory unit cost per item should equal your total inventory valuation and your beginning trial balance figure for inventory. It is an option to import your beginning quantities with $0.00 unit cost. Refer to the document “Entering Beginning Account Balances” for detailed instructions. As of the cut-off date, you will need inventory quantities per item, per stock site with unit cost.
- - Doesn’t Track Quantities or the Quantity Tracking Feature Is Not Used. You will need to perform a physical count at Go Live; this means no business activity should occur until you have a complete count of your inventory item in detail (by item, by stocksite). Discuss with your Accountant/CPA the best way to get a unit cost assigned to each of your inventory items since Evosus will need a quantity and unit cost for each item at Go Live.The sum of your inventory unit cost per item should equal your total inventory valuation and your beginning trial balance figure for inventory. It is an option to import your beginning quantities with $0.00 unit cost. As of the cut-off date, you will need inventory quantities per item, per stock site with unit cost.
Accounting Report Preparation
Prepare to have your financial reports ready for the go live day including:
- - Accounts Payable Aging
- - Accounts Receivable Aging
- - Open Deposits
- - Trial Balance
- - Inventory Valuation
Evosus Trial Balance
Prepare to have a trial balance completed as of the cut-off date to enter into Evosus so you have beginning account balances for each general ledger account. Many clients will require their CPA/Accountant to provide this information, if this is the case for you, we recommend you notify the CPA/Accountant 30-45 days before Go Live that an up-to-date trial balance will be required. Please review the document “Entering Beginning Account Balances” for detailed information about the Trial Balance and other beginning balances.
- - Enter Trial Balance into Evosus as of the accounting cut-off date
- - Balance new Trial Balance in Evosus to ending Trial Balance from old system
Be prepared to enter your open transactions into Evosus such as Open Orders, Quotes, Purchase Orders,RGAs, etc. Open transactions are never imported into Evosus in a data conversion. Refer to the document “Entering Beginning Balances” or detailed instructions.
Business Activity in between the Accounting Cut-off and Go Live Date
If you use data conversion services, or for any reason cannot go live on the first day of the month, there will be a gap between your accounting cut-off and the day you begin using Evosus. For example, if the accounting cut-off is December 31st, but you don’t begin using Evosus until January 5th – there’s potentially 4 days of business activity that must be recorded. Since Evosus is not available January 1-4,you will use your existing system to process business; however, once Evosus is live on your server, you will begin entering all transactions from January 1-4 into Evosus. We recommend this duplicate transaction process so you have an entire financial period in Evosus. Refer to the document “Entering Beginning Account Balances” for detailed instructions.
Reports to Save Prior to Go Live
Use the following checklist of reports from your old system to plan your Evosus setup. These reports should be saved prior to Go Live and used after the conversion to verify transactions were properly entered into Evosus. For example, once you’ve entered all open customer invoices into Evosus, you will want to compare the A/R Aging in Evosus to the A/R Aging in your old system to verify the balances match. Additional reports may be required, however this is left to your discretion since each accounting system is different, as is the amount or type of data each client has available to convert. Use the blank lines provided in this checklist to enter additional reports you may need.
Unless explicitly stated, this topic documents the most recent version of Evosus Business Enterprise. If you're not using the latest version, go here to download it.
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