There are various strategies to migrate to ProLine. As there is no absolute answer, it all depends on the end-results what the migration should achieve. Migration involves the documents and workflows, data and revising the SOP (Standard Operating Procedures).
In database, we categorize the data into 3 groups:
- Master (or Lookup) Data
This is the common data for the system, such as the types of business, Customers list, Suppliers list and more.
- Transactional Data
This includes transactions such as the Quotations, Invoices, Receipts and other kinds of documents previously issued.
- Opening Balances
The balances from the previous financial calendar (month or year).
There are a few major points to decide while planning for a migration. With the proper plan, the chances of a failed migration is minimal.
Considerations will include:
- Document Layouts
- Document Numbering
Please refer to our Implementation Specialist for detailed considerations.
To make it easier for our migration team to perform the work, it will be better to get prepared on the following items:
- Consolidate and list down each source of data such as:
- Text File; or;
- Name and version of Existing System
- Contact Accounts – Applies to Contacts such as Customers, Introducers, Salesperson, Suppliers, etc.
Note that you can either choose to use existing account codes or use new codes generated from the system. If new codes is chosen, old codes can be stored as AcctContact, which can be printed on Statement of Accounts.
- Chart of Accounts – Similar to the Contact Accounts, GL Codes and the structure of accounts can be prepared. Additionally to include Final Reports such as Balance Sheet and Income (Profit / Loss) Statement.
Decide when to perform a system switch-over, usually beginning of a new month. From this switch-over date, we will work out the Balances B/F to ensure that the figures are the same in the final reports when printed from ProLine.
The balances can be entered after the system live (user start entering data) but before the end of the month.
Transactions from Ageing (or Statement of Accounts). Usually the Invoices, Supplier Invoices and other Payments.
Inventory / Stocks
Stock Listing which includes code, name, type of stock. Similarly for Accounts, you will require to have a switch-off date and obtain the stock balances as-at the date.
Points to Consider
A sub-contact shares the same account number with its main (parent) contact. So, the sub-contact will have the same account number for each row in Excel during the import data entry.
Migrating from Manual Data
This is the most time-consuming activity as thorough checking is perform while importing data to the system.
Challenges and steps to consider:
- Consolidate all data from various source (sales, processing, accounts and others) that was recorded in different / inconsistent formats.
- If any of those key information are not the same among those sources, the migration will fail in the integration stage as ProLine unable to link the information together.
- Inconsistency in key data is a major challenge especially account numbers and transaction numbers. In this case, the migration process has to switch manual by cleaning and matching the data line by line, similar to reconciliation process.
Due to the complexity of the database structure, it is not recommended to migrate data over (unless enter manually) for items below:
- Cashbook Transactions
- Ledger Transactions
- Stock Transactions
Archiving existing data, convert to paperless filing for easy search and retrieval.
Excel Template for Import
Please refer to the following Excel Migration Template file format to prepare for the data import to ProLine.