Moving to Accounting from Sage Instant Accounts or 50 Accounts
If you want to move from Sage Accounts to Accounting, we recommend you speak to your accountant (if they use Accounting Partner Edition) as they can do the migration for you in just a few steps. If you prefer to migrate your data manually yourself, you can follow the steps in this guide.
To save you time when switching to Accounting, we’ve created some reports which you can restore into Sage Accounts. You can use these reports to export your customer, supplier, product and service records, as well as your customer and supplier opening balances. The reports produce the information in the correct format so you can easily import them into Accounting. Once you’ve imported your information, you can then enter your remaining bank and nominal opening balances.
Before you move to Accounting, you need to:
- 1. Pick a date you want to start using Accounting from.
We recommend this is the start of a new accounting period. For example, the start of a new month or quarter depending on how often you submit your VAT Return.
- 2. Enter all transactions up to the last day you want to use Sage Accounts.
- 3. Complete a VAT Return for the last month or quarter you want to use Sage Accounts from.
- 4. Ensure you have your most recent bank statement to hand.
- 5. Produce the following reports from Sage Accounts:
- Trial Balance
- Aged Debtors Analysis (Detailed) – Customers > Reports > Aged Debtors > Aged Debtors Analysis (Detailed) > Print. Change the to date to the last day you will be using Sage Accounts. Do not mark the check boxes and then click OK twice.
- Aged Creditors Analysis (Detailed) – Suppliers > Reports > Aged Creditors > Aged Creditors Analysis (Detailed) > Print.
When running the aged reports,change the to date to the last day you’ll be using Sage Accounts and make sure you don’t select any of the check boxes.
To save time, you can export the following information from Sage Accounts and import it into Accounting:
- Customer records.
- Supplier records.
- Product records (Stock and non-stock).
- Service records.
- Customer opening balances.
- Supplier opening balances.
To ensure the information you export from Sage Accounts is in the correct format, you need to download our switching reports backup and restore this into Sage Accounts.
Download the switching reports backup
Click the link below.
Depending on your Internet browser, the reports either download automatically to your downloads folder or you’re prompted to save the file. If prompted, browse to where you want to save the file, for example, your Windows desktop then click Save. Once saved, you might need to unzip the folder before you can access the report.
Restore the switching reports backup
- 1. Open Sage Accounts, then click File and then Restore.
- 2. Browse to where you saved the switching reports backup. Select File and then Open.
- 3. Click OK, Yes, and then OK.
To export your data, you need to run the following reports. If you want to just export some of your records, just select those records on the relevant list before running the report.
|Stock products||Click Products and Services then Reports then My Product and Service Reports, Switching and then Product Record (Stock).|
Export your customer, supplier, non-stock and service records
- 1. Browse to the relevant report below:
|Customer records||Click Customers then Reports, then My Customer Reports, Switching and then Customer Record.|
|Supplier records||Click Suppliers* then Reports, then My Supplier Reports, Switching and then Supplier Record.|
|Service records||Click Products and Services then Reports then My Product and Service Reports, Switching and then Service Record.|
|Non-stock products||Click Products and Services then Reports then My Product and Service Reports, Switching and then Product Record (Non Stock).|
- 2. Click File or Export and then browse where you want to save the file.
- 3. On the Save as type list, click CSV File (.csv)* and then click Save.
- 4. Repeat these steps for each report as required.
Export your customer and supplier opening balances
- 1. Click Customers* then Reports, then My Customer Reports.
- 2. Click Switching and then Customer Record.
- 3. Click File or Export and then browse where you want to save the file.
- 4. On the Save as type list, click CSV File (.csv)* and then click Save.
- 5. Leave the transaction start date as 01/01/1980.
- 6. Change the To date to the last date you’ll be processing transactions in Sage Accounts.
- 7. Leave the check boxes clear then click OK.
- 8. Click Suppliers* then Reports and then My Supplier Reports.
- 9. Click Switching and then Supplier Record.
- 10. Repeat steps 3 to 7.
Export stock records
- 1. Click Products and Services then Reports and then My Product and Service Reports.
- 2. Click Switching and then Product Record (Non Stock).
- 3. Click File or Export and then browse where you want to save the file.
- 4. On the Save as type list, click Excel Files (.xlsx)*.
- 5. Browse to where you saved the file and open it.
- 6. Click File then click Save As.
- 7. On the Save As type list, click CSV File (.csv)* and then click Save.
Once you’ve exported your data, you need to check a couple of things in Accounting so you’re ready to import your data.
Check your default sales and purchase nominal ledger accounts
In Sage Accounts, you can enter default nominal ledger accounts in your customer, supplier, product and service records.The default sales nominal ledger account code is normally 4000 and the purchase ledger account is 5000. This is the same as in Accounting. If you don’t use these defaults for your records, for example you may use 4001 or 5001, you must create these codes in Accounting before you import your data as if you don’t, the import will fail.
If you want to create a new nominal ledger account, from the Summary, click Set up your chart of accounts and create the account.
If required, you can also use your Trial Balance report you printed earlier to create any additional nominal ledger accounts you might want to use.
Check your VAT scheme and start date
- 1. Click the Settings tab and then click Accounting Dates & VAT in the Financial Settings section.
- 2. In the Accounts Start Date field, enter the date you want to start using Accounting from.
For example, if you stopped using your previous accounting system on 30 September, enter 1 October. You can’t enter any transactions before this date, only opening balances.
- 3. Select your VAT scheme then click Save.
You must import your customer and supplier records before you can import your opening balances. If for any reason the import fails, a message appears advising you what the error is. You should correct the error then import your data again.
Import customer and supplier records
- 1. Go to Contacts then on the New Customer drop down, click Import Customers.
- 2. Click Choose File to locate your customer records file then click Open.
- 3. On the CSV Format list, click Sage Instant Accounts.
Click this option if you’re also importing from Sage 50 Accounts.
- 4. Click Upload.
- 5. Go to Contacts then on the New Supplier drop down, click Import Suppliers.
- 6. Repeat steps 2 to 3.
Import products and services
- 1. Go to Products & Services then on the New Item drop down, click Import Items.
- 2. Click the relevant option depending on what item types you exported from Sage Accounts, for example, Stock.
- 3. Click Upload your CSV file then browse to the relevant file you exported earlier, then click Open
- 4. Repeat steps 1 to 3 for any other product or service types you have.
Before you enter your opening balances
There are a couple of things you need to be aware of.
- When you import your opening balances, the reference for the transaction is compulsory. If you don’t already have a reference for each transaction in the customer and supplier opening balance CSV files, browse to where you saved the files. Enter a reference in column D, for example O/bal and check the date is in dd/mm/yyyy format.
- If you use the VAT Cash Accounting or Flat Rate Cash Based scheme, and you have any VAT registered EU customers or suppliers or contacts outside the EU, the VAT rate defaults to No VAT and the gross value appears in the Net and Total columns. This is because VAT on these transactions is accounted for when you create the invoice not when you receive or make the payment. If you haven’t yet accounted for the VAT in your previous system, you need to manually adjust your next VAT Return to include the necessary values.
- Accounting automatically matches your tax codes from Sage Instant Accounts to the appropriate VAT rate. If you’ve amended the tax codes in Sage Accounts, you can change the VAT rate for the relevant transaction.
- If you amend any of the values when importing opening balances, this affects the value in the Trade Debtors control account, which results in a difference in the Trial Balance you produced from Sage Accounts. When entering your nominal opening balances, you must decide where to post the difference. For example, you may want to post it to Corrections.
Import your customer and supplier opening balances
- 1. Click the Settings tab then in the Opening Balances section, click Customer.
- 2. Check the date in the Accounts Start Date field is correct. If not, change it.
- 3. On the New Opening Balance drop down, click Import Opening Balances.
- 4. Click Choose File then browse to the customer opening balances file you exported earlier.
- 5. Click Open. then on the CSV Format list, click Sage Instant Accounts.
- 6. Click Upload.
- 7. Check the details are correct and the click Save.
- 8. Click the Settings tab and the click Supplier in the Opening Balances section.
- 9. Click New Opening Balance and then Import Opening Balances.
- 10. Repeat steps 3 to 7.
Now you’ve imported your customer and supplier opening balances, you’reready to enter your bank and nominal opening balances. For more information about how to do this, please see our Opening balances article.
Now that you’ve successfully imported your records and your customer and supplier opening balances, you’re ready to continue setting up Accounting. To do this, return to Getting Started tab of the Summary page. You can work through the getting started steps in order or complete some of the information now then return to enter the remaining information at a later date.