Scroll down to see the 5 easy steps to get you converted.
1. YOU COMPLETE THE FORM
Complete the form on our website. We need some basic personal information that we’ll keep safe at all times.
2. GIVE US ACCESS TO YOUR ACCOUNTING DATA
You can either upload an export (or backup) of your administration, or provide us with your access details, depending on which solution you currently use.
3. WE SET UP A NEW SAGE ACCOUNTING ORGANISATION FOR YOU
This new organisation will be populated with your converted data.
4. WE CONVERT YOUR DATA
Our super clever algorithm converts your existing organisation to Sage Accounting format and loads it onto your new account.
5. WE TRANSFER THE ORGANISATON TO YOU
We hand over access to your Sage Accounting account and lock ourselves out.
Things You Should Know
When it comes to your important accounting information, we’ll make every effort to provide you with a thorough and accurate conversion. However, keep in mind that each accounting software has its own unique features, so creating an exact copy of your data in the new online platform is not always possible.
Have a look at our Frequently Asked Questions. They cover any potential restrictions or limitations you might come across.
Why Convert to Sage Accounting Through Us?
Frequently Asked Questions
What data will be transfered?
Information that will be transferred to the new system:
- Chart of accounts
- Customer and Supplier Details and Groups
- Account balances
- Customer and Supplier balances
- Detailed individual transactions (2 financial years FREE)
- Inventory Items (Untracked)
During the conversion process, we will make every effort to match fields between the software systems. However, it’s important to note that certain fields may not be converted due to limitations in the API (Application Programming Interface) capabilities.
While we strive for a comprehensive conversion, we want to be transparent about potential limitations that may arise.
What Data Won't be Transfered?
We only currently convert the core accounting information and not the following types of data:
- Product and Sales Items
- Sub-account structure of the chart of accounts
- Fixed Asset Registers
- Sales and Purchase Orders
- Draft invoices or bills
- Draft Transactions
- Custom VAT rates
- Invoice and other Templates
- Payroll and Employee Records
- Deleted or cancelled transactions
Foreign currency amounts will be converted to values based on your home currency and this might affect the accuracy of the conversion results.
If you want to dive deeper into the details, feel free to check out our post-conversion tips specifically about Foreign Currency.
Custom or unusual VAT transactions
Transactions involving custom VAT rates or unusual VAT scenarios will be converted to the best of our ability, but there may be differences between the original and converted versions. In some cases, we may use a standard VAT rate or indicate “No VAT,” and then make adjustments as necessary to correct the VAT amount. As a result, there is a possibility that the VAT amounts for specific invoice line items may be inaccurate, even if the overall Balance Sheet amount for payment or refund is correct.
It is strongly recommended that you consult the VAT reports from your previous accounting system for accurate information regarding converted transactions. This will ensure that you have the most reliable and relevant VAT data.
Causes of Complications
Please be aware that it may cause complications (we’re unable to fix) with your conversion if your source software contains in excess of any of the following in the conversion period:
- 3 000 Customers
- 3 000 Suppliers
- 5 000 Items
- 1 000 Customer Invoices per month
- 1 000 Supplier Invoices per month
- 2 000 Bank Transactions per month
Please note that we are able to assist with conversion queries up to 4 months after the converted company was transferred to you.
EMEA Conversions (Organisations not based in South Africa)
We developed our conversion tools specifically for South Africa but we can do conversions for organisations based in other territories as well. There is only one extra work around that we need to use to get the data across to Sage Accounting. When we do conversions for organisations outside of South Africa a 0% sales tax rate will be used. Please note the sales tax movement will reflect on documents but it will be shown as a 0% sales tax rate.
When uploading the conversion request please select the “other” option for base currency. Then please mention the preferred currency and country of operation in the comments section at the bottom of the form.
Foreign Currency Adjustments
We are currently unable to convert foreign currency transactions, as mentioned above all foreign currency transactions will be converted using the base currency as standard. This means that you will need to adjust the balances of foreign currency bank accounts and foreign currency customers and suppliers.
We advise you do the following:
- Bank accounts: Create a new bank account using the correct applicable currency. Transfer the balance of the converted bank account to the newly created foreign currency bank account by using the correct currency ratio. NB remember to make sure the balance in Sage Accounting of the new foreign currency bank account reconciles to the physical bank statement.
- Contacts: Create a new (foreign currency) contact account. You will now need to move the balance of the converted contact to the newly created foreign currency contact. You can do this by creating a Invoice/Bill/Credit note to a suspense account for the entire balance of the base currency contact. Then you need to move the balance of the suspense account again to the newly created foreign currency contact. You can do this by creating a Invoice/Bill/Credit note to a suspense account for the entire balance in the required currency using the appropriate currency rate contact.
Allocating Payments to Invoices or Bills
Due to some of the above-mentioned workarounds and restrictions, it may be that we’ve been unable to allocate payments to all invoices or bills. Balances owing by customers or owing to suppliers will be correct despite the possibility of some invoices not showing as paid. A transaction with journals equivalent of the payment will have been entered but not allocated.
Transaction Types We Can't Convert
There are certain transaction types that Sage Accounting does not allow us to convert. We try to create transactions in Sage Accounting that match as closely as possible the transaction in the original software, although sometimes we have to use a different transaction type. For example, we have to use transaction types Spend and Receive Money for Bank transfers.
Bank and Credit Card
Bank transfers are entered as Spend / Receive money transactions posted through the P&L account.
Transactions with custom VAT rates, EC VAT or unusual VAT transactions will be converted as closely as possible but are likely to be different. We may use a standard rate of VAT or No VAT and then add an adjustment to correct the VAT amount if necessary. This could result in some invoice line item VAT amounts being incorrect even if the Balance Sheet amount to be paid or refunded is correct.
Please note that we highly recommend to refer to the previous accounting system for vat reports relating to converted transactions.
Receivables and Payables
In certain scenarios overpayments in the previous system will be converted as credit notes. This can be allocated as normal.
Please note that payments and credit notes against invoices/bills will be allocated according to the in First in First Out (FIFO) method. Depending on how invoices were allocated in the previous system open invoices may reflect differently in Sage Accounting post-conversion.
- FREE if you have a voucher code from Sage
- Balances only (R 950)
- Last 2 financial years (R3 500)
- Last 3 financial years (R4 950)
- Last 4 financial years (R6 400)
- Last 5 financial years (R7 850)
- Last 6 financial years (R9 300)
- Last 7 financial years (R10 750)
- Tracked inventory setup (R2 450)
- Custom Sage app Integration(s) or other services