Move to Verasol from your current software

Verasol can bring a company's books over from the software it uses today, through a direct connection to that software. Nothing is copied into your books until a person has checked and approved what comes in. Verasol first loads everything into a practice copy of the company, compares every figure with the old books, and only goes live when the differences are zero or explained, and a second person has signed the comparison off.

Before you start#

• A migration loads into an empty company: one without posted entries or documents. The easiest way is to create the company from your current software: when you set up a new company, a box at the top asks whether the books are in your current software. Bring them over from there, sign in and choose the organisation, and its details (company name, legal name, TRN, address and more) fill in the company form for you to check. When you create the company, the import starts. You can also start an empty company first (see Set up your company), or, in an accountancy firm, use Migrate a client (see below).
• The migration screens are for the company owner, because bringing the books over sets the company's settings (financial year, TRN, books start date). In a client company of an accountancy firm, the firm's admins use them: they are owners of every client. Loading anything into the books also needs Journal entries. See Your team and their permissions.
• Two people are needed at the end: the person who prepares the reconciliation cannot also sign it off.

Open the migration screens#

Open Settings and click 1 Bring your books over in the Data group. The Data migration page opens.

The page lists Your migrations, each with its status, and lets you Start a new migration:

1. Choose your current software under 1. Your old accounting system.
2. Connect it: you sign in on that software's own page and allow Verasol to read your books. Verasol never sees that password and changes nothing in your old books.
3. Choose the organisation you want to move, give the project a name if you like, and click Continue.

Accountancy firms start from Migrate a client on their Clients page; the firm admins do this, as owners of every client. Fill in the client's company 1, with its financial year and currency 2, the office and who works on it, and click Create and start the import 3. Verasol creates the client company, switches to it and opens the migration.

Company details from your current software#

When the company already exists in Verasol, the top of the project page puts the company's details in your current software next to those in Verasol: the name, legal name, address and the other details, with The same where they agree. Tick the details you want to take over and click the button to take them over. The TRN, VAT registration date, financial year, currency and emirate are not taken over here: they come over when the books are loaded into the empty company (Set when the books are loaded).

Verasol warns you before you create a company or load anything when something in the old software cannot be used as it is: a TRN that is not 15 digits or already belongs to another company in Verasol, a company that is VAT registered there without a TRN (type it in yourself), books kept in a currency other than AED, or a financial year that does not start in January, April, July or October.

1. What comes in#

The project page has three steps: What comes in, Pull the data and Review and approve. The first step shows exactly what Verasol brings across:

You can change the dates with Change the dates: the Cut-off date, when the financial year starts, from when every document comes in, and from when the older years come in as monthly totals. Tick the box to confirm you understand what comes in and click Confirm and continue. Verasol records who confirmed it and when.

2. Pull the data#

• Run a preview first: it fetches your chart of accounts, customers, vendors and items, and only a few documents, so you can look at them quickly.
• Start the full pull when you are ready. It can take a while, because your old software limits how much can be read per day: the pull may pause and continue later. The page shows its progress.

What was pulled shows how many accounts, customers and vendors, items, invoices, bills, payments and other records came in. Click a tile to browse the records.

The books check#

Right after every pull, before anything can be loaded, Verasol checks that the books in your current software hold together. It runs 25 accounting checks, among them:

• the trial balance, every journal and the opening balances balance;
• receivables, payables and stock in the ledger agree with the open invoices, bills and items behind them;
• cash never goes below zero, and the fixed asset accounts agree with the asset register (cost, accumulated depreciation that is not more than the cost);
• no account balance on the wrong side, no duplicate documents or journals, VAT on the right side.

Each finding says what is wrong, by how much, which documents stand behind it (you can open the list of documents), and how to put it right in your current software. The check has two kinds of findings:

Problems are corrected in your current software, never copied into Verasol. After correcting them, pull the data again: the check runs again by itself. Check again runs it on the same pull.

3. Review and approve the mapping#

For every account, tax code, customer, vendor, item and bank account of your old software, Verasol proposes where it goes in Verasol: an existing record, a new one, the same as another record, or leave it out.

1. Click Prepare the proposals. Exact matches are made first; the AI proposes the rest, with how sure it is and why.
2. Go through each tab. Click Accept on a proposal, or Change to choose yourself. Accept all 90%+ accepts the proposals the AI is at least 90% sure of on that tab, after you confirm.
3. Tax codes are mapped to a VAT treatment: standard rated, zero rated, exempt, reverse charge, import of goods or out of scope.
4. When every row has a decision, tick the box with your name and click Approve the mapping.

The AI never approves anything. The approval is yours, with your name and the date, and the mapping is locked for this pull.

4. Try it in a sandbox#

Click Trial & go-live on the project page. Under Try it in a sandbox:

The sandbox and the real company can only be loaded once the books check has nothing left to correct and every point to confirm is confirmed.

1. Create the sandbox: a practice copy of your company with its settings, chart of accounts and contacts.
2. Load into the sandbox: Verasol books the openings and every document there.
3. Reconcile the sandbox: Verasol compares the sandbox with your old books.

Under Filed VAT returns, type the boxes of each VAT 201 return you filed, from the FTA portal, so Verasol can compare them as well. You can attach the return.

Check the reconciliation#

The reconciliation report compares the old books and Verasol on twelve controls, among them the trial balance at each month end, receivables per customer, payables per supplier, open invoices and bills, the VAT return boxes, bank and cash balances, stock, the fixed asset register, and document counts and totals.

• Every line shows the old figure, the Verasol figure and the difference.
• For a difference, click Explain this difference, write what causes it and attach the evidence under Evidence files. An explanation without evidence is not accepted.
• The report is ready when every figure ties or every difference is explained.
• Under Sign-off (two people), a second person clicks Sign off as the second person. The person who prepared the report cannot sign it off.

5. Load the real company and go live#

1. Under Load the real company, click Load into the real company. This is possible once a sandbox reconciliation of the same data is ready and signed off.
2. Click Reconcile the real company and have the reconciliation signed off by a second person again.
3. If you keep working in the old software while you check, use Cut-over and go-live: confirm that the old software is frozen, run the final pull, check what will change, and apply it.
4. Click Go live. The old software should not be used for these books any more.

Going live is final. From then on you work in Verasol, and Verasol's access to your old software is closed.

What Verasol books#

When it loads a company, Verasol books:

• The openings, dated the day before the books start date: the bank balances, the open invoices and bills, the stock, the fixed asset register, the VAT position, and one opening entry for every other account against Opening Balance Equity (3900 in the standard chart). Verasol checks that every account ends at exactly the balance of the old books.
• Then every document of the full-detail period, through the same steps as a document you enter yourself, each checked against the old software's own journal lines.

Older years are not booked: they are kept as monthly totals for comparison. See Opening balances and How Verasol keeps your books.

Statuses#

A migration that has not been approved or loaded yet can be deleted with the bin icon on the project page. Nothing in your books changes.

Related#

• Set up your company
• Opening balances
• Company settings
• Client companies
• How Verasol keeps your books