Once your case has been reviewed and your data converted, you’ll need to verify that everything has transferred seamlessly and securely. Conduct a thorough check to ensure the data migration is complete and accurate before you start using the online system regularly. This is a good time to make any necessary adjustments and corrections, so you’re ready to enter new transactions smoothly.

Before proceeding with the post-conversion checklist, keep the following points in mind:

1. Check your inbox for an email inviting you to log in as the primary administrator of your online account.
2. In the email, click on the “Accept” link, which will direct you to the sign-in page.
3. Use your login credentials to access the account.

Verify Your Data

Once your data from the desktop version has been successfully converted, it’s essential to validate the information in the online system. Follow these steps to ensure accuracy:

Compare Reports: To confirm that your data is complete and accurate post-conversion, review and compare reports. Print reports from your previous software (such as Sage, Xero, Desktop versions, Kashflow, etc.) and compare them with the reports in your online system. This step is crucial to verify the success and accuracy of the conversion.

Important Note: Check balances in your new system against those in the previous software to ensure accurate reporting. This verification is essential, even if you’re operating on a cash basis, to maintain correct balances and a smooth data migration experience.

Reports to Verify:

1. 1. Balance Sheet Report
   2. Customer Balance Summary – All Dates
   3. VAT Summary Report for the most recent VAT period
   4. Trial Balance – All Dates
   5. Supplier Balance Summary – All Dates
   6. Any additional reports you find necessary

VAT Notes

Different methods are used for VAT tracking in desktop and online systems. For instance, if a VAT filing is completed but the transaction hasn’t been received or paid before migrating, the amount may shift from the Trial Balance report’s Accounts Payable or Receivable account in the previous software to a suspense account in the online system.

The converted file will not include any existing VAT exceptions. Therefore, if there are exceptions in your previous data, it’s important to contact data conversion support for assistance. Additionally, if your new file contains any uncleared or unreconciled transactions, be sure to unmark these in the reconciliation report to ensure accurate transaction matching.

Validate Company Settings

While data conversion services will transfer your accounting data to the new system, certain company details—like your business name, address, email, and contact information—will remain unchanged. It’s essential to review and update these settings for accuracy:

1. Click on the Gear icon and select Accounts and Settings.
2. Under the Company Name tab, enter your company’s contact details.
3. Ensure the correct email addresses are entered for seamless billing and communication. For system billing, enter the primary email in the Company Email box; invoices for your subscription will be sent to this address monthly.
4. If you prefer to use a different email for customer communication, enter it in the Customer-facing Email box. Customers will reach out to this address for business inquiries.

Confirm the VAT Settings

Before you or your clients start using the online system for VAT-related tasks, ensure the correct VAT registration number and filing frequency are set up. If your account is not registered for VAT, you may skip this step.

To verify and adjust VAT settings, follow these steps:

1. Navigate to the VAT section.
2. Select Edit VAT from the drop-down menu and click Edit Settings.
3. Enter your VAT registration number in the VAT Registration Number box.
4. Check that the reporting method and filing frequency are correct, making any adjustments as needed.
5. Click Save to confirm these settings.

Clean Up VAT

Since the online system assumes that all VAT records are overdue unless filed within the app, it may display an incorrect VAT balance. To ensure accuracy, locate the most recent VAT filing date from your desktop file and enter it, so the VAT balance reflects correctly in future transactions. Here’s how to adjust VAT:

1. Go to VAT and click on Prepare Return.
2. On the Prepare VAT Return screen, enter the following details:
   • Set the Start Date as the start of the conversion period.
   • Set the End Date based on the last day covered by the previous VAT return.
3. To confirm that VAT returns are filed up to date, select Mark as Filed, then click Continue.

This action will take you to the VAT screen. Here, you’ll need to create a reverse journal entry to ensure the current balance is accurate.

4. Go to Bookkeeping and select Chart of Accounts.
5. Choose the VAT Suspense Account from the Chart of Accounts and select Account History.
6. Next to the VAT transaction you just created, select Edit.
7. The journal entry screen will appear; choose Reverse from the bottom menu.
8. A new line for VAT Suspense will now appear in the list. Optionally, add a note in the Description column to indicate that this adjustment is part of a post-migration task.

Clean Up Your Bank Reconciliations

Since the online system hasn’t yet been used for bank reconciliation, all prior bank transactions will be marked as unreconciled. To streamline future reconciliations, you’ll need to mark all transactions up to the conversion date as reconciled. This ensures that only new transactions are considered for future reconciliations.

Follow these steps to clean up your bank reconciliations:

1. Click the Gear icon and select Reconcile.
2. Choose the appropriate bank account from the drop-down menu and select Reconcile Now.
3. A “Start Reconciling” box will appear. Enter the date of your last reconciliation in the Statement Ending Date field and the cleared balance from your prior reconciliation in the Ending Balance field.
4. Leave the other fields blank, then click OK. A list of transactions will appear on the screen.
5. To mark all transactions as reconciled, check the boxes at the top of each column. If transactions are split into two columns, select all transactions in both columns. For any transactions that remain unclear, uncheck their boxes to exclude them from reconciliation.
6. When the difference is zero, this indicates that your setup is correct.
7. Finally, click Finish Now to complete the process.

Connect Payments and Credits to Open Invoices

During the data conversion, invoices and their respective payments may not have been linked, leaving some invoices marked as open despite having corresponding payments or credits. As a result, you might see names with zero balances in your receivables and payables aging reports in the online system.

To resolve this, link payments to open invoices or enable the automatic credit application feature. Follow these steps to activate auto-apply credits:

1. Click on the Gear icon.
2. Select Settings and then Accounts.
3. Go to the Advanced tab.
4. In the Automation section, select Edit.
5. Enable the option labeled Automatically Apply Credits.
6. Click Save to confirm the changes.

Delete the Intuit Data Services User from the Online Account

After completing data translation services, it’s recommended to remove the Intuit Data Services user from your online account, as Intuit data specialists will no longer need access to your file.

Follow these steps to remove the Intuit Data Services user:

1. Click the Gear icon.
2. Select Manage Users.
3. Locate the data services user you added (identified by an Intuit email address).
4. Click Delete next to this user.