How to prepare the migration from another program to fiscaldoo
What is it for?
When a company switches software, there are three decisions to make before the first import: what comes from the previous software, from which date the company works in fiscaldoo and in which order you import. This article helps you make them and tells you which fiscaldoo screen receives each part. Each import has its own article; here you only plan.
fiscaldoo has no “migration plan” or diagnosis screen: the plan is made outside the program (in a spreadsheet or a document), with the list below.
When to use it?
- Before importing anything for a company coming from another program.
- When the switch happens mid-year, to decide what stays in the previous software and what comes over.
- Do not use it for a company moving from the simplified regime to organised accounting without changing software: see How to move from the simplified regime to organised accounting.
Where to find it?
There is no dedicated menu. The screens used by the migration are in three places:
- Accounting › Configure › Migration and imports: Migrated history, Import open documents, Opening balances by partner, Data import log, Import SAF-T file, Certified documents migration, Migration of series and Migration to organised accounting. In the test, the Administrator saw all eight; the Certified accountant (signs, closes periods) user with the migration permission saw all except Migrated history.
- Accounting › Record › Entries › Import: among others, Import entries, Import opening balances and Import assets.
- Settings › fiscaldoo · Certification, in the Configure the data: migration and imports group, with an Open for each of these five: Migrated history, Import open documents, Opening balances by partner, Data import log and Import SAF-T file. Settings are for the Administrator only.
Before you start
- Whoever imports needs the Fiscal Migration / Import permission. On the user (Settings › Users), it is in Advanced settings, in the LOCALIZAÇÃO PT group, named PT Localization — Fiscal Migration / Import. The Administrator always has it. With the Accountant (operates) profile without this permission, the Migration and imports group does not appear in Accounting › Configure, and the Import page does not show Import entries or Import opening balances. The screens in this article were opened with the Administrator and with a user with the Certified accountant (signs, closes periods) profile and this permission.
- Do the migration first in a test database, and only then in the database where the company will work.
- Ask the previous software, for the go-live date, for: the trial balance, the list of receivable and payable invoices, the asset register, the last number of each invoicing series, the invoicing and accounting SAF-T (PT) files and, if the company runs payroll, the year's payslips.
How to use it
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Take stock of what comes over. For each row of the table, decide whether it comes, from which file and who checks it.
What exists in the previous software Where it goes in fiscaldoo Company data, chart of accounts, taxes Accounting › Configure › Set up the company and Chart of accounts Customers, suppliers and products Import in the gear menu of each list (for example Accounting › Record › Customers) Account balances on the go-live date Import opening balances, in Import; see Import the opening balances Unpaid customer and supplier invoices Import open documents or Opening balances by partner; see Import open invoices and partner balances Fixed assets, with accumulated depreciation Import assets, in Import; see Import assets from another program Invoicing series and documents already issued Migration of series and Certified documents migration; see Migrate the series and certified documents Journal entries from previous years, for reference Import journal entries with Migrated history, consulted in View the history from the previous software Payslips already paid In the Payroll app; see Import the payroll history If the previous software exports the SAF-T (PT), Import SAF-T file can read the chart of accounts, opening balances, products, sales documents, customers and suppliers and journal entries from the file: the import form has these options under O QUE IMPORTAR, and the fields Tax number in the file, Company in the file, File period start and File period end. Use it to confirm which company and period the file belongs to before choosing what to import from it.
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Choose the go-live date. It is the day from which the company posts and invoices in fiscaldoo. The simplest is the first day of a fiscal year (for example 01/01/2027): the opening balances are the closing trial balance of the previous year, and the whole year stays in a single program. Mid-year, the earlier months stay in the previous software and the documents already issued that year must also come over, for the year's invoicing SAF-T (see Migrate the series and certified documents). Pending validation by a certified accountant: choosing a go-live date mid-year and what each program is responsible for (SAF-T, periodic returns and document retention).
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Import in this order, because each step uses what the previous one created:
- company data, chart of accounts and taxes;
- customers, suppliers and products (open invoices and customer and supplier balances need the partner to exist already: the import finds it by tax number (NIF) or, if it has no NIF, by its exact name);
- opening balances of the accounts;
- open customer and supplier invoices (or the balance of each one, not both: see “Important notes”);
- asset categories and then the assets;
- series and certified documents from the previous software;
- history of journal entries and payroll, for reference only.
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Check each import before the next one, as in How to confirm the migration is correct: Data import log and the trial balance.
Expected result
- A written plan, outside the program, with what comes over, from which file, the go-live date and the order.
- After the imports, one line per import in Data import log and fiscaldoo's trial balance equal to that of the previous software on the go-live date.
Important notes
- Customers and suppliers go in only once. Through the opening balances or the open invoices (or the balance of each one, in Opening balances by partner), never by two paths for the same accounts: the balance would be doubled. The choice is explained in Import open invoices and partner balances.
- Invoices are not recreated. None of these screens issues certified invoices: the documents of the previous software come in with the signature they already had, only for reference and for the SAF-T. New invoicing starts in the series prepared during the migration.
- Migrated history does not touch the current year. Journal entries from previous years are for reference only. Before you import them, Migrated history says “No migrated history yet”.
Common problems
I do not see “Migration and imports” in Accounting › Configure
- Cause: the user does not have the Fiscal Migration / Import permission; with the Accountant (operates) profile the group does not appear.
- What to do: ask the Administrator to give you the permission in Advanced settings (PT Localization — Fiscal Migration / Import), or to do the import.
I am looking for the migration plan screen
- Cause: it does not exist. fiscaldoo has the screens for each import, not a screen that plans the migration or diagnoses the previous software.
- What to do: make the plan outside the program with the table in step 1 and follow the order in step 3.