Checklist for moving from your old software or paper ledger to a new system

Choose the go-live date (cut-over)

The best date is the first day of a month, or the first day of a tax period, because your P.P.30 and financial statements will not need to combine figures from two systems. If you have to start mid-month, accept that you will need to combine that month by hand once, and plan for it in advance.

Master data to prepare

Prepare one table per type, and check for duplicate names and codes first:

• Products: code, name, barcode, unit, selling price, latest cost and category
• Customers: name, taxpayer ID, address for tax invoices, credit terms
• Suppliers: name, taxpayer ID, type (individual / juristic person, used to separate P.N.D.3/53), payment terms
• Employees: national ID number, start date, salary, allowances
• Chart of accounts: if you use an accounting firm, get the chart they use and compare it with the new system's standard chart

Opening balances as of the start date

• Stock on hand: do a physical count the day before you start rather than using the old system's figures uncounted. Any difference you find is a gain or loss you should know about before moving
• Receivables: each unpaid bill, with its due date
• Payables: each unpaid bill, plus any withholding tax not yet remitted
• Cash and bank deposits: balances per your bank books at the end of the day before you start
• Fixed assets: cost, purchase date and accumulated depreciation

The first week after moving

Running both systems side by side is unnecessary and often leads to mistakes. Shut down the old system on the start date, but keep read access to its history at least until you close the year's accounts. At the end of each day in the first week, compare the cash in the drawer with the shift close report, and compare stock for your 10 best-selling products with what is actually on the shelf. If they match for 5 days in a row, you can trust the new system.

How do I move to GORINY?

You can import products and customers yourself from an Excel or CSV file with the Import from file button on the Products and Customers pages. A file from your old program works as is. The system guesses which column is which and shows every row for review before saving. Each file can have up to 20,000 rows, and opening stock per branch can go in the same file.

Unpaid customer invoices from your old program are imported one invoice per row, with the original number, date and due date, on the Import opening receivables page. You can record payments right away, and they are not counted as sales in your first month. If an import is wrong, you can undo the whole batch within 7 days.

Opening payables, cash and fixed assets are still entered in the program by hand. If you would like our team to look over your files before your start date, reach us on the contact page. Time-clock data from fingerprint scanners and ad costs can also be imported from files using the templates in the program.

Frequently asked questions

Do I need to move all my old sales history?

No. The new system only needs the opening balances as of the start date. Keeping old history in the old system or in exported files for reference is enough.

Does moving mid-year affect the financial statements?

Not if the opening balances are correct. The full-year statements are the figures from the old system up to the day before the start, plus the figures from the new system. Your accounting firm can combine them.

How long does it take?

It depends on how ready your master data is. If your product and customer tables are already clean, setup takes just a few days. What really takes time is the stock count.

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