Converting to SoEasy

For each company you wish to convert to SoEasy there is a four stage process of:

1. Converting the data
2. Checking it
3. Importing it into SoEasy
4. Check the import

You can do the conversion your self depending on the complexity of the task or you can engage our data import service.

There are 6 primary areas of data import:

1. Chart of Accounts - This is best set up manually by you and your accountant
2. Client database - Name, address, phone number .... of clients
3. Suppliers database - May be the same as the clients' database
4. Products Register - We teach you how to import your own
5. Debtors Ledger - Account balances of people who owe you money can be imported or manually inputted
6. Creditors Ledger - This is best manually inputted

Additional areas that can be imported are:

1. Existing Invoices - this can be done but is a highly specialised area

2. Client notes - Products like Act have a separate contact notes section

Frequently Asked Questions

What does it cost to have a certified data technician convert our data?

This depends on the complexity of your data.

In most cases the conversion is done via the Internet where we connect to your PC and convert the data with you. If this is the process it is simply based on an hourly rate.

If you would like a data technician to visit your site, in addition to the hourly rate there is also a travel fee and in extreme cases, accommodation fees.

A simple conversion usually takes between 2 and 3 hours.

Do we need to run the old and new system in parallel?

There may be the odd time that you need to refer to your old system but you should be able to immediately switch to using SoEasy. This is the main goal of the conversion. Running 2 systems at the same time has drawbacks such as twice as much work for administration and should be avoided. It would be better to use our data conversion service and do the job in one swift block of time.

What is the best process for the conversion?

1. Purchase and install SoEasy on your system
2. Get staff to work through our online Training programs with an objective of them learning the system and becoming certified uses
3. Have one of our systems analyst work out the best way for your company to use the system
4. A second block of training can up skill everyone on the identified practices (once they are certified in the basics)
5. Convert the data from your existing system to SoEasy
6. In two weeks have a review to see if you are using the system correctly

7. Have regular check ups' SoEasy releases new updates often and if you have a 'Certified Consultant' keep in touch with you on a regular basis, they can advise you how best to take advantage of the newer features.

When is the best time to convert?

Many people wait for the new financial period to convert. Although this is a good time it is best to start planning the conversion 2 months before hand.

You can convert at any time in reality. Although your accountant would have to process two different sets of accounts this is not a big challenge. It is far better to pick your least busiest time of the year and perform the conversion then.

How do you convert the Debtors' Balances?

We have 2 import facilities that allow us to import:

A: Clients and their aged balances

B: Aged balances for clients who have already been imported

The two import techniques have been designed to work together so that two scenarios can be handled

Scenario 1 - We are 100% ready to import our clients and their aged balances

Scenario 2 - We are ready to import our clients and start working with them but, the invoices from the old system have not yet been completed

Scenario 1 is straight forward.

1. Print a debtors' aged trail balance report from your old system
2. Import the data into SoEasy
3. Print and compare the aged trial balance from SoEasy and the old system

Scenario 2 allows for a 2 stage import

1. Import the database only from the old system into SoEasy
2. You can start creating invoices in SoEasy, print and receive payments but don't close. Instead mark them as 'ok to close'
3. Finish invoicing in the old system and process the end of month statement procedure as you would normally
4. Print a debtors' aged trail balance report from your old system
5. Export just the company name and their account balances
6. Take a back up of SoEasy
7. Using the special "Aged Balances Import Facility" in SoEasy, import the aged balances data.
8. Print and compare the aged trial balance from SoEasy and the old system
9. Using our invoice batch close process, close the invoices that are 'ok to close'

How do you import stock values?

Our Products Register Import can import your stock values.

You can also import the products register without stock values and import the values at a later date. Stock import can be a trick subject.

How can we book an Import Service?

Simply select this link which will take you to a service request form. Complete the details and a Project Co-ordinator will be in touch.