Moving from your current system, without losing a figure.
Whether you run QuickBooks, Sage/Pastel, another ERP or spreadsheets, the move follows the same path: agree what comes across, check every line before it lands, and run both side by side until the numbers agree.
What comes across
Each has a template to download, and files exported from Sage/Pastel or QuickBooks can be used directly.
- Customers. Names, tax numbers, contacts, groups, payment terms, credit limits and currency.
- Suppliers. Contacts, terms, deposit percentages, currency and ITF263 certificates.
- Products. Codes, names, units, groups, HS codes, brands, pack sizes and specifications.
- Prices. Each price list, with the unit it applies to.
- Opening stock. Quantities and values per warehouse, agreed with the ledger.
- Opening balances. What each customer and supplier owes, invoice by invoice, and the ledger's balances.
- Users. Each person's login, role profile and branches.
How the move runs
Planned with you in the discovery conversation, and signed off at each step.
- 01
Map
We go through your current system's exports with you and agree what comes across, and what stays behind as history.
- 02
Check
Each file goes through the Import Data page. Every line is tried and undone, so the check finds what only saving would, and names each bad line. Nothing changes until it all passes.
- 03
Import
Files go in order: customers and suppliers, products, prices, stock, then balances. Importing a file twice doesn't duplicate anything.
- 04
Agree
Opening stock and balances are compared with the ledger, and with your old system's closing figures, to the cent.
- 05
Run in parallel
Your books keep running alongside for the first period. Payroll runs in both systems for at least two months, and every employee's figures are reconciled before anyone is paid from CrownCore.
- 06
Switch over
A final backup, a restore drill on it, and the move. The previous version is kept so the switch can be rolled back.
Good to know
- The Sage/Pastel and QuickBooks column names follow those systems’ typical exports. We check them on your own export first.
- Products with serial numbers or batches have their opening stock entered by hand.
- Employee history comes across separately, with your payroll records.
- The move is one-off: CrownCore doesn’t keep a running link with the old system.
What you’ll need
- Exports of customers, suppliers, products and prices
- Stock counts per location at the switch date
- Closing balances, the trial balance and open invoices
- Payroll records and recent payslips