Automation CZEN

Automation · People, data and knowledge

Data migration to a new system: clean up first, then move

First we clean up the data and verify it against public registers. Then we transfer it through the imports and APIs of your systems as a trial run, only then for real, and compare the old and new system: record counts, open balances, stock levels.

Free audit · 30 minutes Where we move data from and to, and where we verify it

Sound familiar?

Every system change means moving data. And every move shows how many duplicates, missing company IDs and old addresses are in the data.

  • “We are changing our accounting program and do not know what can be transferred and what will be lost.”

  • “We have the same company in our contact list three times. Once with a company ID, once without and once with an old address.”

  • “Our accountant told us we will have to enter everything again by hand in the new program.”

  • “Each sales rep keeps contacts in their own Excel file. We have been rolling out a CRM for a year.”

  • “We do not know whether we are paying an unreliable VAT payer or to an unpublished bank account.”

  • “After merging two companies we have two contact lists, two price lists and two sets of product codes.”

7 modules for data migration and cleansing

You do not have to take everything. Often it is enough to clean up and verify the contact list before the vendor’s technician transfers it.

01

Data diagnostics

We find out what is where and in what quality: duplicates, missing company IDs (IČO), invalid VAT numbers (DIČ), empty required fields. The output is a migration plan and a decision on what to move and what to leave in the archive.

02

Moving data to a new program

Accounting and ERP migration between POHODA, Money S3, ABRA Flexi and ABRA Gen, for example moving from POHODA to Money S3. Contacts, inventory, open balances and opening balances, and depending on the program also documents of the current period.

03

Import from Excel

Importing contacts into POHODA from Excel, stock cards into Money S3 or clients into Raynet. We map the columns, clean the data and run the import as a dry run first.

04

CRM and contact migration

We move contacts from Excel files, Outlook or your current CRM into Raynet. One contact list for sales and accounting, with an external ID for a later connection to the accounting program.

05

Moving to Google Workspace

Emails, calendars, contacts and files from Microsoft 365, IMAP mailboxes or your own server. Plus a new structure for shared drives.

06

Data cleansing and deduplication

Deduplication by company ID, normalized email and phone, unified formats of names and addresses. We verify company IDs in ARES, unreliable payers and published accounts in the VAT register, and foreign VAT numbers in VIES.

07

Data hygiene

Regular checks so the mess does not come back. The data owner gets a report of new duplicates, register changes and import errors.

Commonly used software

Where we move data from and to, and where we verify it

Vendors offer data transfer themselves. Here is what works, plus the registers we check your contacts against.

  • POHODA

    XML import of contacts, inventory and documents with a duplicate check. A Stormware technician imports from XLS and XLSX; CSV, DBF or MDB also work.

  • Money S3

    XML import and export. It also loads contacts, stock cards, invoice headers, payables and receivables from XLS. The transfer can also be done by the vendor’s technician.

  • ABRA Flexi

    Import from Excel with column mapping, XML and REST API with a trial dry-run import. The migration tool from POHODA transfers contacts, invoices, warehouse, price list and cash desk.

  • ABRA Gen

    Definable imports from TXT, CSV, XML, XLS and XLSX, duplicate checks across the whole database, Web API.

  • Raynet CRM

    Import of clients, persons, products, deals and activities from XLSX templates. Merging duplicates in the app and through the API, external ID for the link to accounting.

  • Google Workspace

    A data import tool directly in the admin console, at no extra cost. Sources include Microsoft 365 (Exchange Online, OneDrive, SharePoint Online) and IMAP mailboxes.

  • ARES, VAT register, VIES

    ARES: whether a company exists and data from the source registers. VAT register: unreliable payer status and published bank accounts, also through a web service. VIES: validity of VAT numbers of companies from other EU countries.

Is your data in Excel or in an old program that is not listed here? That is a starting point too. At the audit we find out what exports the old program supports.

When you do not need us

We do not sell accounting programs or CRMs. When the vendor’s tool is enough, we tell you.

You are only changing the accounting program and your data is in order
The vendor’s technician or conversion tool is usually enough. Stormware, Money and ABRA all offer data transfer.
You are moving a few hundred contacts into Raynet
Raynet has XLSX templates and duplicate merging right in the app. With the Raynet help pages you can do it yourself.
A small team is moving to Google Workspace
Google has a data import tool in the admin console at no extra cost. According to Google, most email migrations for companies with about 10 users are completed within one day.

Data migration in practice

Our own company · PackLabs

Moving to Google Workspace

We moved our own company from separate Gmail accounts to Google Workspace with the packlabs.cz domain.

Google Workspace for businesses Reference · Dreamy.cz

DreamyApp

DreamyApp for Dreamy.cz replaces the Excel transport plan and the off-the-shelf CRM.

ERP module on top of ABRA Gen

How it works

  1. 01

    Free audit

    30 minutes. What you are moving from and to, what is connected to the old system and what state the data is in.

    Output: Recommended next step

  2. 02

    Diagnostics

    We go through an export or a data sample. You decide what moves and what stays in the archive.

    Output: Migration plan and price

  3. 03

    Cleanup

    We merge duplicates by company ID, email and phone and verify details in public registers. You approve disputed cases.

    Output: Cleaned data

  4. 04

    Trial migration

    Import into a test company or a copy, not straight into the live system. You check diacritics, codes and prices.

    Output: Verified import

  5. 05

    Switchover and report

    Live import on the agreed day, ideally at the start of a period or month. The report compares the old and new system: counts, open balances, stock levels.

    Output: Handover report

Frequently asked questions

What can be transferred to the new program?
Usually contacts, unpaid invoices, inventory and opening balances, and depending on the program also documents of the current period. Issued payroll cannot be imported into POHODA retroactively, and ABRA Flexi transfers only the current period from POHODA. What we do not transfer stays in the old program.
When is the best time to switch?
At the start of the accounting period; for companies with a calendar year, on January 1. When that is not possible, on the first day of a month, not in the middle of a month because of VAT. Agree on the date well in advance. Stormware points out that its conversion specialists are busy in January.
We are moving from POHODA to Money S3. How does it work?
Money S3 imports data from XML. It also loads contacts, stock cards, invoice headers, payables and receivables from XLS. We export the data from POHODA, clean it, convert it into a format Money S3 accepts, and reconcile the result with your accountant.
How do you spot duplicates when a company is named differently each time?
We match by company ID, then by normalized email, phone and address. You receive disputed cases as a proposal for approval. We do not merge anything blindly.
How do you verify company IDs and VAT numbers?
Against ARES of the Ministry of Finance, the VAT payer register of the Financial Administration (unreliable payer, published bank accounts) and, for companies from other EU countries, against the European Commission’s VIES system. You receive changes as a report for approval.
What happens to the old program?
It stays in the archive, ideally read-only and with an export to a readable format. Accounting and tax documents must be kept for years after the switch. Before you cancel the license, check with the vendor whether you will still be able to view the data. Your accountant will confirm the retention periods for your case.
Is it secure? What about GDPR?
When working with personal data we act as a processor, so we sign a data processing agreement with you under Article 28 GDPR. We work on a copy of the data, not in the live system. We delete the working copies after handover.
Can we do the migration ourselves?
Simple cases, yes. Stormware, Money, ABRA, Raynet and Google all have their own import guides and tools. Help makes sense when you need to clean up the data before the transfer, are changing several systems at once or want the result reconciled in a report.
How much does it cost and how long does it take?
It depends on the systems and the scope. We do not have a price list on the website because no two companies are the same. You get the price and timeline after the audit, in advance and in writing.

Related

Switching to a different accounting program

What to transfer, what to archive and when to switch.

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Google Workspace for businesses

Email, calendars and files on your company domain.

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POHODA integration

After the migration we connect your e-shop, warehouse and other systems.

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System integration

So the new system passes data to the rest of the company.

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Enquiry — Data migration and cleansing

Tell us what you are dealing with. We start with a free 30-minute audit.

What are you interested in?