Zeyto Academy · Advanced · Module 24
Data migration and opening balances
Plan a migration, cleanse and map data, use the Import Center, post opening balances, use the Migration Tool, prove the result and plan cutover and rollback.
You will be able to
- Choose a migration strategy and cut-over date and name data owners
- Cleanse and map source data to Zeyto fields and rules
- Load masters and openings with the Import Center, preview and rollback
- Post and correct opening balances for accounts, bills and stock
- Describe what the Zeyto Migration Tool supports today and how its seven steps, review queue and certificate work
- Prove migration with tie-outs, a differences log and sign-off
- Plan rehearsals, a cutover schedule and rollback using Zeyto tools
Migration strategy: what moves and when
- Decide what moves, how much history and the cut-over date before any file is prepared.
- Most clients need masters, bill-by-bill opening balances and a read-only archive.
- Name a client owner for each data set.
Cleansing and mapping the data
- Cleanse by profiling, standardising, de-duplicating, validating and deciding.
- Map every source field to a Zeyto field with a rule, a check and an owner.
- Zeyto rejects over-precise numbers rather than rounding them, and needs referenced lists loaded first.
The Import Center in practice
- Always preview before importing and download the rejects to fix them.
- Load lists in dependency order, and choose the mode deliberately.
- Rollback removes what a run created; it does not undo updates.
Opening balances: accounts, bills, stock and cheques
- Opening balances come from a signed trial balance, an invoice-level ageing and a stock valuation.
- 3900 nets to zero when the opening trial balance is complete.
- Edit with preview, or cancel all, and plan how cheques are handled.
The Zeyto Migration Tool
- The tool reads Emeron today, never changes the old system, and posts through Zeyto's own engine.
- Unpostable documents wait in Migration Review with a reason and a proposal.
- The certificate in reconciliation.xlsx is the sign-off page; NOT READY means do not sign.
Reconciliation and proof of migration
- Prove migration with tie-outs, not impressions.
- 3900 must be zero and receivables, payables and stock must tie to the old listings.
- Every difference needs a reason, an owner and the accountant's decision.
Cutover dry-runs and rollback
- Rehearse at least twice and time every step.
- Know which tool reverses which mistake: reset, import rollback, cancel openings or restore.
- Set a go/no-go time and rollback criteria before the weekend.
Migration strategy: what moves and when: key table
| Option | What moves | Zeyto means | Fit |
|---|---|---|---|
| A Masters and opening balances | Lists plus balances at the cut-over date, bill by bill | Import Center and Accounting, Openings | Default for most clients |
| B Option A plus open orders | Also orders still to deliver, re-entered as documents | Manual entry or import where supported, planned in the blueprint | Distributors with big open orders |
| C Full history replay | Every past document posted again through Zeyto | Migration Tool, for Emeron only | Only when transaction-level history is required in Zeyto |
| D Read-only archive | Old system kept for reference | Restored backup, exported reports, PDFs | Always, alongside A or B |
Cleansing and mapping the data: key table
| Source field | Zeyto field | Transformation | Check | Owner |
|---|---|---|---|---|
| Customer name | Name | Trim spaces, single spelling | No duplicates in file | Sales manager |
| VAT number | TRN | Digits only; empty if none | Exactly 15 digits | Accountant |
| Credit days | Credit Days | Number | Matches payment term | Sales manager |
| Tax percent 5/0/exempt | Tax code SR5, ZR, EX, OOS or RCM | Map by rule | Every item has a code | Accountant |
| Unit 'Pcs', 'PC', 'Piece' | Unit | Map to one Zeyto unit | Unit exists before items | Storekeeper |
| Ledger balance | Debit or Credit amount | Sign rule agreed in writing | Trial balance totals match | Accountant |
The Import Center in practice: key table
| Mode | Use when | Behaviour |
|---|---|---|
| Create new only | First load | Adds new codes; rejects a code that already exists |
| Update existing by code | Correcting many records | Changes existing records; rejects unknown codes. Empty cells keep values unless Blank clears the value is ticked |
| Create or update | Mixed files | Does both |
Opening balances: accounts, bills, stock and cheques: key table
| Tab | What is entered | How it posts |
|---|---|---|
| Accounts | Debit or credit for each ledger: cash, bank, fixed assets, loans, capital | One opening journal per currency |
| Customer / Supplier bills | One row per open invoice: party, invoice number, dates, amount, Dr/Cr | One opening bill per invoice, so receipts can be matched later |
| Stock | Warehouse, item, quantity, unit, cost rate, plus batch, expiry and serials | One Opening Stock document per warehouse |
Cutover dry-runs and rollback: key table
| Rehearsal | Purpose | Output |
|---|---|---|
| 1 Technical | Find rejects, mapping errors, missing masters | Fix list and mapping updates |
| 2 Timed, with accountant | Run the real sequence against a recent copy, measure each step | Actual durations, reconciliation signed as practice |
| 3 Final cutover | Run with the frozen data | Signed opening position |