Moving from other software

Numera can do the move from other accounting software for you: you upload the old software's reports, AI reads the account balances and open invoices from them and matches the accounts to your chart of accounts, and one confirmation creates the opening balances and the unpaid sales and purchase invoices.

You will find it at Settings → Financial settings → Data migration.

Two ways to move

Uploading reports (this page) is the right choice if you are moving from other software (SmartAccounts, Directo, e-arveldaja, Standard Books and so on) or do not need the whole history: the history stays in the old software and you start in Numera from a clean position.

When you connect, Numera compares the registry code of the company in the old software with your company's. If they differ, Numera refuses the connection and shows which company the data belongs to: another company's data cannot be connected.

The SimplBooks confirmation code

For a full SimplBooks import, Numera logs in with your SimplBooks user. If the device is new to SimplBooks, SimplBooks sends a confirmation code to the user's e-mail and the import waits: on Settings → Import & migration → Data import the unfinished step shows the message "SimplBooks asks for a confirmation code".

1. Click Enter code at the step. SimplBooks sends the code to your SimplBooks user's e-mail.
2. Enter the code in the window that opens and click Confirm PIN. Do this within 10 minutes, otherwise start again from Enter code.
3. Click Try again. The import continues from the unfinished step.

What comes over from the SimplBooks settings

In the chart of accounts step, Numera reads the accounts of SimplBooks' automatic entries and the environment settings. The account of each rule becomes the default account of the same entry in Numera (automatic entries), the start of the financial year comes over, and entries locked in SimplBooks are locked in Numera too at the end of the import, one period per financial year. Numera has no cash-based accounting and no quarterly or yearly VAT period, so those settings are not brought over.

From the invoice settings come the number formats of sales and purchase invoices, the payment term, the late fee percentage, the choice "Hinnad sisaldavad käibemaksu" (prices include VAT), the reference number type and "Lisainfo arvel" (additional information on the invoice), which becomes the default note on a new invoice in Numera. If a number format contains the year (e.g. %Y%3N), numbering restarts every year in Numera, even if an old invoice was once numbered differently by hand. Numera has no separate number format or percentage for prepayment invoices: a prepayment invoice takes the next sales invoice number.

From the client card come the roles (client, supplier, private person, accountable person), payment terms, discount, late fee, invoice language, default VAT types and PEPPOL ID. A personal code in the registry code field of a private person or accountable person is saved as the personal code in Numera as well.

Comparison with Merit

A company can keep its books in Merit and import the data into Numera. Numera does not read Merit on a schedule, only when a person starts an import. A repeat import reads the entries changed in Merit since the last import, older months included.

At the end of every import, Numera compares each month end, account by account, with Merit's own reports. The result is on the Comparison with Merit page. You reach it from Settings → Import & migration → Data import, with Open the comparison. When the result changes, owners and accountants get a notification.

What the comparison shows

The result stands beside the page title:

• Ties out: every account ties to Merit at every month end.
• Causes known: some accounts differ from Merit, and every difference has a known cause.
• Cause unknown: some accounts differ from Merit, and part of the difference has no known cause.
• Comparison failed: Merit's reports could not be read, so nothing was compared.

Under the title are the figures Accounts that differ, With no known cause, Waiting for a decision and Months compared. Differences lists the amounts by cause, with their documents. Accounts by month shows the accounts that differ, month by month: the balance in Numera and in Merit, the difference and the cause.

The amount these causes do not explain is shown under With no known cause.

What waits for a decision

An import rewrites an entry or invoice changed in Merit when it is allowed to. When it is not, the entry or invoice stays as it is and a row appears under Waiting for a decision. That happens, for example, when the period is locked, the month's VAT return was filed from Numera, the entry was changed or used in a settlement in Numera, or a line is linked to a fixed asset. The list also holds a new entry that would fall in a locked period, and an entry Merit no longer holds.

The row shows the document, the reason, the date, the accounts as Numera → Merit and the amount. A person decides every row; the import does not choose. Every decision goes into the activity log (in Estonian), and Numera then compares the accounts again.

• Take over rewrites the entry or invoice to match Merit. The owner has to reopen a locked period first. If the month's VAT return was filed from Numera, Numera asks you to confirm and marks the return for review.
• Keep leaves the entry or invoice as it is in Numera. The row shows who decided and when, and the import respects the decision until something changes in Merit again.
• Remove is on an entry Merit no longer holds. Numera asks you to confirm and removes the entry. If it is an invoice's entry, the invoice is deleted or annulled with it. If the invoice has payments, remove them from the invoice first.

A button is on the row only when the act is possible. The icon beside the reason says why an act cannot be done.

Numera never removes an entry or an invoice by itself: an entry deleted in Merit stays in Numera until you click Remove. Imported payments, however, follow Merit: when the amount or date changes, or Merit no longer lists the payment, it changes or goes in Numera too. A payment that was made in Numera, is linked to a bank row or a set-off, or falls in a locked period stays as it is and waits for a decision.

Moving date

The moving date means the company's books have moved from Merit to Numera. Numera does not decide this itself: a person records the date at the end of the Comparison with Merit page.

While the books are still in Merit and no moving date is set, Numera does not make automatic entries by itself, such as depreciation, periodization, loan reclassification and investment interest entries: those come from Merit. Once the moving date is set, Numera makes these entries as before. Your own acts are not limited: you can do them either way.

Which reports do you need?

Export three reports from the old software (PDF, CSV or an image file; save Excel files as CSV or PDF first):

1. Trial balance or balance sheet: the account balances. Required.
2. Sales ledger: the list of unpaid sales invoices. Optional, but recommended: each invoice is created in Numera with its original number and due date, so linking receipts works right away.
3. Purchase ledger: the list of unpaid purchase invoices. Optional, for the same reason.

Where do I find these reports?

The exact name and location of a report can differ by version: any report that shows the account balances as of your last day in the old software will do. In other software, look for a report named trial balance (saldoandmik, käibeandmik) or balance sheet, and for the lists of unpaid sales and purchase invoices.

How the move works

What appears in Numera

• Opening balance entry: one balanced general ledger entry dated the day of the move. It is the same entry you could enter by hand at Settings → Financial settings → Opening balances; saving there later replaces it.
• Open invoices: each unpaid sales and purchase invoice as its own document, with its original number, date and due date. These invoices make no second entry (the balance is already in the opening balance entry) and carry no VAT: the VAT was declared in the old software. When a client pays later, you link the receipt to the invoice just as you do for a regular invoice.
• Clients and suppliers: the parties in the ledgers that Numera did not have yet.

After the move

Compare Numera's balance sheet (Reports → Balance sheet, as of the same date) with the balance sheet of the old software: the totals must match to the cent. You will find the sales and purchase ledgers among the reports too.