Before you start entering real transactions, confirm that what you loaded agrees with what you left behind. This checklist takes about an hour and is the cheapest hour of the whole migration — every error found here costs a fraction of what it costs a month later.
1. Company configuration
| Check | Why it matters |
|---|
| Company name, address and tax registration are correct | They print on every invoice you are about to issue. |
| Home currency is right | Effectively fixed once transactions exist. |
| Financial year start date is right | Drives every period report and the year-end close. |
| Tax is enabled and tax periods are set | Determines whether your first return can be filed from the system. |
| Logo appears on a printed document | Print one invoice and look at it. |
2. Chart of accounts and defaults
| Check | Why it matters |
|---|
| Every account you need exists | Adding accounts later is fine; discovering a missing one mid-transaction is not. |
| Receivable, Payable, Inventory, COGS and Sales defaults are set | A wrong default posts quietly to the wrong place. |
| GRN Clearing account is set | Purchasing cannot record goods received without it. |
| At least one bank or cash account exists | Nothing can be paid or received otherwise. |
3. Master data
| Check | How |
|---|
| Customer count matches your old system | Compare the list totals. |
| Supplier count matches | Compare the list totals. |
| Item count matches, with correct units and tax types | Spot-check ten items across different categories. |
| Customer branches exist where needed | A customer with no branch cannot be invoiced. |
| Employees and allowances are loaded | Only if you are running payroll from day one. |
4. Opening balances
This is the section that decides whether you are ready.
| Check | Expected |
|---|
| Suspense / Intermediate account | Zero. Anything else is the amount your migration is out by. |
| Trial balance total | Matches the old system at cut-over. |
| Customer ageing total | Equals the Accounts Receivable balance. |
| Supplier ageing total | Equals the Accounts Payable balance. |
| Stock valuation | Equals the Inventory account balance. |
| Bank balances | Match your statements at cut-over. |
| Fixed asset register | Matches the asset and depreciation accounts. |
Do not go live with a non-zero suspense balance. It is a real difference, it will not resolve itself, and tracing it gets harder with every transaction posted on top.
5. A dry run
Put one of each document type through end to end, then void them. Ten minutes here proves the configuration in a way no amount of checking screens can.
- Raise a sales invoice for a real customer and a real item. Check the tax, the total, and the ledger entries.
- Record a customer payment against it and allocate it.
- Raise a purchase order, receive it, and invoice the receipt. Confirm the GRN clearing account clears.
- Record a supplier payment.
- Check stock moved as expected, then void everything you created.
6. Users and permissions
| Check | Why |
|---|
| Every user who needs access has an account | Day one is the wrong time to be creating logins. |
| Roles grant what each person needs and no more | Particularly for void, edit and setup permissions. |
| Sales staff are linked to sales person records | Commission and analysis depend on the link. |
| Someone other than you can access the setup screens | Avoids a single point of failure. |
7. Documents and reports
| Check | How |
|---|
| Invoice layout is correct | Print one and read it as a customer would. |
| Tax appears as your authority requires | Check the breakdown, and the HSN summary for Indian companies. |
| Transaction reference formats suit you | Setup > Transaction Reference. Easier to set before numbering starts. |
| Email sending works | Send one document to yourself. |
Going live
Once the checklist passes, stop entering transactions in the old system and start here. Keep the old system readable for a full reporting cycle — you will want to compare the first month's figures against it.
Run the first month in parallel if you can. Comparing one closed month across both systems is the strongest evidence the migration worked, and it costs far less than discovering a problem at year end.
Where to go next