5-Step Approach to Migrating your Old Chart of Accounts to Aedon.Accounting

This article is going to explain the simplest and fastest way to migrate your existing chart of accounts to the Aedon format assuming that you will keep the existing Aedon EBITDA structure.

5-Step Approach
The Aedon Nominal Code has a field for the Previous Nominal Code, which will be entered as a Number and Description.

1. Where you have a direct match from the old to the new, map them straight across.
2. Deactivate all the unused Aedon Nominal Codes, so they are available for future use if required.
3. If there is no existing Aedon Nominal Code for your old Nominal Code, create a new Nominal Code in Aedon. There is plenty of space between the Aedon Nominal codes, so use leave gaps between your own: i.e., use 50’s, 25’s and 5’s; DON’T use 1,2,3,4,5 with no spaces in between for future growth.
4. Download the new Chart of Accounts, review and adjust.
5. Create new or adjust the existing Reporting Classes.

Step-by-Step

You are only working with a single object when you are creating the New Chart of Accounts, so you can use Salesforce Data Loader, XL-Connector, or any other Salesforce data tool that you are familiar with.

1. Download the two Charts of Account into Excel and put them side-by-side.  The Aedon Standard Chart of Account will be new “Master”, so put that on the left-hand side.
2. Concatenate the Old Nominal Code Numbers and Descriptions and copy these into the Previous Nominal Code field.  Mark-off the ones that are mapped.
3. De-activate all the Aedon Nominal Codes which have not been used.
4. Update the existing Aedon Chart of Accounts.
5. This will leave a rump of Old Nominal Codes for which you will need to create new Aedon Nominal Codes.  Copy these into a new worksheet tab and create them numbering carefully, so that they fit into the Aedon structure without overlapping.
6. Insert these new records.

Now, take a beat!   Review your work.

1. Download the updated Aedon Chart of Accounts into Excel and you will see that when you filter them, that all the Active codes have a Previous Nominal Code.
2. Check the numbering sequence carefully to make sure that there are no conflicts or overlaps.
3. Create new Reporting Classes or adjust the number ranges on the existing ones as you see fit.