After purchasing new software, the last thing you should be worrying about is how to get information carried over from your old system. Doing a migration with Aptora minimizes the frustrations in switching software and ‘going live’.
What is a Data Migration?
A database migration is the process of translating and transferring data from one format to another. Data migration is often necessary when an organization decides to use a new software that is incompatible with the current system or database.
Typically, data migration is performed by database professionals and specialized software to transfer the data, preserving much of the important data from the old system and moving it into the new.
Aptora can migrate many different types of databases from various software programs into Total Office Manager.
Need your data migrated? Fill out the form below to request more information.
Data Migration Services
Our database experts are among the best in the industry. Aptora hires technicians with years of experience and then puts them through rigorous specialized training. Essentially, if we can access the data, we can migrate it! Here is a list of systems that we have successfully converted:
ESC (from dESCO-soft)
Performance Dispatch Plus
QuickBooks (our specialty)*
Types of data we can convert include:
Invoice/Work Order History
Price Books (flat rate pricing)
Frequently Asked Questions
The migration process generally takes one full week to accomplish. Migrations are performed on a scheduled basis by appointment. Please keep in mind that appointment slots can be as long as three months into the future during our busy season. We recommend that you set a migration appointment the moment you invest in the software.
We Specialize in Migrating QuickBooks Information!
We can copy your QuickBooks company information, customers, vendors, employees, chart of accounts, inventory items, invoices, sales, payments, customer credits, purchase orders, item receipts, bills, vendor credits, bill payments, payroll checks, payroll adjustments, adjusting journal entries, and a lot more.
Our list migrations do not include the migration for financial data. When the migration is completed, you have the option to have your beginning balances entered by the migration department or they can be entered by your office staff.
Generally when a company migrates from one software to another, the beginning balances are entered for their Accounts Receivable, Accounts Payable, Inventory, Payroll, Sales Tax, and Chart of Accounts for the entire balance one day prior to their “Go Live” date. For instance, if your “Go Live” date is 1/1/20XX, balances are entered as of 12/31/20XX.
You may be wondering “What does this mean for all my existing receivables and payables?” For each Customer, an Opening Balance Invoice is created for 12/31/20XX. You would then be able to apply any payments received against that opening balance until it is paid in full. For each Vendor, an Opening Balance Bill is created for 12/31/20XX. You would then be able to pay on this bill until the balance is paid in full. If you are not wanting a lump sum entry, the open transactions can be manually entered to affect the aging reports properly.
Because we do not migrate financial data, Year-To-Date Payroll is entered for each employee as part of the beginning balances process.
Beginning balances will be entered for your Chart of Account balances for one day prior to your “Go Live” date.
No. There will not be a detailed General Journal if beginning balances are entered in lump sum values for one day prior to the “Go Live” date. If you are wanting to have all transactions for the current year detailed, you will need to recreate each entry manually. We generally try to migrate a client as close to the end of a period as possible. If your company runs on a calendar fiscal year and you would like to be live 1/1/20XX, we will migrate you as close to the end of the year as possible. You would then close out your books in your existing software as of 12/31/20XX, beginning balances entered for 12/31/20XX, and you are live with day to day entries beginning 1/1/20XX.
Maybe. Because there are so many variables that are tied to Service Agreements (Completed vs. Pending Planned Maintenance Work Orders, Escrow Accounting, etc.), these will be entered into your new Total Office Manager database by members of your office staff. The migration and training departments will discuss these with you and decide the best approach for the entry of these during the Planning Meeting.
A Planning Meeting is conducted on all new sales for Total Office Manager clients. This meeting is used to get to know you, discuss your plans for going live with the program, address the training process, answer any questions that you may have over the data migration, and the game plan to get up and running with Total Office Manager. Planning Meetings generally take 15-30 minutes depending on the amount of questions you may have.
Yes, your items and groups from your current flat rate program can be usually imported into Total Office Manager and updated as often as need be. This can easily be done by the users and there are various formats that you can import from, including Microsoft Excel® (.xls), Comma Seperated Values (.csv), Microsoft Access® (.mdb), and delimited text files (.txt).
Do It Yourself Migrations
Total Office Manager includes a great data import utility. However, not all fields can be imported into the software. You cannot import detailed financial transactions for example. Aptora will not be able to assist you with exporting information from other software applications. Our data import system was not designed to allow a user to perform a full data migration. If you need to do anything beyond a basic import, please leave it to Aptora. Don’t try it yourself.
Aptora will not migrate any information from Total Office Manager into another program.