The cutover process means that on a set date, you close the current period in your legacy software and begin the new period in R365. This is your 'Go Live' date. It is important that transactions are recorded where they belong in order to efficiently and accurately cut over to R365. The ultimate goal of cutover is to ensure that the ending balances in your legacy system, at the end of your current period, match your starting balances in R365.
At certain points where transactions are completed in your legacy system, R365 will ask for exports of your data to import to R365 as open transactions (like AP & uncleared Bank Activity) and historical GL Detail. The details of how and when these data migrations should happen are shown in the visual below.
Some ways to prepare for cutover include:
- Not entering any transactions prior to your Go Live date in R365
- Approving and paying AP, even if payment is ahead of schedule, in your legacy system
- Staying up-to-date on Bank Activity in your legacy system for an efficient Bank Reconciliation
- Ensuring that periods prior to the current one are completed and closed
Accounting Cutover FAQs
Question 1: I received a late invoice for November 20th in December after my December 1 Go Live date. Where should I enter that invoice?
- Enter the transaction in your legacy system because it is for a date prior to R365's Go Live.
Question 2: How am I supposed to pay invoices that were recorded in the legacy system?
- Provide your AP Aging to your R365 Coach for import. Once imported, you will pay these transactions in R365.
Question 3: What do I do if I'm far behind on my books?
- You have three options if you are behind on your books:
- Get caught up in your legacy software before cutting over to R365
- Back date Go Live, or transfer over data from your legacy system up to an earlier date than your Go Live date, and then catch up in R365 (usually more difficult because it is a new system for you and your team to learn)
- Start over (consult with your Accountant)
Question 4: When can I see an up-to-date Balance Sheet in R365?
- When you have provided closing balances for the last period in your legacy software and R365 has imported this GL historical information into R365.
Question 5: When can I see an up-to-date Profit and Loss statement in R365?
- As soon as you go live and are keeping up with your DWM Tasks.
Question 6: I go live on December 1st. What am I supposed to do?
- Start following DWM tasks in R365 for the new period.
- Work on closing the last period through day prior to go live. This will occur on your Go Live date.
Question 7: What happens to all the test transactions in R365 for pre-Go Live dates?
- Your R365 Coach will delete all transactions prior to go live. This will occur on your Go Live date.
- Setup information, such as Chart of Accounts, Preferences, Users, Vendors, POS Mapping, etc., will not be deleted.