Import balances and reconcile the old system

Import helps start a book with checked balances. It does not transfer the entire old database. History needs separate preparation; open settlement documents (with due dates and currency amounts) and stock quantities can be attached to the import as breakdowns — Step 2.

The Georgia package is in beta. General information, not tax advice: agree the transition date, account mappings and treatment of differences with an accountant.

What you need to start#

• A Georgian organisation and a new-format book.
• The owner or a staff member with accounting settings permission.
• A trial balance from the old system at the agreed date.
• Breakdowns for counterparties, stock, assets, currencies and taxes.
• One chosen source for opening balances to avoid entering them twice.

Open Accounting → Balance import, using All tools if necessary. The wizard may be unavailable for a legacy-format book.

Step 1. Prepare the source trial balance#

1. Complete checks in the old system at the transition date.
2. Export a supported XLSX trial balance and keep the original.
3. Note the organisation, date, currency and column meanings: balances, debit/credit and turnover.
4. Check totals in the old system.
5. Keep material balance breakdowns separately: settlement documents and stock quantities will be needed in Step 2 (XLSX or CSV).

Do not relabel turnover as balances merely to make the file readable. An arbitrary spreadsheet does not guarantee correct import: a supported layout is required.

Step 2. Preview the import#

1. Select the book and start the import.
2. At Format, choose a profile and read its limitations.
3. At File, upload the trial balance.
4. At Check, compare organisation, period, accounts and amounts with the original.
5. Resolve mappings and unsupported-data messages.
6. Review what will enter the book and what will remain outside the import.

Result: the preliminary calculation has been checked; a preview has not yet posted balances.

A profile may be marked unverified against real files. Compare columns and totals regardless of the familiar software name.

The import transfers account balances and the analytics of each row. A trial balance carries no settlement documents or stock quantities — attach them at File, in Breakdowns for the trial balance (optional):

• Settlement documents (XLSX or CSV): account, counterparty, document, date, due date, amount (+ debit, − credit), currency and amount in currency. The documents of each counterparty must add up to its balance in the trial balance — otherwise the import is not ready. The debt is posted by documents; due dates and currency are kept in the import result.
• Stock quantities: account, item, unit, quantity, value, warehouse. The total is checked against the account balance and by warehouse; quantities are kept in the import result and do not create balances in the Stock module.
• Columns are found by their header names. If your file uses other titles (for example Georgian), open Columns of your file and enter the column title or its letter.
• A missing amount is a row error, not zero. Corrected documents create a new revision of the import; corrected quantities with the same balances update the result without a new revision.

Step 3. Confirm and post balances#

1. At Difference, identify why debit and credit differ.
2. Correct source data or mappings first. Accept the treatment of a difference only with a clear basis.
3. Check the preview and date.
4. At Post, post the import.
5. At Done, check the result and the book at the opening date.

Result: balances are recorded in the selected book and reconciled with the source. A difference does not become proven equity or income merely because import was accepted.

Repeating the same file in this wizard should not add a second import; a corrected import replaces the previous one. This does not permit entering the same amounts again manually.

Step 4. Reconcile periods#

Use the external-system reconciliation tool to assess the transition. Compare the same organisation, book, period and meaning of each figure.

1. Prepare comparable old-system data for the month.
2. Run reconciliation and investigate differences by account and measure.
3. Separate opening balances from turnover: import must not become the first month's revenue.
4. Repeat after corrections. The previous result may become stale.
5. Keep successive-period results and agree the transition with the accountant.

The target of three consecutive months without differences is an internal migration control, not a legal requirement or proof of complete source documentation.

Parallel reconciliation is especially important while sales, inventory and payroll transfer into the book is disabled.

Migration acceptance#

Below the reconciliation trend there is a Migration acceptance card: the balance import and the control month — the first full month in the book after the opening date — in one checklist. It shows whether balances were transferred and the difference matched, whether the file layout is verified, whether analytics were transferred, whether open documents and quantities add up (with the age of debts at the opening date), whether the month agrees with the previous program by account and analytics, and which differences remain. The status is Accepted, Waiting for data or Not accepted.

This is an internal check of agreement with the previous program, not a certification. The organisation's accountant signs off the transfer.

If you enter opening balances manually#

Opening balances provides fields for money, stock, debts, assets, taxes and equity.

Check the date, sections and total. The difference between assets and liabilities is allocated to own funds only with explicit consent. Do not use consent instead of investigating an error.

Manual entry and trial-balance import must not duplicate the same amount.

Limitations#

• Balance import does not transfer all history from Oris, FINA, Apex or another system.
• An account balance does not replace documents, quantities, currency or tax-object breakdowns. Attached documents and quantities are checked against the balance, but quantities are not moved into the Stock module and tax objects are not part of the breakdowns.
• A profile does not guarantee compatibility with every vendor export version.
• Matching totals do not prove correct classification of every transaction.
• Trial-balance export/import is not a full backup and restoration process.

Troubleshooting#

Frequently asked questions#

Can I upload an Oris database backup?#

The wizard uses a supported trial balance, not a full database backup.

Balances match. Is migration complete?#

No. Check dimensions, excluded data and subsequent periods.

Should I delete the old database?#

Import does not replace an archive. Retain data and documents under your retention policy and applicable requirements.

Related sections#

• Accounting setup in Georgia
• Month closing
• Counterparties
• Inventory and assets