Move to Xetuu without losing your footing.
Whatever you run today, the method is the same: bring the structure, then the masters, then the balances, then check the three numbers that prove it is right.
Five steps that work for any source system
- 1Inventory your data
List what you hold and decide what you really need.
- 2Clean it
Remove duplicates, fix codes and tax settings.
- 3Load masters
Customers, suppliers, products, employees.
- 4Load balances
Opening stock, opening balances, open items.
- 5Prove it
Trial balance, stock valuation and aging agree.
What maps to what
Load in this order; each group depends on the one before it.
| Data | Where it goes in Xetuu | When |
|---|---|---|
| Company, branches, warehouses | Onboarding wizard, then Administration and Inventory configuration | First |
| Chart of accounts and taxes | Installed per country at setup; adjust under Accounting → Configuration | First |
| Customers and suppliers | Accounting → Customers / Vendors (CRM accounts use the same customer) | Second |
| Products and prices | Inventory → Products, with an opening stock quantity and warehouse on creation | Second |
| Opening balances | A balanced journal entry dated at the cut-over date | Third |
| Open invoices and bills | Created as documents so aged receivable / payable are correct | Third |
| Employees | HR → Employees, with org structure set up first | Fourth |
| History | Usually left in the old system for reference | Optional |
Pick your starting point
Migrating from SAP
SAP holds rich history, so be selective. Export master data and balances from standard reports and load only what you will use.
- Export business partners, materials and G/L balances as spreadsheets
- Map SAP accounts to the Xetuu country chart of accounts
- Load open items (AR/AP) at the cut-over date, not full history
- Reconcile trial balance and stock valuation to SAP reports
Migrating from Odoo
Odoo list views can export to spreadsheet, which makes master data straightforward to move.
- Export contacts, products and the chart of accounts from list views
- Split contacts into customers and suppliers
- Recreate opening stock per warehouse as opening quantities
- Bring open invoices and bills as documents and check the aged reports
Migrating from QuickBooks
QuickBooks reports export cleanly to spreadsheet. Use a trial balance and aged reports as your source of truth.
- Export customers, vendors, items and the chart of accounts
- Take a trial balance at the cut-over date for opening balances
- Export open invoices and open bills from the aging reports
- Match tax codes to Xetuu tax templates before loading documents
Migrating from Sage
Sage editions differ, but all can produce customer, supplier, nominal and stock reports for export.
- Export customer and supplier accounts and the nominal ledger balances
- Map nominal codes to the Xetuu chart of accounts
- Export stock quantities and costs as of the cut-over date
- Load open items and verify against the Sage aged debtors and creditors
Starting from spreadsheets
If the business runs on spreadsheets, migration is mostly cleaning data. Fix duplicates and codes before loading anything.
- One sheet each for customers, suppliers and products, with unique codes
- Count stock and record quantity and cost per warehouse
- Build the opening trial balance in a balanced sheet and post it as one journal entry
- Decide your numbering and chart of accounts first
These are general guides. Exact export options depend on your version and edition; check your system's own documentation for the export steps.
Prove the migration with three numbers
On the cut-over date, these must match the old system exactly:
- Trial balance: every account balance agrees, debits equal credits
- Stock valuation: quantity and value per warehouse agree
- Aged receivable and aged payable: totals and per-partner balances agree
Common mistakes
- Migrating years of history nobody will use
- Loading transactions before the chart of accounts and taxes are final
- Changing the old system after the cut-over snapshot is taken
- Skipping the three-number check before telling users to start
Migration questions
Do I have to migrate all my history?
No. Most companies migrate master data, opening balances and open items, and keep older history in the legacy system or an archive.
In what order should I load data?
Company structure and chart of accounts first, then customers, suppliers and products, then opening stock and opening balances, then open invoices and bills, then employees.
How do I know the migration is right?
Compare three things against the old system at the cut-over date: the trial balance, the stock valuation and the aged receivable and payable totals. If all three agree, you are done.
Can I run both systems in parallel?
You can, and a short parallel period around the first month-end is common. Choose one system as the system of record from the cut-over date.
Can Xetuu help with the migration?
Yes. Tell us your source system and volumes through the contact form and we will advise on the approach.
Tell us what you are moving from
Share your source system and data volumes and we will advise on the approach.