How To: Move your Trial Balance from your Old System to Khaos Control
Table Of Contents
Introduction
When moving from another accounting system to Khaos Control, you will need to enter your opening balances so that your new system matches your existing trial balance.
This process involves creating the required opening balance nominals, entering customer and supplier balances, updating stock values, and posting journals to complete the migration.
Once completed correctly, the trial balance in Khaos Control should match the trial balance from your previous system.
Overview and Prerequisites
The following opening balance nominals are commonly used when migrating accounting data into Khaos Control:
| Code | Description | System Type | Account Type |
|---|---|---|---|
| CuOB | Customer Opening Balance | Customer Opening Balance | Company |
| SuOB | Supplier Opening Balance | Supplier Opening Balance | Company |
| SysOB | System Opening Balance | Current Asset | Company |
| 0123 | Stock Adjusted | System Default (Hard Coded) | System Default (Hard Coded) |
Stock Adjusted Nominal
The Stock Adjusted nominal is a standard system nominal included in every Khaos Control installation.
Although the nominal code and description can be changed, its underlying purpose within the system remains the same.
Migration Procedure
Follow the steps below to recreate your trial balance in Khaos Control.
1. Create the Required Nominal Accounts
Create all active nominal accounts from your existing trial balance, including the opening balance nominals listed above.
For guidance, see:
2. Enter Customer Opening Balances
Enter all outstanding customer balances from your previous system.
For guidance, see:
3. Enter Supplier Opening Balances
Enter all outstanding supplier balances from your previous system.
For guidance, see:
4. Enter Opening Stock Values
Update your stock levels and valuations so they match your previous system.
This can be achieved by either:
- Adjusting stock quantities and values directly, or
- Posting a journal between the stock nominal and the Stock Adjusted nominal.
For more information, see:
- How To: Adjust Stock Levels for a Group of Items
- How To: Journal between Nominal Accounts
- How To: Enter Stock Opening Balance
5. Adjust the Stock Nominal (If Required)
Where necessary, post an additional journal adjustment so that the stock nominal value exactly matches the value held in your previous accounting system.
6. Complete the Trial Balance Using SysOB
Use the SysOB (System Opening Balance) nominal to post journals against the remaining nominal accounts required to complete your opening trial balance.
This nominal acts as the balancing account during the migration process.
7. Clear the Opening Balance Nominals
Once all balances have been entered, use the SysOB nominal to balance the following opening balance accounts:
- CuOB – Customer Opening Balance
- SuOB – Supplier Opening Balance
- 0123 – Stock Adjusted
This ensures the opening balances are fully incorporated into your accounting structure.
Result
When all steps have been completed correctly:
- Customer balances will match your previous system.
- Supplier balances will match your previous system.
- Stock values will match your previous system.
- Nominal account balances will match your previous system.
- The Khaos Control trial balance will reconcile with the trial balance from your old accounting package.
Correcting Errors
If opening balance information has been entered incorrectly, the entries can be reversed and re-entered.
For guidance, see:
Additional Information
Outstanding Supplier Invoices from Your Previous System
If goods were received and recorded in your previous system, but the supplier invoice was not received until after moving to Khaos Control, enter the invoice as an SP Ledger transaction.
For guidance, see: