Sync with a new data file or accounting software
If you're changing your accounting software, or going from not using accounting software to using accounting software, you can make this change yourself if you have fewer than 10 syncable items (vendors, customers, items, GL accounts, transactions, etc. - active or inactive) in your account.
If you have more than 10 syncable items (active or inactive) in your account, or are changing to a new data file in your existing accounting software, the change requires an assisted migration with a Customer Support team member to ensure a successful transition. This is because when integrating Key CashFlow with an accounting system data file, Key CashFlow tags each list element and all transactional data with unique identifiers. This background identifier eliminates any chance of data being duplicated or synced to the wrong accounting file.
Due to this security feature it's strongly recommended that the Key CashFlow account is not synced to a new accounting package and/or data file without an assisted migration. The cross integration will create a large number of sync errors and duplicated data that will be labor intensive and time consuming to fix in both systems which the migration process helps to mitigate.
You must have manage company and sync permissions in your user role to make accounting software changes or request a migration.
Change your accounting software
You can only make this change yourself if you have fewer than 10 syncable items (active or inactive) in your account.
- Select Settings
- Select Preferences under Import/Export
- Select Change next to the existing software setting
- Select your new accounting software
- Select Save
If you have more list items than that, the system will direct you to request a migration.
Request a migration
If you have more than 10 syncable items in your account and you need to change your accounting software or data file, contact Customer Support and request a migration appointment. We'll work with you to set up an appointment with a migration specialist, who'll be your point of contact throughout the process.
Each migration is unique. The length of the process depends on several factors:
- accounting system
- size of data
- what, if anything, needs to be resynced to the new accounting system
The migration specialist will assess the account and go over these details.
Preparation for the migration__
The standard migration process will configure the Key CashFlow account to sync to a different accounting software or data file. Here are a few tips to ensure a smooth transition:
Classifications (Chart of Accounts, Items, etc.)
All Classifications will be deactivated in Key CashFlow and Classifications in the new accounting software or data file will sync into Key CashFlow. Ensure that the Chart of Accounts and any other Classifications are up to date in the new accounting software or data file, as that is what will carry over to Key CashFlow.
Vendors and Customers
The Vendors and Customers in Key CashFlow remain active and will link together with existing Vendors and Customers in the new accounting software or data file, provided that the names are identical (including capitalization, punctuation, and spacing).
If there's a vendor/customer in Key CashFlow that doesn't exist in the new accounting software or data file, it will be created there, and vice versa.
Best practice is to review the vendor and customer list from Key CashFlow and the new accounting software or data file prior to the migration, to ensure that both lists are an exact match, in order to prevent duplications. * For example, if there's a vendor named "Acme Inc" in Key CashFlow but the name is "Acme Inc." in the new accounting software, this will result in a duplicate in Key CashFlow and the new accounting software (one with the period and one without). * If you are migrating to any version of QuickBooks Desktop, there is no name matching to link the same vendors and customers. The vendors and customers in QuickBooks will sync into Key CashFlow, causing duplicates, which Support will merge.
Only Unpaid bills and invoices in Key CashFlow at the time of the migration will be allowed to sync to the new accounting software or data file. Any bill or invoice in a Scheduled, Partially Paid, or Paid status won't sync to the new accounting software or data file.