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When we start speaking to clients about the potential move the cloud, we are usually met with uncertainty, as users are accustomed to their desktop software which they have been working on for a number of years. Some of the questions which we face on a daily basis include: “How do you get all my data from system X to your cloud based solution?” or “Do I need to do things differently now on the cloud based system?” or “What is the process to transfer my existing data to the Xero?”

Since our early conversions from desktop accounting software to Xero, we realized the importance of following a structured methodology, to ensure that firstly the data is converted accurately and represent the same “picture” as the reports on the previous accounting system. The second important part of the process, is to look at the existing systems and processes which are currently in place at the client.

As the move to Xero facilitates a different way of doing your accounting, which will more likely than require a change in how you and your organization perform certain tasks and procedures. Our aim with moving to the cloud is to automate a number of the mundane data capturing procedures, which creates a number of control gaps and leave other controls redundant. There are also instances where additional types of controls are required in your systems and processes to facilitate your company seamlessly migrating to the cloud. One way of looking at it – we are moving to an environment where we are trying to implement a higher number of preventative controls, i.e. controls which prevent mistakes or misstatements from occurring in your business processes, where traditional bookkeeping relied heavily on detective controls, i.e. controls which detects whether a mistake was made after the process or task has been completed.

We therefore encourage any client or organistation who considers the move to cloud accounting software, to also have a look at their existing processes, as you will not obtain the full benefit of cloud accounting, if you simply do what you have always done and the only change is that you are doing it on software which is now hosted in the cloud. Streamlining your processes and controls are critical elements in a successful cloud accounting software migration process.

We have a team of highly skilled professionals, who have been involved with numerous accounting software implementations, who are ready to assist you on your journey to get the most of your move to the cloud.

This article is a general information sheet and should not be used or relied upon as professional advice. No liability can be accepted for any errors or omissions nor for any loss or damage arising from reliance upon any information herein. Always contact your financial adviser for specific and detailed advice.  Errors and omissions excepted (E&OE)

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