What to extract
| Data | Why you need it | Format |
|---|---|---|
| Customers and suppliers | Set up accounts in the new system, with addresses, contacts and terms | CSV |
| Stock and jobs | Products, bills of materials, serial and batch data, projects | CSV |
| Prices and discounts | Customer and supplier special prices, quantity breaks, multi-buy | CSV |
| Set-up and lookups | G/L accounts, VAT rates, cost centres, departments, currencies, locations, employees, analysis codes | CSV |
| Open items | Unpaid sales and purchase invoices for opening balances | CSV |
| Stock balances | Quantities and values by location for opening stock | CSV |
| Transaction history | Your record of the past, for queries, audits and VAT | CSV and JSON |
| Links and notes | References to documents and notes held against records | JSON |
| Linked documents | The files themselves, such as scanned invoices | Copy the folder, or see our guide |
When to extract it
- Now: a full backup in CSV and JSON, while everything still works.
- During testing: master files and open items to trial-load into the new system and train your team.
- At cut-over: final open items and stock balances at your last period end on Exchequer.
- On your last day: a final full extract to keep as your archive.
The licence lets you run the tool as often as you like, so you can repeat any of these steps.
Who needs what
- Your finance team: CSV files to open and check in Excel
- Your implementation partner: CSV files to map into the new system's import templates
- Your archive: the full JSON extract, plus CSV for easy reading
Before you finish
Every company in your Exchequer is included
Open item totals agree to your aged debtors and creditors reports
Files are stored somewhere safe and backed up, with access limited to the right people
Someone other than the person who ran it has opened and checked the files
See every file before you start
Get 25 sample CSV files from the Exchequer demo company.
Get the sample pack