Many Exchequer systems hold ten years or more of transactions. You'll need some of it after you move, for VAT questions, audits, customer queries and HMRC record-keeping rules. The question is where it should live.
Your options
1. Keep a full extract on file
Extract everything to CSV and JSON and store it safely. Your team can search the CSV files in Excel whenever a question comes up.
Good for: most businesses. Low cost, no extra systems. Watch out for: it's a lookup, not a live ledger.
2. Import it into your new system's archive
Some systems, such as iplicit, can import the full JSON extract into an accounts archive area. Old transactions can then be looked up from inside the new system.
Good for: teams that look things up often. Watch out for: check your new system supports it before you choose.
3. Bring in summary balances
Load monthly nominal balances for the last year or two so the new system can show comparative reports. Keep the detail in your extract.
Good for: year-on-year reporting. Watch out for: needs agreeing with your implementation partner.
4. Keep Exchequer running read-only
Some users are offered a Right to Use archive licence for this. See our RTU guide.
Good for: people who want the old screens. Watch out for: cost, and keeping an old system running for years.
Our suggestion
For most businesses, option 1 covers the need, and options 2 or 3 add convenience. Whichever you choose, take a full extract before you switch Exchequer off. It's the one step you can't go back and do later.
Very large history? See Extracting very large datasets.