Migration
Part of Chart of accounts and accounting setup
Mapping existing accounts into a new system
Build an account crosswalk, resolve merges and splits, and check the new chart and opening figures against old records.
Map every old account to a deliberate destination before importing a new chart. Record the old code and name, proposed new code and type, treatment of any balance, reason for the choice and reviewer. Mapping account structure is separate from deciding how much transaction history to move.
Export and classify the old chart
Save the existing account list and a closing trial balance for a stated date. Mark each old account retain, merge, split, replace or retire. Note accounts with balances, automated postings or reports that still rely on them.
Do not decide from names alone. ‘Deposits’ might mean customer money received in advance, deposits paid to suppliers or unidentified bank receipts. Review the transactions and current account type before choosing its destination.
Map each old account type to the new classification that reflects what it represents: asset, liability, equity, income, cost of sales, expense, other income or other expense. Check the new system’s available types and linked-account requirements, and ask your accountant about uncertain classifications.
Crosswalk field / Purpose
- Old code and name
- Preserves the source reference.
- Old type and closing balance
- Shows what must be classified or explained.
- New code, name and type
- Defines the destination.
- Action and reason
- Explains a merge, split or retirement.
- Related rule or report
- Identifies settings that may need updating.
- Reviewer and status
- Separates approved decisions from open questions.
Old Account Status Actions and Their Implications
- RetainKeep the account unchanged in the new system; suitable for accounts with unique or specific functions.
- MergeCombine multiple old accounts into one new account; requires summing signed balances at a closing date.
- SplitDivide one old account into multiple new accounts; needs supporting transaction detail or allocation logic.
- ReplaceMap an old account to a different new account type, often due to structural changes in the chart.
- RetireDiscontinue use of the account; ensure no ongoing transactions or reports depend on it.
Resolve merges and splits
A many-to-one mapping can combine old accounts that genuinely describe the same kind of balance or cost. Add their signed balances at the same closing date and retain the crosswalk so earlier reports remain intelligible. If the new classification changes, document that change rather than assuming totals in every report will look the same.
A one-to-many mapping needs supporting detail. Obtain transaction records or a schedule, have the accountant agree on the allocation and record how each resulting amount was calculated. If the detail is missing, leave the split unresolved; the account name alone cannot justify a proportion.
Review bank, receivables, payables, GST and clearing accounts separately because a new product may use linked or system accounts. MYOB Business and AccountRight accept category imports in .TXT or .CSV format; MYOB recommends using its sample template, keeping the brackets in the first row and the headings in the second.
Treat importing the chart as separate from checking opening balances and unpaid items: obtain suitable financial information, such as a trial balance, and enter unpaid invoices as required.
Account Mapping Process Overview
- Export old account list and closing trial balanceUse a defined date to capture all balances before migration.
- Classify each account by type and actionAssign Retain, Merge, Split, Replace or Retire based on function and balance.
- Resolve merges: sum balances, document rationaleEnsure totals are accurate and consistent across reports.
- Resolve splits: obtain detailed records, get accountant approvalDo not split without clear allocation rules or source data.
- Validate crosswalk and opening balancesCompare mapped results against original figures and adjust as needed.
Validate the result
Compare the destination chart with the approved crosswalk. Check that every old account has an explained disposition and that every new account has a purpose. Then compare the new opening trial balance with the mapped closing figures, allowing for documented year-end entries, adjustments and classification changes. Investigate differences in date, sign, type or omitted accounts.
Review tax code defaults, linked accounts, report groupings and posting rules that refer to old codes. Keep the crosswalk and the dated source and destination reports for the first reporting period.
