Data Migration and Initial Setup

When A New Accounting System Is Setup, How Do I Start To Use the System and How To Transfer My Account Balance From My Old System To The New One?

Ans: When a new system is setup for you or your company, you should perform the following steps:

Setting Up New Highnix ERP System:

1. Update Company Information:
   1. Navigate to Setup > Company Setup to ensure your company's information is up to date.
2. Create Bank Accounts:
   1. Create bank accounts for GL bank and cash accounts. Go to Finance Mgt,
3. Manage Foreign Currencies:
   1. If using foreign currencies, add them with at least one exchange rate dated earlier than the last transaction.
   2. It can be performed by going to Finance Mgt, Maintenance, Add or Edit Foreign Currencies and Update Exchange Rates Tables.
4. Create GL Accounts:
   1. Go to Finance Mgt, Maintenance, Click on GL Chart of Accounts to add, edit, or delete accounts as necessary.
5. Configure the default GL Account Codes and other default values:
   1. Go to System Setup, System and General GL
   2. Negative Inventory Allowed.
6. Create Master Records:
   1. Customer Master.
   2. Supplier Master.
   3. Inventory item codes and producct descriptions.

Note: Highnix support could provide the migration of data services for Items 4 and 5 at a fee or free depending on the package. Please reach out to the sales representative for the arrangement.

Transferring Open Balance and Open Invoices to Highnix ERP:

1. Preparation for Transfer:
   1. Obtain Balance Sheet/Trial Balance: Print the Balance Sheet or Trial Balance from your old ERP system, or request it from your accountant or accounting service provider.
   2. Exclude AP/AR Balances: When transferring the balances, exclude the Accounts Payable (AP) and Accounts Receivable (AR) balances from the Balance Sheet or Trial Balance. The related amounts must also be removed from the Assets and Liabilities sections to maintain the equation: Assets = Liabilities + Equity.
      • For sales invoices, where sales revenue is credited (CR) and trade debtors are debited (DR), the amounts need to be reversed. This also applies to corresponding GST amounts.
      • For supplier invoices, where purchase amounts are credited to Trade Creditors and debited to Inventory, these amounts should also be reversed accordingly.
   3. Set Up the New Fiscal Year: Create a fiscal year that precedes the current one in the new Highnix ERP system, and set the company to use this fiscal year.
   4. Review and Set Up GL Accounts: Cross-check the GL accounts in Highnix ERP and ensure they match those from the old Balance Sheet. Create any missing accounts as necessary.
2. Identify Open Invoices:
   1. List all open invoices including the Sales and Supplier invoices in the old ERP system.
   2. These invoices will be entered to the new Highnix system.
   3. Note that users may want to consider to agreegate the outstanding items into one item per invoice for easy management. This will be up to the user who manage the open invoices.
3. Balance Inclusion:
   1. Include open invoice amounts in relevant accounts when preparing the trial balance or balance sheet.
4. Journal Entry for Closing Balances:
   1. In Highnix ERP, create a journal entry to transfer closing balances of old system, now becoming open balances of the new Highnix ERP system.
   2. Enter the balance items (from the Trial Balance) ensuring Debits equal Credits for Asset, Liabilities, Income, and Equity.
   3. If you use Balance Sheet, enter Asset as Debit, Liabilities, Income and Equity (Capital) as Credit, You should end up with DEBIT total equal to the CREDIT total or zero difference because the debits and credits should equal on your Balance Sheet.
   4. Retain Reference Copy: Print a copy in PDF or Excel for future reference after Journal Entry is completed. This Journal Entry will be used later to make adjustment to the Journal after the sub-ledgers are entered.
5. Enter Sub-ledger (Outstanding Invoices):
   1. Enter only open invoices, excluding closed items within an invoice.
6. Reconciliation: Reconcile open invoices in the new system against records from the old system.
   1. After the open sub-ledgers invoices are entered, make adjustments to the values of the AP/AR accounts by editing the Journal entered in step 4.4.
7. Retain Records:
   1. Keep a record of the steps and adjustments made during this process in case the data need to be reviewed.
8. Set Normal Fiscal Year:
   1. Set the company's fiscal year back to its normal setting.
9. Consult with Accounting Experts: It's advisable to consult with accounting professionals for guidance tailored to your specific situation.

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If My System Is Installed On My Company's Server or PC, Can I Access The System If I Am At Home Or Travel? If So, How? [This applies to only the lagacy version]

Ans: Yes, you can. There are some requirements you need to meet before you can setup the Remote Access. From user's standpoint, these requirements are very simple. They are:

1. The hardware should be a Win7 or Win8 PC.
2. The Server should have a connection to the Internet.
3. You need to allow our technical support personnel to login to your Internet router to make some configuration.

Please contact our distributor/Value Added Reseller near you for technical support.

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Data Backup. What If I Click the Backup Button More Than Once?

Ans: If you click the Backup Button more than one time within the same minute, you may corrupt the backup database file. As the system will create the backup file with the name taken from the date, hour and minute, you should not click the "Create Backup" button more than once within the same minute. Otherwise, it will mess up the first back up file created under the same date, hour and minute.

The best way to do backup is to click the backup button once. If you need to create another backup file, wait for the next minute before you click on the backup button again.

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How To Add Company's Logo?

Ans: You can add your company's logo and this logo will appear on the top left corner on your documents such as Sales Quotation, Sales Invoice, Purchase Order, Delivery Note...etc. To add your company's logo, please have your logo ready in jpg format. Use any graphic software to create your logo and save it in jpg format. The size may be around 2.5cm x 4cm. The software will automatically make some adjustment if it is bigger than the specific size.

Go to Setup, Company setup as shown.

Click on "Choose File" button and a pop up window will appear. Navigate to the folder where your logo file is located and choose that file and click on "Open". Then click on the "Update" button. That is it.

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