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. Create Master Records:
   1. Customer Master.
   2. Supplier Master.
   3. Inventory item codes and producct descriptions.

Note: Highnix could provide the migration of data 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. Preparatoin for transfer:
   1. Print the Balance Sheet/Trial Balance from your old system or request it from your Accountant.
   2. Create a new Fiscal Year that precedes the current one.
   3. Set the company to use this new fiscal year.
   4. Check and create GL accounts in the new system as per the old Balance Sheet.
2. Identify Open Invoices:
   1. List all open invoices in the old ERP system.
3. Trial Balance Inclusion:
   1. Include open invoice amounts in relevant accounts when preparing the trial balance.
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 trial balance items ensuring Debits equal Credits for Asset, Liabilities, Income, and Equity.
   3. Retain Reference Copy: Print a copy in PDF or Excel for future reference after Journal Entry is completed.
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 adjustment if needed: Make adjustments to the values of the AP/AR accounts by select the Journal Entry entered in step 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.

5. Goto Setup, Company Setup to update your company's information.
6. Goto Banking and General Ledger, GL Account and add, edit or delete GL Accounts as necessary.
7. Transfer the Balance Sheet's balances from the old system to the new Highnix ERP system:
   1. Print out the Balance Sheet/Trial Balance from your old system or ask your Accountant to generate a Balance Sheet/Trial Balance that ends your existing accounting system. In Singapore, many SMEs or Micro Enterprises outsource their book keeping or accounting to 3rd party accounting service providers. These parties should be able to generate the balance sheet/Trial Balance for your company's account.
   2. Goto setup, Fiscal Years, Create a Fiscal Year that is one year before the one you created when you started. (For example, if your Fiscal year started January 1, 2023, create a fiscal year starting January 1, 2022.)
   3. Goto setup, Set the Company to use this year in Company Setup.
   4. Go to Banking and General Ledger, check if you have all the same GL accounts in the new system as the ones listed on your Balance Sheet from your old accounting system. If they do not all exist in the GL List, then create them.
   5. Create Bank Accounts for your GL bank accounts and Cash accounts. Write them down so you can easily find them later.
   6. If you use foreign currencies, you need to add the foreign currencies and with at least one exchange rate with the date earlier than the last transactions. You can access these under the Finance Mgt tab.
   7. Go into Journal Entry in Banking and General Ledger. Set the date to be the last of the year (e.g. December 31).
   8. Enter the lines from the Balance Sheet one by one. 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.
   9. If you are transfering the account balances from your old Accounting/ERP system with open invoices to Highnix ERP system, you can follow these steps:
      1. Identify Open Invoices:
         1. List all open invoices in your existing ERP system.
      2. Record in Trial Balance:
         1. Include the open invoice amounts in the relevant accounts when preparing the trial balance.
      3. Create a Journal Entry:
         1. In the new Highnix ERP system, create a journal entry to transfer the closing balances (it will become the open balances of the new system).
         2. Enter the lines in the trail balance one by one. 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.
         3. After every items are updated, print a copy in PDF or Excel format for retention. This copy of reference is very important when the next steps are performed.
      4. Enter the sub-ledger (outstanding Sales and Suppliers' invoices):
         1. Enter only the open invoices and ensure that closed items within an invoice are not entered.
         2. User may take times to enter the open invoices until they are completely entered.
      5. Reconcilation: Reconcile the open invoices in the new system against the original records from the old system.
         1. User may reconcile the open invoices entered as mentioned in section 9.4 by adjusting the value of the the AP/AR accounts back to the value as in section 9.3.2.
      6. This approach allows you to transfer balances accurately while keeping track of open invoices. It's advisable to consult with your accounting
   10. Set the normal Fiscal Year on the Company again and you are done.

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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?

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 will most likely 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.

File:Setup 1-2.jpg

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