Migrate from ContaPlus to CONTASOL Without Losing Data

Defining what "keeping the history" actually means

Before importing, the company must decide what it needs inside the new system and what can remain in a protected archive:

• Chart of accounts and sub-accounts.
• Journal entries and descriptions.
• Opening and closing balances.
• VAT and withholdings.
• Due dates and the receivables/payables ledger.
• Fixed assets and depreciation.
• Cost accounting or projects.
• Documents and attachments.
• Closed fiscal years.
• Reports and official ledgers.

"Everything" is not a verifiable requirement. Each category needs a defined period, purpose, output format and a query test.

Pre-migration inventory

Record:

Companies with a different account-code length or legacy structures require specific tests. The official documentation covers particular cases, such as companies using twelve-digit accounts.

Backup and preservation

Never migrate using the only original copy. You must keep:

1. A native ContaPlus backup.
2. A copy of the folders or files required for the import.
3. Exports in readable formats.
4. Control reports taken before the changeover.
5. An integrity checksum or log where applicable.
6. Instructions for opening the historical archive.

Verify the restore itself, not just that the ZIP file exists. Keep the old system available in read-only mode for the defined period, with limited access.

Preparing the data

Before importing:

• Run the available verification checks.
• Fix unbalanced entries and incomplete journal entries.
• Review dates that fall outside the fiscal year.
• Identify duplicate sub-accounts.
• Standardise tax IDs and names.
• Close periods that should already be closed.
• Document any issues that cannot be fixed.
• Delete temporary files only if a backup exists.

Migrating an error doesn't make it correct. You should also avoid "cleaning up" an already-filed fiscal year without traceability.

Official import routes

TeamSystem's help centre documents several routes, including:

• Import from the ContaPlus option under Utilities > Imports.
• Importing ContaPlus data files.
• Creating a company or fiscal year from the Sage/ContaPlus options.
• Importing certain data from formats such as Excel or OpenOffice.

The exact route depends on the version installed. Before running it, check the current help documentation and, if in doubt, contact official support. Do not mix instructions from older versions.

Test environment

The first import is run on a test company, never on the live one. Record:

• Date and person responsible.
• Source and target versions.
• Backup used.
• Options selected.
• Warnings and errors.
• Duration.
• Imported record counts.
• Subsequent corrections.

If it's run again, create a clean company. Do not import on top of a previous attempt, as it can duplicate data.

Recommended sequence

1. Install and update CONTASOL.
2. Set up the environment and permissions.
3. Import a representative company.
4. Review the chart of accounts and configuration.
5. Reconcile a closed fiscal year.
6. Test the open fiscal year.
7. Validate modules and reports.
8. Rehearse a full cutover.
9. Approve or revise the plan.

A company with more exceptions makes a better pilot than the simplest one.

Accounting reconciliation

Acceptance requires figures that are comparable before and after:

Classify any differences: unsupported data, configuration, source error, rounding, filtering or import failure. Each one needs a decision and supporting evidence.

Taxes and ledgers

Check that tax codes, rates, deductibility, pro-rata, dates and entries are interpreted correctly. Compare tax forms and ledgers for periods already filed, without amending any return over a technical difference that hasn't had a proper tax review.

The accounting or tax advisor validates the relevant reports. The technical migration does not replace this review.

Cost accounting, fixed assets and receivables/payables

These modules usually need extra attention. The import may not replicate every field or relationship. You need to decide between:

• Native migration.
• Template-based upload.
• Opening balance plus a historical archive.
• Controlled rebuild.

For fixed assets, reconcile cost, acquisition date, accumulated depreciation and useful life. For receivables/payables, reconcile third party, due date, amount and status. For cost accounting, reconcile cost centres, projects and allocation.

Documents and traceability

Attachments may not travel with the journal entries. The plan should state where invoices, supporting documents and links will live. If a separate repository is kept, use shared identifiers and permissions.

Traceability means being able to answer: which system the data came from, when it was imported, what transformation it underwent, and who approved it.

Cutover and rollback

The cutover defines:

• Freeze date and time.
• Operations that cannot be recorded.
• Final backup.
• Final import.
• Mandatory reconciliations.
• Authorisation to go live on CONTASOL.
• Reinforced support period.

The rollback plan states how far you can go back to ContaPlus. Once real transactions have been recorded in both systems, rolling back can create two separate ledgers. That's why the abort criteria must be applied before the new system goes live.

Security and data protection

Accounting backups contain data on customers, suppliers, staff and bank accounts. They must be encrypted, access-restricted, and deleted from the migration machine once finished. If a vendor is involved, review the contract, remote access, sub-processors and data return.

In CONTASOL, create individual user accounts with minimum permissions. Don't carry over a shared administrator account without proper review.

Training and operation

Training should use real tasks:

• Opening entries and journal posting.
• Invoices and taxes.
• Reconciliation.
• Due dates.
• Closing and locking periods.
• Reports.
• Backups and restores.

During the first few weeks, log every incident and avoid making direct database corrections without support and supporting evidence.

Phased plan

Week 1: diagnosis

Inventory, backups, scope and control reports.

Week 2: pilot

Import of the test company and first reconciliation.

Week 3: correction

Mappings, configuration, modules and training.

Week 4: dry run

Timed full cutover and rollback rehearsal.

Week 5: go-live

Freeze, final import, acceptance and support.

This timeline is indicative and depends on data volume and quality.

Common mistakes

1. Importing without testing the restore first.
2. Assuming no error messages means success.
3. Comparing only the overall balance.
4. Importing twice into the same company.
5. Forgetting attachments and modules.
6. Not keeping a queryable version of the old data.
7. Changing account-code length without a mapping.
8. Running both systems live at the same time.
9. Not validating taxes with the advisor.
10. Deleting backups too soon.

Acceptance checklist

• Native, readable backups verified.
• Versions and the official route confirmed.
• Pilot import documented.
• Record counts and Debit/Credit reconciled.
• Balance sheet, P&L and taxes compared.
• Cost accounting, receivables/payables and fixed assets reviewed.
• Attachments and history accessible.
• Security and users configured.
• Cutover and rollback rehearsed.
• Accounting sign-off signed.

Frequently asked questions

Can CONTASOL import ContaPlus data?

Yes, TeamSystem documents specific utilities for this. Exact compatibility depends on versions and data structure.

Do I need to import every fiscal year?

Not always. You can keep a queryable historical archive and migrate only the balances or fiscal years you actually need, depending on your obligations and operations.

How do I know the migration went well?

Through reconciliations by fiscal year, account, tax and module — not simply because the process finished.

Can I repeat the import?

Yes, in a clean environment. Repeating it on top of existing data can duplicate information.

Official sources consulted

• TeamSystem: importing a previous fiscal year from ContaPlus.
• TeamSystem: importing ContaPlus data files.
• TeamSystem: import formats supported by CONTASOL.

Summum Sistemas can run the inventory, pilot, reconciliation and cutover — with full evidence and a rollback plan.