Introduction
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This is simply a summary of the process. For complete details on configuring accounting and migrating from another system see Accounting Setup. |
The Accounting Set Up & Migration is completed over a series of Steps. Some of these will be required prior to go-live and others can follow after (when you're ready).
You can engage Actionstep or a Certified Consultant to assist you trough this process.
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If you are using a xero integration, some of this process will differ. Please see the Xero integration article |
Close Prior Period in Old System
You should get everything up to date in your old system before cutting over to Actionstep. Suggestions include:
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Step 1: Accounting Configuration
This should be done as part of the initial set up prior to Go-Live
- Setup your accounting preferences
- Cash/Accrual Basis
- Financial year start date
- etc.
- Set sales tax rates if applicable. Where we do have a sales tax return plugin for your area (VAT, GST for NZ) ensure that it's installed and configured - Sales Tax Return Plugins & Settings
- Check the Chart of Accounts - All Actionstep systems come with a Modifiable Chart of Accounts. These can be linked to other functions within the Accounting Set up so we do suggest identifying and making any changes at this point to aid correct coding down the track.
Step 2: Setting up for Time Recording
This should be done prior to Go-Live as it will enhance both the user experience and save time when it comes to that first billing run.
Set Up the required Rate Sheets - do look at the Rate sheet override section to see both how to add a rate sheet to a login, and to see how our Client Specific or Matter Specific Rates will work (this saves you having too many rate sheets).
Set up Any Activity Types - Note: The "Description" field in an Activity Type will feed the Time Entry narration.
Step 3: Billing Preferences and Printed Document Layouts
Our base system does have the most common Billing Preference set as a default and a range of Invoice Outputs set to match.
See the Setting Billing Preferences Section to make any modifications here.
If you are using Checks which run through your printer, you will need to set up the Batches and Templates.
The following areas may need word Templates set - depending on your usage:
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At this stage it may be that you wish to look at the invoice templates in your system and modify them. This step can be done later when you do have entries to invoice, as this will simplify the understanding of our merge fields |
Step 4: Create Templates for Common Transactions
Create templates for banking transactions, general journals and disbursements. Then train your accounting users on how to use the templates.
Step 5: Opening Balances
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Relax, you have time.  We don't expect you to be ready with the closing balances from your previous system on day one of the new system. |
Depending on the way your Company is configured and you usage of Actionstep these will be processed in a different manner. We have an entire section dedicated to this so that you can find the best fit. See Accounting Opening Balances.
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