Are you moving your accounts from another system to Catacloud? Here is the process — from exporting your data to being ready to start bookkeeping.
Tip: The end of a financial year or the start of a new VAT period is a natural time to switch systems, but you can switch at any time.
1. Export data from your old system
Export what you need to bring with you. The most common items are:
Customer and supplier list
Product / item catalogue
Chart of accounts
SAF-T file – contains the opening balance and any transactions for previous years
Invoice and voucher history for reference (can be kept in the old system)
Remember to retain access to the old system until you have verified that everything is correct in Catacloud.
2. Create the company and complete the basic setup
Before importing data, the basic settings should be in place: company details and chart of accounts.
3. Import the SAF-T file
The SAF-T file is the most important import — it brings your opening balance and any transactions from a previous financial year into Catacloud.
IMPORTANT — this is critical: You cannot import a SAF-T file after you have started bookkeeping. Always complete the SAF-T import before posting any vouchers. When importing multiple files, import them in chronological order.
How to import:
Go to Administration → Data Transfer.
Select SAF-T import and upload the file.
You will see a selection screen showing everything that can be imported from the file. Tick what you want to include.
What can be imported?
Accounts – always pre-selected (grey tick) and cannot be deselected. The chart of accounts from the SAF-T file is always imported.
Customers and Suppliers – contacts from the old system. Can be deselected.
Departments and Projects – dimensions used in the old accounts. Can be deselected.
Employees – not supported. Employees must be added manually in Catacloud.
Accounting – see below.
What does «Conflicts» mean?
If a category shows for example «Conflicts 4», it means some entries from the SAF-T file already exist in Catacloud but with different information. Click the arrow to the right of the category to see details.
For each conflict you choose one of three actions in the ACTION column:
Map to – link the SAF-T entry to an existing entry in Catacloud. Data from the SAF-T file is not used; you keep what is already in Catacloud.
Overwrite – replace the information in Catacloud with what is in the SAF-T file.
Create new – create a new entry in Catacloud based on the SAF-T file, in addition to the one that already exists.
Entries without a conflict (green tick) are mapped automatically and require no action.
Which action should you choose?
For most people switching systems this is a first-time import, and the rule of thumb is simple: choose Map to if you want to keep information already entered in Catacloud (for example payment terms or notes). Choose Overwrite if you want the SAF-T file to be the master record and update what already exists. Avoid Create new for customers and suppliers — it can create duplicates in the register.
Accounting options — two alternatives under «Accounting»:
Vouchers and transactions – imports the accounting entries for the year the SAF-T file covers. Use this if you want historical vouchers to be visible in Catacloud.
Add opening balance – imports only the opening balance for the SAF-T file's year. Use this to start with the correct opening balance without importing all historical transactions.
You can tick both, or just one, depending on your needs.
Error message: «You must select a clearing account for the difference»
This error appears when there is a difference between debit and credit in the SAF-T file. Catacloud needs an account to park the difference so that the import balances. Select a suitable account in the Select account field (typically a clearing account, for example 2960). Contact us in the chat if you are unsure which account is appropriate for your case.
4. Import customers, suppliers and products
Customers, suppliers and products can be imported via Excel file. Go to Administration → Data Transfer and click Import for the relevant type. Download the template provided, fill it in and upload it.
The customer file is an Excel file with the following fields. Only Name is required — all other fields are optional:
Name (required)
Organisation number, Customer number
Address, Postcode, City, County, Country code
Phone, Mobile, Fax, Email, Invoice email, Website
Payment terms in days (default: 14), Discount percentage
Invoice currency, Invoice language, Invoice delivery method (Email, post, print, peppol, e-invoice, direct debit, digipost)
Type (private / company), VAT registered (1/0), Active (1/0)
The supplier file has the same format. Click «import description» next to each type to download the template with all columns and accepted values.
5. Verify that the figures are correct
After the import, check that the following match your old system:
Trial balance – verify that all accounts have the correct balance.
Accounts receivable ledger – confirm that open items are assigned to the correct customer.
Accounts payable ledger – confirm that open items are assigned to the correct supplier.
If everything matches, you can optionally import the next financial year in the same way.
Note: Once you start bookkeeping, the import is locked and cannot be deleted without causing errors. Verify thoroughly before posting anything.
6. Set the next invoice number
If you are switching systems mid-year, it is important to set the correct next invoice number in Catacloud so there are no gaps in the number sequence.
Go to Administration → Invoice and update the field for the next invoice number.
7. Connect to the bank
Once you have verified that the trial balance is correct, you are ready to connect to the bank and retrieve transactions.
Frequently asked questions
What happens to my old accounts? You keep them in the old system for as long as you have access there. Export everything you need before cancelling your subscription.
When is a good time to switch? Around a new financial year or a new VAT period involves the least double-work, but it is perfectly possible to switch at any point during the year.
When should you contact us?
Get in touch via chat before you start the transfer, especially if you are unsure how to export a SAF-T file from your old system. Let us know which system you are switching from and we will help you from there.