Data Migration from E-Conomic

#Migration overview

Migrating from E-Conomic involves:

1. Prepare: Understand what data transfers to Light
2. Export: Export data from E-Conomic
3. Transform: Convert E-Conomic format to Light format
4. Import: Import transformed data to Light
5. Validate: Verify migrated data is accurate
6. Cutover: Switch to Light as primary system

The process typically takes 2-4 weeks depending on data volume and complexity.

#What transfers from E-Conomic

Light can import from E-Conomic:

• Chart of accounts: GL accounts and structure
• Customers: Contact information, payment terms
• Suppliers: Vendor information, payment terms
• Invoices: Outstanding AR invoices (unmatched payments)
• Bills: Outstanding AP bills (unpaid)
• Payments: Customer payments and supplier payments (if needed for audit trail)
• Fixed assets: Asset register with depreciation
• Budgets: Budget data (if applicable)

What typically doesn't transfer:

• Historical transactions >1 year old (migrated via opening balances instead)
• Closed invoices/bills (migrated via GL balances)
• Internal notes (not easily portable)

#Pre-migration steps

Before exporting from E-Conomic:

1. Close prior year: Close all prior-year transactions in E-Conomic
2. Reconcile: Complete all bank reconciliations
3. Validate GL: Ensure trial balance balances
4. Document processes: Note E-Conomic-specific processes that will change in Light
5. Set cutover date: Decide when to switch to Light (typically month-end)
6. Prepare team: Train team on Light before cutover

This ensures clean migration.

#Exporting from E-Conomic

Export all necessary data:

1. Log into E-Conomic
2. Navigate to Settings (gear icon) > Data > Export
3. Export each module:
   • Chart of Accounts: General → Account (export structure, names, balances as of cutover date)
   • Customers: CRM → Customers (names, addresses, terms, contact info)
   • Suppliers: Suppliers (names, addresses, terms, payment methods)
   • Invoices: Sales → Invoices (outstanding AR only)
   • Bills: Purchases → Bills (outstanding AP only)
   • Fixed Assets: Assets (asset register with cost, depreciation, book value)
4. Export as CSV or Excel format
5. Store exports safely

#Preparing E-Conomic data for Light

E-Conomic and Light have different data structures. Transform E-Conomic exports:

Chart of Accounts mapping:

E-Conomic uses 4-level account structure (Main Group, Main Type, Sub Type, Group). Light uses flat account codes.

• E-Conomic: 4.5000.1 (liability, payables, trade payables, individual)
• Light: 2010 (Accounts Payable)

Create mapping between E-Conomic and Light account structure.

Customer mapping:

E-Conomic exports customer data in its format. Light needs:

• Customer ID, Name, Contact, Email, Address, Terms

Transform using Excel or Python script to match Light requirements.

Invoice and bill migration:

E-Conomic invoices have line item detail. Transform to:

• Document number, customer/vendor, date, total amount, tax
• Line items with account coding and amounts

#Creating mapping templates

Create Excel templates for transformation:

Template 1: Account Mapping

E-Conomic Account	Light Account Code	Light Account Name	Transfer?
4.5000.1	2010	Accounts Payable	Yes

Template 2: Customer Mapping

E-Conomic ID	Customer Name	Contact	Email	Light Terms
ACME-DK	Acme Corp	John	john@acme.com	Net 30

Template 3: Invoice Mapping

E-Conomic #	Customer	Amount	Tax	Light Account
INV-100	Acme	10000	2000	1200

Use these templates to guide transformation.

#Data transformation process

Transform E-Conomic data to Light format:

1. Accounts: Map E-Conomic accounts to Light account codes based on nature (asset, liability, etc.)
2. Customers: Create Light customer records from E-Conomic customer exports
3. Suppliers: Create Light vendor records
4. Invoices: Transform E-Conomic invoice format to Light format
5. Bills: Transform E-Conomic bill format to Light format
6. Opening balances: Create JE for opening balances as of cutover date

Tip: Use Python, Excel, or specialized migration tools to automate transformation. Manual transformation is error-prone for large datasets.

#Importing to Light

Once transformed, import to Light:

1. Follow Light's data import process (Settings (gear icon) > Import Data)
2. Import in this order:
   • Chart of accounts (so accounts exist for other data)
   • Customers and vendors
   • Opening balances (GL accounts initialized)
   • Outstanding invoices (AR)
   • Outstanding bills (AP)
   • Fixed assets (if using Light asset tracking)
   • Budgets (if applicable)
3. Validate each import before proceeding to next
4. Use Light's import preview to verify data looks correct

Light guides you through each import type.

#Validation after import

After importing, validate data is accurate:

1. Trial balance: Compare Light GL trial balance to E-Conomic trial balance (should match)
2. AR aging: Compare Light AR aging to E-Conomic AR aging
3. AP aging: Compare Light AP aging to E-Conomic AP aging
4. Account balances: Spot-check major accounts (cash, AR, AP, equity)
5. Customer/vendor counts: Verify number of active customers/vendors matches

Discrepancies indicate transformation errors to fix.

#Parallel running period

Optionally run both systems in parallel for verification:

1. Continue posting to E-Conomic for 1-2 weeks
2. Also post to Light
3. Compare results between systems
4. Once confident Light is accurate, switch over
5. Archive E-Conomic as backup

This reduces cutover risk but requires duplicate data entry.

#Cutover execution

When ready to switch to Light:

1. Final E-Conomic close: Close E-Conomic for the cutover month (month-end typical)
2. Final GL balances: Export GL as of cutover date from E-Conomic
3. Final import to Light: Import final GL balances and any last-minute invoices/bills
4. Announce cutover: Notify team Light is now primary system
5. Disable E-Conomic posting: Stop posting to E-Conomic (archive only)
6. Begin Light posting: All new transactions post to Light

Cutover typically happens on a Friday to allow full week of Light before next close.

#Post-cutover reconciliation

After cutover, reconcile accounts:

1. Bank reconciliation: Reconcile cash accounts to bank statements
2. AR reconciliation: Reconcile AR subsidiary ledger to GL
3. AP reconciliation: Reconcile AP subsidiary ledger to GL
4. Fixed asset verification: Verify asset register integrity
5. Customer contact verification: Contact customers to verify AR balances

This ensures migration accuracy.

#Handling E-Conomic-specific features

Some E-Conomic features may not transfer directly:

E-Conomic workflows: May need to be rebuilt in Light using different tools.

E-Conomic integrations: Redirect integrations from E-Conomic to Light.

E-Conomic custom fields: Map to Light custom properties.

E-Conomic approval workflows: Implement similar workflows in Light.

Document these changes and update processes accordingly.

#Common migration challenges

Multi-currency: E-Conomic uses different currency handling than Light. Test FX conversion carefully.

Custom accounts: E-Conomic may have accounts not matching standard GL structure. Create corresponding Light accounts.

Complex tax: E-Conomic's tax handling may differ. Test VAT calculations in Light.

Dimensional accounting: E-Conomic supports dimensions. Use Light cost centers and custom properties to replicate.

#Team training

Train your team on Light before cutover:

1. Accounting basics: How transactions work in Light
2. Invoice processing: Creating AP and AR invoices
3. Reconciliation: Bank and account reconciliation in Light
4. Reporting: Generating reports in Light
5. Month-end close: Light's close process

Invest in training to ensure smooth adoption.

#Ongoing E-Conomic archive

Keep E-Conomic available for reference:

1. Export final state of all E-Conomic data
2. Archive securely (cloud storage, archive server)
3. Keep login available for password-protected access
4. Maintain for historical reference (audits may require it)
5. Eventually decommission (typically after 7+ years per retention policy)

This preserves historical data if needed.

#Related articles

• Data import and migration tools
• Data migration from QuickBooks
• Cutover fundamentals and execution
• Audit-ready record keeping