Q1. How do I convert from my old accounting system to Jaz?
Follow this step by step guide to convert to Jaz.
Step 1: Import your Chart of Accounts (COA)
Go to Configurations > Chart of Accounts > Import Template > Download Template
Map it consistently with your old accounting software
You can also manually edit each COA
Step 2: Set up your accounting details in Jaz
Go to Settings > Organization Details > Accounting
Set your Financial Year End (FYE).
If you use multi-currencies, add all relevant currencies and use the exact exchange rates from your old system as at conversion date.
For this guide, we will use 31 Dec 2025 as the conversion date.
Note: The conversion date is the starting point of your accounting records in Jaz. It must be today or a past date. Many businesses choose their FYE so reporting begins cleanly from a new financial year.
Step 3: Create Accounts Receivable (AR) and Accounts Payable (AP) Clearing Accounts
Go to Configurations > Chart of Accounts > Add New accounts
Add an AR conversion clearing account
Account name: AR Conversion Clearing Account
Account type: Non-current asset
Add an AP conversion clearing account
Account name: AP Conversion Clearing Account
Account type: Non-current liability.
Notes:
You can choose any name for these clearing accounts.
AR/AP clearing accounts act as temporary holding accounts during conversion to prevent duplicate AR and AP balances.
Step 4: Generate & Review your Trial Balance (TB)
Generate TB from your old system as at conversion date.
Make sure the TB is balanced.
Step 5: Recreate Outstanding Invoices and Bills.
Your Invoices should total the amount of your TB’s AR balance
Set the invoice date as at conversion date or before.
Under Accounts, choose the AR clearing account you’ve set up in step 3.
Input a customer (optional)
Your Bills should total the amount of your TB’s AP balance
Set the bill date as at conversion date or before.
Under Accounts, choose the AP clearing account you’ve set up in step 3.
Input a supplier (optional)
Step 6: Transfer your Trial Balance (excluding AR and AP)
Go to Settings > Configurations > Chart of Accounts > Transfer Trial Balance
Make sure you’ve set the correct transfer date as of conversion date.
Transfer the Debits and Credits for each account except for AR and AP, for now.
Step 7: Balance the AR and AP clearing accounts
AR in your TB = input as debit in AR conversion clearing account
AP in your TB = input as credit in AP conversion clearing account
Notes:
After this step, both clearing accounts should have 0 balance.
Do not enter any amounts directly into the Accounts Receivable or Accounts Payable control accounts. Only use AR/AP clearing accounts.
Step 8: Double check everything before saving.
Total debits equals total credits
Trial Balance in Jaz matches your old system as at conversion date, 31 Dec 2025.
AR and AP balance from TB were entered in the AR & AP clearing accounts and not in the AR/AP accounts.
Step 9: Save.
A Transfer Trial Balance journal will be generated.
Q2. Which balances do I enter in Transfer Trial Balance?
Balance sheet accounts: enter the closing balance of every asset, liability, and equity account from your old system’s Trial Balance as at the conversion date, except Accounts Receivable and Accounts Payable
Profit and loss accounts: if you convert mid-year, enter your income and expense balances as at the conversion date so your year-to-date results carry over to Jaz
Converting at FYE: enter income and expense balances as shown on your Trial Balance. If your old system has already closed the year into Retained Earnings, these accounts will be zero and you only enter balance sheet accounts
Accounts Receivable and Accounts Payable: do not enter these on the Transfer Trial Balance screen. Use the AR and AP clearing accounts in Steps 5 and 7 instead
Transfer date: set it to your conversion date, which must be today or a past date
Note: Total debits must equal total credits before you save.
Q3. How long does conversion usually take?
Conversion can typically be done in a day.
Q4. What if I made a mistake with my Transfer Trial Balance?
You can void and then delete the Transfer Trial Balance Journal to reset the conversion.
Q5. If I convert as of last year’s FYE but only begin using Jaz mid-year, how do I ensure my outstanding invoices and bills are properly reflected?
After transferring your Trial Balance as at FYE, you can recreate your invoices and bills in either of the following ways:
Option 1: Import or recreate all invoices and bills from FYE up to the current date
Option 2: Post a summary journal entry to reflect the net movement in AR and AP from FYE to the current date.
Q6. What are the implications of converting mid-year?
Because Jaz does not contain historical data before the Conversion Date:
Certain tax reports (such as SLSP and QAP) may not be generated correctly. For example, if you convert on 28 Sept 2025:
Transactions from 1 January 2025 to 27 Sept 2025 will remain in your old system.
Jaz will only contain opening balances as at 28 Sept 2025 and transactions recorded after that date.
If you require complete tax reporting within Jaz for the full financial year, it is recommended to convert at FYE instead.