Introduction

An ERP changeover can take place in several ways, depending on the changes between the old and new system. If chart of accounts and financial dimensions are retained, the transition becomes smoother. However, it often requires changes in posting principles and dimension structures, which also need to be updated in Acubiz. There may also be new API-based integrations between Acubiz and the new ERP system that must/can be considered.

Acubiz is built to be ERP-flexible. This means that Acubiz is used to being connected from one system to another. Here are the most important points you should include in your checklist, specifically aimed at the transition with your Acubiz solution—regardless of whether you have one or multiple companies in Acubiz.

Contents of this article:

• Test Environment - Implementing New Setup
• Integration and Data Transfer
• Cut-over Phase (The Transition)
  • Emptying Strategy - Handling Open Items
• User Experience and Organization
   

Test Environment - Implementing New Setup

We recommend purchasing a separate test environment from Acubiz. This will give you the opportunity to safely and securely work with the new setup in an isolated and closed test environment without making changes directly in your production environment. This way, you can minimize the risk of errors or disturbances in daily operations.

A test environment also allows you to conduct thorough tests and fine-tune the setup well in advance of the final transition. This ensures that all functions work as expected and that any issues can be identified and resolved without pressure. Furthermore, the test environment can be connected to your own ERP test environment, creating an integrated and realistic test platform. This makes it possible to simulate the entire workflow and ensure a smooth transition to the new setup.

ℹ️ Please see: Acubiz Test Environment: Prerequisites

Integration and Data Transfer

This is the most critical point. Acubiz must be able to "communicate" with the new ERP system from day one.

API vs. File Transfer:

Regardless of whether your current integration between your Acubiz solution and your current ERP system is API- or file-based, an ERP change can introduce a change in the integration. It may be that your current integration is API-based and that your new ERP integration needs to be file-based or vice versa. Most often, we see that an ERP change switches the integration from file-based to API integration.

We have several partners where integrations are already established that can communicate with Acubiz.

• Microsoft Dynamics D365FO
• Microsoft Business Central D365BC
• Uniconta
• E-conomic
• Unik Advosys and Unik Bolig
• Code yourself against our API: Acubiz SOAP API Documentation

Master Data Synchronization

Master data is an important point that must be included in the implementation of a new ERP system. If you already have an API or file integration between Acubiz and your internal systems that provide employee data, you need to consider what should be changed and retained:

• ERP as source system
  If it is your current ERP system providing employee data, changes must be made so that going forward it is the new ERP system delivering this data. If the new ERP cannot provide the same data, then consideration must be given to another source system that will supply data to Acubiz.
• Third-party system as source system
  If the source system is not your current ERP system, it may well be that the same source system can deliver the same information to Acubiz. Changes may still be necessary, as some of the data sent to Acubiz is affected by the switch to the new ERP system. This could be postings (intercompany accounts or creditor numbers), as well as default financial dimension affiliations (department, cost centers, etc.)

In any case, these are important elements to consider during the change.

Account Mapping:

The new ERP system may have a fundamentally new setup. All of these must be correctly mapped in Acubiz before the first file is transferred. Here, an Acubiz test environment will be a great help to get started well.

Everything that may be affected in Acubiz relative to your current setup includes:

• Dimensions in Acubiz
  This includes new dimension levels and new dimension elements, such as "Department," "Cost Center," "Projects," etc.

• Chart of Accounts (cost types)
  The list of cost types must be updated with mapping to the new account numbers used in the new ERP system.

• VAT Codes
  The VAT codes in Acubiz must be updated to reflect the new VAT codes used in the new ERP system.

• Credit Card Posting
  Account numbers must be updated in connection with the credit card postings used in Acubiz.

• Employee Accounts
  This is mentioned under Master Data Synchronization, but the point is that it must be updated.

Cut-over Phase (The Transition)

Auditors and controllers must be able to closely follow cash flows, even during platform changes. It is important to maintain full transparency and traceability in all financial transactions, regardless of system. This ensures correct documentation and compliance with legislation and internal rules.

Compliance, History, and Archiving:

When changing ERP systems, we often recommend creating a new Acubiz tenant (entity) where the new setups and structures are implemented. This ensures that the previous tenant (entity) is preserved as an archive and can be accessed by the people you choose to grant access to.

Emptying Strategy - Handling Open Items

It is important that all employees have submitted and had their transactions approved before a set deadline. This deadline marks the time for the last export to the old ERP system. Therefore, all users must be informed well in advance about this deadline so they have the opportunity to complete as much as possible, as some employees may be on vacation, sick, or have left the company (which may require a special strategy).

It is possible to generate reports in Acubiz where this overview can be established, allowing you to assess the scope of the task and the number of involved users.

In this scenario, there is a difference between expenses and use of corporate credit cards.

Corporate Credit Card - Open Items

In this example, we are talking about corporate-liable and company-paid credit cards.

• Open credit card items at transition to new Acubiz tenant
  When transitioning to a new Acubiz tenant, the credit card billing cycle will be decisive. In the old Acubiz tenant, all transactions up to and including a monthly invoice must be completed in the old Acubiz tenant (to the old ERP system), after which the new/next billing period will be transferred to the new Acubiz tenant and must be settled there. The go-live date will be shortly after this billing cycle.
  Example of billing cycle where Go-Live is April 1, and the invoice arriving on March 20 will be included in the new Acubiz tenant.

  		February			March			April
  Billing Period (every 20th of the month)	1			2			3			4
  Old Acubiz Tenant (old ERP)	Data included
  New Acubiz tenant (new ERP)							Data included
  Go live with users in new Acubiz tenant								Go live

  Acubiz will assist with this transition to ensure transactions do not end up incorrectly.
   

• Open credit card items in existing Acubiz tenant
  Here, the same billing cycle will determine the transition, so a full monthly invoice is completed in the old ERP system and the next starts in the new ERP system... but within the same Acubiz instance.

Expenses - Open Items

Generally, it can be beneficial to have a freeze period during which users are not allowed to submit expenses.

• Open expenses (reimbursements) at transition to new Acubiz tenant
  If there are open expenses that users have not completed before the deadline, users must wait for the new system to open, where they will need to create these expenses again to get reimbursed.

• Open expenses (reimbursements) in existing Acubiz tenant
  Decide whether unpaid expenses should be manually migrated to the new ERP or completed and paid from the old system.

User Experience and Organization

The technology is one thing, but your colleagues must also be able to manage it.

• New dimensions for users: If the new ERP requires selecting "Task" or "Activity Code" on all transactions, the Acubiz app will be updated so users see these fields.

• Test, test, test: Run an "End-to-End" test. Create an expense in the app, approve it, and see if it lands on the correct financial and bank account in the new ERP.

• Communication: Inform employees about any "blackout" periods when they cannot get reimbursed during the system change.

Overview of Data Flow

Consulting

An Acubiz consultant can advise on procedures related to Acubiz setup and processes.