Pre-Conversion Planning
Before beginning the conversion process, it's essential to evaluate your current system and prepare your data. The first step is to export specific data elements from Sage 100 that can be transferred to QuickBooks[1]. These include:
- Chart of Accounts • Customer List • Vendor List • Jobs List • Employee List • Service Items • Inventory Items • Non-Inventory Items • Assembly Build Items
Data Export Methods
The primary method for exporting data from Sage 100 is through CSV (Comma Separated Values) or Excel (XLS/XLSX) file formats[2][3]. This approach ensures compatibility with QuickBooks' import functionality and allows for proper data mapping during the conversion process.
Essential Data Elements
Financial Records When converting your financial data, focus on transferring these critical elements:
- Opening account balances
- Aged receivables
- Aged payables
- Bank transactions
- Credit card transactions
- Invoices and credit notes
- Bills and bill credits
- Manual journal entries[4]
Customer and Vendor Information Ensure all contact details, payment terms, and historical transaction records are properly exported and organized for import into QuickBooks.
Conversion Process
Step 1: Data Preparation
Create a complete backup of your Sage 100 data before beginning any conversion process. This serves as a safety measure and reference point for verification[1].
Step 2: System Evaluation
Work with a QuickBooks data conversion specialist to assess your current accounting system, data structure, and technical specifications[1].
Step 3: Data Mapping
Create a detailed mapping structure that aligns Sage 100 fields with their corresponding QuickBooks fields. This is crucial for maintaining data integrity and ensuring accurate conversion[1].
Important Considerations
Account Structure Changes
- Sub-accounts in Sage are treated as independent accounts in QuickBooks Desktop
- Inactive accounts from Sage may become active in QuickBooks during conversion
- Open receivables and payables will appear as unpaid balances only[1]
Tax Handling Custom sales tax rates from Sage 100 will convert to standard rates in QuickBooks, with separate tax adjustment entries created to maintain accuracy[1].
Timing Your Conversion
The ideal time to perform the conversion is at the end of a fiscal period - either month, quarter, or year - after all transactions have been closed[6]. This approach minimizes disruption and ensures cleaner financial reporting.
Technical Requirements
QuickBooks Version Selection
Your conversion specialist should help you select the appropriate QuickBooks version based on:
- Business needs
- Team size
- Future growth plans
- Required features (Payroll, POS, etc.)
- Single-user vs. multi-user requirements[1]
Integration Considerations
For businesses requiring ongoing integration between systems, middleware platforms can facilitate data sharing between Sage 100 and QuickBooks Enterprise[5]. This may be necessary for:
- Front-office web property connections
- Online storefront order processing
- Inventory management
- Customer service automation
Post-Conversion Verification
Data Validation
After conversion, verify:
- Account balances match original Sage 100 data
- Customer and vendor balances are accurate
- Historical transactions are properly categorized
- Bank reconciliations are accurate
- Tax calculations are correct
System Testing
Perform comprehensive testing of:
- Transaction processing
- Report generation
- User access and permissions
- Integration with third-party applications
Common Challenges and Solutions
Challenge: Job Costing Data Job costing information may not transfer directly to QuickBooks Online. Solution: Use third-party apps from the QuickBooks App Center to maintain job costing functionality[4].
Challenge: Complex Transactions Some complex transaction types may not convert automatically. Solution: Manual entry or specialized conversion tools may be required for certain transaction types[3].
Best Practices
Documentation
- Maintain detailed records of all conversion steps
- Document any manual adjustments or special handling procedures
- Keep original Sage 100 backup files accessible
Training
- Provide comprehensive training for staff on the new QuickBooks system
- Document new procedures and workflows
- Create quick reference guides for common tasks
Professional Services
Consider engaging professional conversion services for:
- Complex data structures
- Large transaction volumes
- Custom integrations
- Industry-specific requirements
- Compliance considerations[1]
Cost Considerations
Conversion costs vary based on complexity:
- Simple integrations typically start around $15,000
- Complex integrations with multiple workflows can range from $30,000 to $100,000
- Additional costs may apply for custom development or specialized requirements[5]
Ongoing Management
After conversion, implement these practices:
- Regular data backups
- System updates and maintenance
- Periodic review of workflows and procedures
- Continuous staff training and support
Future Considerations
Plan for:
- System scalability
- Additional feature requirements
- Integration with new technologies
- Compliance with changing regulations
The conversion from Sage 100 to QuickBooks requires careful planning and execution, but with proper preparation and professional assistance, organizations can successfully transition while maintaining data integrity and business continuity. The key to success lies in thorough preparation, careful data mapping, and comprehensive testing before, during, and after the conversion process.
Citations: [1] https://ebetterbooks.com/services/quickbooks-data-conversion/sage-100/ [2] https://quickbooks.intuit.com/learn-support/en-us/other-questions/sage-100-contractor-to-quickbooks-enterprise-migration/00/1353845 [3] https://quickbooks.intuit.com/learn-support/en-us/install/conversion-from-sage-100/00/765882 [4] https://quickbooks.intuit.com/learn-support/en-us/install/i-am-in-the-process-of-switching-from-sage-100-to-qbo-i-would/00/548785 [5] https://www.clarity-ventures.com/integrations/sage-100-quickbooks-enterprise-integration [6] https://www.reddit.com/r/Bookkeeping/comments/wqy33x/switching_from_sage_to_quickbooks/ [7] https://www.fourlane.com/sage-100-to-quickbooks/
