Moving from Sage 100 to QuickBooks: what to plan for

Sage 100 sits closer to an ERP than QuickBooks does, so a Sage 100 to QuickBooks move is as much a scoping decision as a data one. Get the scope right and the migration is straightforward; skip that step and you’ll try to force features across that simply don’t exist on the other side.

Decide the scope first

Sage 100 files often carry module data — job costing, advanced inventory, purchase and sales order processing — that QuickBooks handles differently or not at all. Before touching data, decide what actually needs to come across:

• General ledger and balances only — the fastest, cleanest option.
• Plus open receivables and payables, itemised — the practical default.
• Plus selected history or module data — heavier, and worth questioning whether QuickBooks is the right destination if you need it all.

Handle segmented account numbers

Sage 100 often uses segmented account numbers (main account plus division or department segments). QuickBooks uses a flat account list with classes for that kind of dimension. Plan the mapping deliberately: which segment becomes the account, and which becomes a class.

The migration, in order

1. Map and import the chart of accounts, resolving segments and setting correct account types.
2. Bring across customers, vendors and items, de-duplicated.
3. Enter opening balances as a journal dated the day before go-live; load AR and AP itemised.
4. Add inventory quantities and values if in scope, matching the valuation report.
5. Reconcile to the Sage 100 trial balance before go-live.