Preparing Your Accounts Data Before Going Live on Navigator

Before you go live on Navigator, you need to provide clean and detailed accounting data.
This allows us to load your balances correctly.

This step prevents:

• Missing invoices
• Incorrect allocations
• Reconciliation issues after launch

Why This Matters

If balances are loaded without invoice-level detail, you will not be able to allocate payments and receipts correctly in Navigator.

This creates problems for:

• Debtors and creditors reporting
• Payment allocation
• VAT accuracy
• Month-end reconciliation
• Year-end reporting for your accountant

If you provide accurate data before go live, your opening balances will load cleanly and your accounts will reconcile correctly.

When You Need to Do This

You must provide these files before your go live date.

You should also repeat this step for your final go live import if balances change between:

• Test load
• Launch

What You Need to Provide

You must provide reports from your current accounting system.

Sales Ledger (Debtors) Report

This must include:

• Customer account name
• Invoice number
• Invoice date
• Invoice amount
• Outstanding amount
• Total outstanding balance per invoice

Important

Do not send a single total per customer account.
You must provide invoice-by-invoice detail.

This allows Navigator to allocate receipts against specific invoices.

Purchase Ledger (Creditors) Report

This must include:

• Supplier account name
• Invoice number
• Invoice date
• Invoice amount
• Outstanding amount
• Total outstanding balance per invoice

Important

Do not send a single total per supplier account.
You must provide invoice-by-invoice detail.

This allows Navigator to allocate payments against specific invoices.

Trial Balance and Nominal Mapping

To load your opening balances correctly, we also need your Trial Balance mapped into the Navigator format.

We will provide you with a mapping document.
You will use this to:

• Map your existing nominal codes to Navigator nominal codes
• Review and confirm account structure
• Prepare your opening balances in the required format

Once complete:

• The mapping document will generate your opening balance import journal
• You must export this as a CSV file
• Send this file to us for import

This ensures your general ledger balances load accurately into Navigator.

A Summary of Your Totals

Alongside the detailed reports, include a written summary of your totals.

Example:

• Sales ledger total outstanding balance: £X
• Purchase ledger total outstanding balance: £Y

This gives a quick reconciliation point after import.

What We Will Do With Your Data

Once you send the files, we will:

• Import outstanding invoices into Navigator
• Import your opening balance journal from the mapping document
• Check imported totals match your supplied totals
• Confirm balances in a test environment
• Run a reconciliation check with you before launch

This confirms the data has imported correctly.

Common Mistakes to Avoid

Avoid these issues. They will delay your go live.

• Sending totals only
  • Invoices cannot be allocated correctly
• Missing invoice references
  • Payments and receipts cannot be matched
• Providing old reports
  • Balances will be incorrect on day one
• Sending data without totals
  • Reconciliation takes longer
• Incorrect or incomplete mapping
  • Nominal balances will not import correctly

Recommended File Format

Send reports in Excel or CSV format.

If using CSV:

• One line per invoice
• No merged cells
• No blank header rows

What Happens Next

Once balances are loaded, we will arrange a review call to:

• Walk through the imported ledgers
• Review the opening balance journal
• Confirm totals match your current system
• Confirm readiness for go live