Overview
Some customers want to run Navigator alongside their existing accounting system during the transition period.
This usually involves exporting Navigator reports (CSV files) and trying to post the figures into QuickFile, Sage, Xero, or another platform.
This is not recommended.
Navigator is designed to be a complete accounting system for the motor trade. Its reporting structure is not built to feed another accounting package.
Why This Matters
If you try to import Navigator reports into another accounting system, you risk:
duplicated postings
incorrect VAT reporting
mismatched control accounts
incorrect stock valuation
time-consuming reconciliation issues
Even if your final profit figure looks similar, your trial balance will rarely match line by line.
Why Navigator Reports Do Not Match Traditional Accounting Structures
Most accounting platforms are designed around a simple chart of accounts.
Navigator is designed around:
motor trade workflows
departmental reporting
vehicle stock accounting
automated control account movements
This means Navigator produces reports that reflect operational processes, not generic bookkeeping structures.
How Navigator Posts Differently
Navigator automatically posts transactions linked to:
vehicle purchases
vehicle sales
stock movements
cost of sales
workshop and parts activity
discounts and departmental splits
Traditional accounting systems often treat these as:
manual journals
month end adjustments
single combined income lines
Navigator does not.
Why Your Nominal Codes Will Not Match
Navigator uses a structured nominal layout.
It splits income and costs into detailed categories such as:
labour sales
labour discounts
parts sales
oil sales
subcontract sales
department specific income and costs
Your old system may record this as one combined line such as “Workshop Sales”.
Because of this, you cannot export a Navigator profit and loss and directly import it into another system without re-mapping and re-processing large sections manually.
Why Control Accounts Cause Problems
Navigator updates control accounts automatically.
For example:
vehicle stock value updates as vehicles are bought and sold
cost of sales posts automatically when vehicles are invoiced
debtor and creditor control accounts are updated through allocations
If you try to mirror this in another system, you must manually recreate these movements.
This creates differences between:
stock valuation
cost of sales
balance sheet balances
Even if the income totals match.
Why Exporting CSV Reports Does Not Solve the Problem
Navigator exports are designed for reporting, review, and analysis.
They are not designed to be imported into another accounting package as posting journals.
A CSV export may show the correct totals, but it will not include:
the correct nominal mapping for your old system
the required control account movements
the correct posting structure for VAT
a full transaction audit trail compatible with your old platform
What Happens If You Try to Run Two Systems
If you post transactions in both systems at the same time, you will likely create:
duplicated invoices
duplicated receipts and payments
two sets of debtor and creditor balances
mismatched VAT totals
mismatched stock values
This creates additional workload and increases risk at month end and year end.
Recommended Best Practice
To avoid reconciliation issues:
Choose a clear cut off date
Reconcile your old system up to that date
Import your opening balances into Navigator
Stop posting transactions in the old system
Use Navigator as your single source of truth going forward
If you need historical records, keep read-only access to your old system.
If You Need Figures for Your Accountant
If your accountant needs reporting while you transition, the best approach is:
export reports for review only
provide ledger totals and supporting detail
avoid attempting to re-post Navigator data into the old system
This keeps your audit trail clean.
Key Takeaways
Navigator is not designed to feed another accounting platform.
CSV exports are for reporting, not ledger posting.
Parallel running creates duplication and reconciliation risk.
A clean cut over is the safest approach.
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