Navigator Accounts FAQs

This guide addresses common questions regarding the transition from legacy accounting software (such as Sage, Xero, or QuickFile) to the Navigator DMS.

System Integration & Compatibility

Can I keep using my old accounting system alongside Navigator?

No. We strictly advise against running Navigator in parallel with another accounting system. Operating two systems simultaneously often leads to duplicated transactions, significant reconciliation errors, and data fragmentation.

Navigator exports CSV reports. Can I import these into QuickFile, Sage, or Xero?

No. While Navigator can export data to CSV, these files are designed for internal reporting, auditing, and manual review. They are not formatted or intended for importing into external accounting software for automated posting.

Why can’t I import the figures if the totals appear to be correct?

Navigator processes transactions specifically for the automotive industry. It automatically manages complex movements that general accounting platforms do not, including:

• Real-time stock value movements.

• Automated Cost of Sales (COS).

• Detailed departmental splits.

• Specific control account activity.

The underlying structure of a DMS is fundamentally different from a traditional general ledger; therefore, the data will not map correctly between the two.

Reconciliation & Risk

Will my Trial Balance match if I run both systems?

In short: No. While your high-level profit figure may look similar, the granular breakdown across nominal codes and control accounts will not match line-by-line. This makes an accurate audit nearly impossible.

What is the main risk of importing Navigator figures into another system?

The primary risks include:

• Duplicated postings: Recording the same sale or expense twice.

• VAT Reporting errors: Incorrectly calculated VAT returns which could lead to HMRC penalties.

• Mismatched Control Accounts: Inability to reconcile bank or part balances.

• Valuation Discrepancies: Inaccurate reporting of vehicle and parts stock values.

Why do Navigator nominal codes look different to my current system?

Navigator utilises a specialised dealer-based nominal structure. It provides a much higher level of detail: splitting income and costs into specific departments (e.g., Service, Parts, Sales). This offers better insight than the broader categories used by general systems.

The Transition Process

What is the recommended approach for 'Go Live'?

To ensure a clean transition, we recommend the following steps:

1. Agree on a firm cut-off date.

2. Reconcile your old system up to that specific date.

3. Import your Opening Balances into Navigator.

4. Use Navigator as your sole live accounting system from that date forward.

What if I am close to my financial Year End?

If possible, we recommend delaying your "Go Live" date until the start of your new financial year. If this isn't feasible, you must stick to a strict cut-off date and avoid the temptation to "double-entry" in both systems during the transition.

How do I access invoices or records from before the transition?

You should maintain read-only access to your legacy system. This allows you to look up historical invoices and records for reference without the risk of posting new, conflicting transactions.

Working with Your Accountant

Can I export Navigator reports for my accountant?

Yes. Your accountant can use Navigator’s exportable reports to review performance, check balances, and follow the audit trail. However, they should use these reports for analysis and tax preparation only, rather than re-posting the data into a secondary accounting platform.