Migration Guide: Transitioning from myBooks to myBooksAi

This comprehensive guide provides step-by-step instructions to help you migrate from the older version of myBooks Accounting Software to the new generation myBooksAi, powered by advanced AI capabilities.

Quick Migration Path (Recommended)​

Using Built-in Backup & Import Features​

For the simplest migration experience, myBooks and myBooksAi offer integrated backup and import functionality:

Step 1: Create Full Backup in myBooks

1. Open your existing myBooks application
2. Navigate to Settings → Backup
3. Select Full Backup to create a complete backup of all your data including:
   • All contacts (customers and vendors)
   • Complete item catalog with stock levels
   • All account structures
   • Transaction history (invoices, purchase bills, expenses, etc.)
4. Save the backup file to a secure location

Step 2: Import into myBooksAi

1. Log in to your myBooksAi account
2. Go to Settings → Import
3. Select the backup file created in Step 1
4. Choose which data types to import:
   • ✅ Contacts
   • ✅ Items
   • ✅ Accounts
   • ✅ Transactions (Invoices, Purchase Bills, Expenses, etc.)
5. Click Import and wait for the process to complete

Benefits of this method:

• Preserves complete data integrity
• Maintains relationships between transactions and contacts
• Fastest migration process
• Reduces risk of data formatting errors

Alternative Method: Manual Export/Import​

If you prefer manual control over the migration process or need to selectively migrate data, follow these detailed steps:

Step 1: Export Data from myBooks​

1.1 Export Contacts (Customers and Vendors)​

1. Navigate to the Contacts section in myBooks
2. Export your customer and vendor lists, ensuring the file includes:
   • Contact Name
   • Outstanding Receivables
   • Outstanding Payables
   • Contact Details (phone, email, address)
3. Save the file in Excel format

1.2 Export Items with Stock Information​

1. Go to the Items section in myBooks
2. Export the complete item catalog, including:
   • Item Name
   • Item Code/SKU
   • Stock in Hand
   • Unit Price
   • Item Categories
3. Save the file in Excel format

1.3 Export Account Structure​

1. Navigate to Chart of Accounts in myBooks
2. Export your complete account hierarchy
3. Save in Excel format for reference

1.4 Export Transactions​

1. Go to the Transactions section in myBooks
2. Export detailed transaction records:
   • Invoices: All sales invoices with line items
   • Purchase Bills: All vendor bills and payments
   • Expenses: All expense entries
   • Other Transactions: Bank transfers, journal entries, etc.
3. Save reports in both Excel and PDF formats
4. Include all relevant fields: Transaction Date, Amount, Reference Details, Line Items

Step 2: Prepare Data for myBooksAi Import​

2.1 Format Adjustment​

1. Open the exported Excel files
2. Review column headers and data formatting
3. Adjust columns to match myBooksAi import requirements
4. Remove any special characters or formatting that might cause import issues
5. Validate data completeness and accuracy

Step 3: Import Data into myBooksAi​

3.1 Import Contacts​

1. Log in to your myBooksAi account
2. Navigate to Import → Contacts
3. Upload the formatted Excel file containing customers and vendors
4. Map columns to corresponding fields in myBooksAi
5. Review and confirm the import

3.2 Import Items​

1. Go to Import → Items in myBooksAi
2. Upload the formatted Excel file with item and stock information
3. Verify stock quantities and pricing information
4. Complete the import process

3.3 Import Accounts​

1. Navigate to Import → Accounts
2. Upload your chart of accounts file
3. Review account hierarchy and mappings
4. Confirm import to establish your account structure

3.4 Import Transactions​

1. Go to Import → Transactions in myBooksAi
2. Upload transaction files by type:
   • Import invoices first
   • Then purchase bills
   • Finally, expenses and other transactions
3. Verify transaction details and account mappings
4. Complete each import batch before proceeding to the next

Post-Migration Verification​

Data Integrity Check​

After completing your migration, perform these verification steps:

1. Contact Verification: Ensure all customers and vendors are present with correct outstanding balances
2. Item Stock Check: Verify item quantities match your physical inventory
3. Account Balance Reconciliation: Compare account balances between old and new systems
4. Transaction Sampling: Spot-check key transactions to ensure proper migration
5. Report Comparison: Run similar reports in both systems to verify data consistency

System Configuration​

1. User Permissions: Set up user access levels in myBooksAi
2. Tax Settings: Configure tax rates and rules
3. Email Templates: Customize invoice and communication templates
4. Backup Schedule: Set up automated backups in myBooksAi

Parallel Operation Period​

The legacy myBooks system will continue operating alongside myBooksAi during the transition period. This allows you to:

• Reference Historical Data: Access complete transaction history from the old system
• Gradual Transition: Move operations to myBooksAi at your own pace
• Data Verification: Cross-reference information between systems during initial weeks
• User Training: Allow team members to familiarize themselves with the new interface

Important Considerations:​

• Data Synchronization: Transactions entered in the old system after migration will not automatically appear in myBooksAi
• Cutoff Date: Establish a clear date when you'll stop using the old system
• Final Backup: Create a final backup of the legacy system before decommissioning

Troubleshooting Common Issues​

Import Errors​

• File Format Issues: Ensure Excel files are saved in .xlsx format
• Column Mapping: Verify column headers match expected format
• Data Validation: Check for missing required fields or invalid data

Performance Optimization​

• Large Datasets: Import data in smaller batches if experiencing timeout issues
• Network Connectivity: Ensure stable internet connection during import process

Training and Support Resources​

Getting Started with myBooksAi​

• Video Tutorials: Access our comprehensive video library
• User Manual: Download the complete myBooksAi user guide
• Webinar Series: Join live training sessions for new users

Ongoing Support​

• Help Center: Browse our extensive knowledge base
• Community Forum: Connect with other myBooksAi users
• Direct Support: Contact our technical support team

Contact Information​

Technical Support​

• Email: support@myBooksAi.app
• Phone: Available through your account dashboard
• Live Chat: Available during business hours within the application

Migration Assistance​

Our migration specialists are available to help with complex data transfers or custom requirements. Contact us to schedule a consultation.

Next Steps​

1. Choose Your Migration Method: Quick backup/import or manual process
2. Schedule Migration: Plan the transition during low-activity periods
3. Prepare Your Team: Ensure all users are aware of the migration timeline
4. Execute Migration: Follow the chosen method step-by-step
5. Verify Data: Perform thorough post-migration checks
6. Go Live: Begin using myBooksAi for daily operations

Welcome to myBooksAi! We're excited to support your accounting needs with our enhanced AI-driven features, improved user experience, and powerful automation capabilities.