It is possible to migrate companies within the same office environment without the help of the Basecone Support Team. The changes are applied right away. There are no more waiting time. In this article I will explain the steps on how to do this.
Conditions:
Only users with the role of 'Super user' can perform these activities;
The company must be moved in the accounting system first before you can perform one of these activities in Basecone;
The new company must not be added in Basecone;
You can only migrate a company in Basecone if the change has already migrated to the same accounting system. It is not possible to migrate a company from one accounting system to another. Example: Twinfield to Exact Online. It is only possible to migrate within the same accounting system: Twinfield to Twinfield;
This action is available for the accounting systems: Twinfield and Exact;
There are no fees involved when you arrange the migration yourself.
The different types of activity within the same office code:
There are three types of activities that you can perform for a company. A fourth type of change is only available for a certain type of accounting system.
Change division code (this is only applicable for Exact Online)
If you want to link the current company to another environment in the accounting system, then choose option 2 for 'change accounting system'. If the company code in the accounting package is changed, then choose option 3 for 'change company code'. If both the environment in the accounting system and the company code is changed, then choose the combination of both in option 1.
Prior to executing one of the activities, I recommend you to control if the synchronisation user is connected first before starting.
Let's go over the different types of changes available in the options below:
Change accounting system and company code
Log in to Basecone with a user with the role 'Super user' and go to Settings - Company - Action (edit) - Connection (tab).
Here you will see the details of the company that you are going to modify.
In step 2 you can select the activity 'Change accounting system and company code' and click 'Continue'.
Select the new accounting system link and the new company code in step 3 and click on 'Confirm'. If you do not see the new accounting system link or the new company, scroll down to the bottom of this page for more explanation. After the migration, the Basecone's unique e-mail address is changed. The e-mail address is structured as follows: <officecode>.<companycode>@mailtobasecone.com,.
Change accounting system
Log in to Basecone with a user with the role 'Super user' and go to Settings - Company - Action (edit) - Connection (tab).
Here you will see the details of the company that you are going to modify.
In step 2 you can select the activity 'Change accounting system' and click 'Continue'.
Select the new accounting system link in step 3 and click on 'Confirm'. If you do not see the new accounting system link, scroll down to the bottom of this page for more explanation.
📌It is only possible to change from Twinfield to Twinfield or Exact to Exact.
It is not possible to switch from Twinfield to Exact or any other accounting system.
Change company code
Log in to Basecone with a user with the role 'Super user' and go to Settings - Company - Action (edit) - Connection (tab).
Here you will see the details of the company that you are going to modify.
In step 2 you can select the activity 'Change company code' and click 'Continue'.
The accounting system is automatically selected in step 3. Please select the new company code in and click on 'Confirm'. After the changes are appied, the Basecone's unique e-mail address is automatically changed. The e-mail address is structured as follows: <officecode>.<companycode>@mailtobasecone.com.
Change division code
Log in to Basecone with a user with the role 'Super user' and go to Settings - Company - Action (edit) - Connection (tab).
Here you will see the details of the company that you are going to modify.
In step 2 you can select the activity 'Change division code' and click 'Continue'.
When you click on 'Confirm' the available companies are retrieved from Exact. Basecone then makes a match based on the company code and the company name based on the selected company. If the available company corresponds with the existing company name and company code, the division code is automatically changed if a new division code is available.
Explanation why you are unable to select the new accounting system and company code
Cannot select the new accounting environment
If you are unable to select the new accounting system, you will need to first add the accounting system in Basecone in the office settings. You can do this in Basecone by going to Settings - Office - Accounting System Tab (tab) and click on "Add Accounting System" at the bottom of the page.
Unable to select the new company code?
If you are unable to select the new company code, there are three things that can cause this to happen:
The company is not migrated yet in the accounting system. Make sure that the company is migrated first before taking this action in Basecone.
The synchronisation user do not have access to the company in the accounting system. Ensure that the synchronisation user has access to the company in the accounting system before you make the change in Basecone.
The company is already added to Basecone. Ensure that you save any documents that have already been delivered or processed in this company. After you have saved these documents, the company needs to be deleted when you go to: Settings - Company and click on the delete icon under the last column Action.