The Data transfer app
What a transfer is, how your files become records, and why nothing is written to your data before you approve it.
Data transfer is an app in the app launcher. It brings the data of your previous software into BizCortex: company details, employees and payroll, customers, suppliers and products, the chart of accounts, the opening balance, open items, bank statements, booking batches and the documents that go with them. The app is part of every company and needs no package.
A transfer is a working set with a cut over date and the previous software. You upload files the way the old system produced them: whole folders, ZIP archives, exports and scans. An AI assigns every file a kind, for example payslip or trial balance, and reads the values. For every value you see the source: the file, the page or row and the exact quote. Details about the same thing from several files are merged, so the contract, the payslips and the staff list line of one person become a single record. Every record is compared with your existing data.
What the app does not know for sure, it asks you. You then review the records by group and apply one group after another. Your data is only written when you apply, through the same functions you use everywhere else in BizCortex. Every group can be undone. The result shows what was created and reconciles the figures.
Who can use this
- Owner and Admin
- Our team, when it acts as your company with your consent
- Employees, payroll data and confidential files: only with the permission for personnel data. Owner and Admin have it.
Steps
1. Open the app
Click the app launcher and choose Data transfer. The sidebar shows "Transfers" and "New transfer". The Transfers entry also offers the quick task to take over legacy data.
2. Start a transfer
Click "New transfer", enter the cut over date and the previous software and click "Continue to upload".
3. Upload files
Drag folders, ZIP archives or single files onto "Drag files, folders or a ZIP here". The files are read in the background.
4. Answer the questions
Open the "Questions" tab and answer the open questions one by one.
5. Review
Open the "Overview" tab. Every group shows how many records are new, updates, duplicates or unsure. Click "Review" to see and edit the records of a group.
6. Apply
Click "Apply" on a group. Its approved records are written to your data. Groups that depend on others come after them.
7. Check the result
Open the "Result" tab. It shows per group what was created and updated, and the reconciliation, for example whether the open items match the trial balance.
Fields and options
- Transfer
A working set with a name, a cut over date, the previous software, the uploaded files and all proposals. You can create several transfers, for example one for accounting from DATEV and one for payroll.
- Cut over date
The day from which your accounting and payroll continue in BizCortex. The opening balance and the open items are posted on this date.
- Kind
What a file is, for example staff list, employment contract, customer list, chart of accounts or bank statement. It decides how the file is read.
- Record
An entry the app found, for example a person, a customer, an account or an open item, with fields, sources and a status.
- Group
All records of one kind of target, for example Customers, Employees or Opening balances. A whole group is always applied and undone at once.
- Source
Where a value comes from: the file, the page or row and the exact quote.
- Match
The result of the comparison with your existing data: New, Update, Duplicate or Conflict.
- Status of the transfer
Collecting files, Reading, Ready for review, Applying or Completed. A transfer is completed when something was applied and no record is proposed, approved or failed any more.
Tips
- The "Transfers" list shows for every transfer its name, status, cut over date, who started it and when, how many files are read and how many questions are open.
- Every transfer has the tabs "Files", "Overview", "Questions" and "Result". On the overview and while reviewing, the assistant on the right takes short instructions.
- Upload too much rather than too little. Files the app does not turn into records are filed in the archive at the end with the group "Documents".
Good to know
- Our team can prepare a transfer for you. In the admin console, "Open data transfer (as tenant)" opens your data transfer directly. A transfer started that way carries the note "Supported by our team". You then only answer the open questions and approve the groups. Every request made this way is in your log.
- Applying and undoing are recorded in the audit log, each with the group, the counts and whether our team acted as your company.
- The box "How we handle your data" sums it up: your files stay in your tenant in the EU and are read only for this transfer, an AI classifies them and reads the values, and nothing is written to your data before you apply.
- The questions, the assistant's replies and the names of the checks are currently worded in German.
Related
- Start a transfer and upload files
Set the cut over date and the previous software, upload files, folders and ZIP archives, and know which files the app reads and where the limits are.
- Answer questions
Resolve conflicts, fill in missing values, confirm unsure details and decide policy questions, one question at a time.
- Review and apply groups
Read the overview, check and edit records, approve many at once and apply the groups in the right order.
- Result and reconciliation
See per group what was created and updated, and read the checks that reconcile counts, the opening balance, open items and payroll.
- Archive, personnel file and privacy
Where the uploaded files are kept, how the AI reads them, who sees confidential documents, and how the files are filed in the GoBD archive and the personnel file.
- Acting as a tenant
Open BizCortex as a tenant with administrator rights for debugging and support.