Customer databases can be transferred to another Menu, for example, when the end customer changes accounting firm or when it transitions to a direct customer relationship with its own established Menu. The transfer of databases is done as a billable task by Heeros application support and includes the transfer of the applications in use (including their content), user accounts and permissions, as well as e-invoice connections.
When changing accounting firms, the transfer of the end customer's databases is ordered by the new accounting firm, as the majority of the transfer-related actions concern the receiving Menu. The costs of the work are invoiced by the new accounting firm. The amount of work depends on factors such as the number of applications, users, and data to be transferred. In normal cases, the transfers take 1-2 hours per customer. For a more accurate estimate of the workload, please contact application support.
The accounting firm must separately inform Heeros if the transferring company uses any of the following functionalities:
- Webtransfer program for sending invoices
- REST API for Sales Invoices
- Visualizations or customizations for Sales Invoices
- REST API for Purchase Invoices
- Consumer e-invoice or financing connection
- The company uses Heeros capture and posting solution or the scanning service for purchase invoices offered by Heeros
- The company's salaries are calculated using the eSalary program
Actions of the Receiving Accounting Firm Before the Transfer of Databases
- Request written permission for the transfer of databases from the previous accounting firm. The permission is sent to Heeros, for example, via email or power of attorney (a ready-made power of attorney template can be found at the end of the article - only in finnish).
- Agree on the transfer date with the previous accounting firm and Heeros.
- Inform the previous accounting firm of the actions that belong to them (listed below).
- Inform customers who send paper invoices of the new mailing address.
- Make changes to banking agreements if the company uses Heeros' SEPA payment or automatic retrieval of reference data for sales invoices.
- Ensure the income register certificate and authorization from the transferring customer.
- On the day of the transfer, the customer's applications are temporarily unavailable until Heeros notifies that the transfer is complete. The accounting firm informs the end customers about this.
Actions of the Previous Accounting Firm Before the Transfer of Databases
- Transfer the data that belongs to them to the purchase ledger, sales ledger, or Bookkeeping as well as to the Archive.
- Check before the transfer that there are no invoices waiting for actions in Heeros Link or the Interpretation and Posting Solution for the transferring customer. Note that the content in Link and the Interpretation and Posting Solution does not transfer to the new environment.
Accounting firms agree among themselves on how to handle the customer's affairs before the transfer. The transfer process does not affect the customer's data, so the situation continues from where it was left off in the previous Menu. Note that automatic payment of purchase invoices does not reconcile if they have been sent from the previous firm's WS channel and become due after the transfer. The customer's own accounting report templates do not transfer to the new environment during the database transfer, so they need to be recreated if necessary.