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Bringing data from your old software

What you’ll do here: bring your items, customers, suppliers, stock and dues from your old billing software into Setu, and export Setu’s data for your CA.

If your shop used other billing software before, you don’t have to type everything again. Setu reads the files your old software exports.

Your distributor or Matih support usually helps with this on the day you start. The owner can also do it alone. Nothing is ever changed in your old software or its files: Setu only reads them.

Before you start

1. Pick a cut-over day. This is the last day you bill in the old software. From the next morning, you bill only in Setu.
2. At the end of that day, in your old software, export your items (with stock), customers and suppliers (with balances). Save the files on the Desktop, in Documents or in Downloads.
3. Not sure how to export? Open Setu’s import screen (below) and pick your old software’s name in the list. Setu shows the steps for that software.

Importing

Only the owner can import. Open Utilities › Data Import / Export. The screen is headed DATA IMPORT / EXPORT.

1. Choose Find the exported files (Desktop, Documents, Downloads) and press Enter. Setu looks for exported files and says what each one holds, for example “… 1,240 items”.
   • Files elsewhere, such as on a pen drive? Press Ctrl+O to choose them.
2. Tick the files to bring in with Space, then press Enter.
3. Setu checks the files and shows, for each list:
   • how many are new;
   • how many are already in Setu (skipped);
   • any errors, in plain words;
   • items with no GST %. These are left out, never imported as 0%. Add the GST % in the file, or add those items by hand.
   • Setu’s totals beside your old software’s own totals, so you can see they match.
4. For a plain Excel or CSV list:
   • F4 tells Setu what the list holds (for example customers or suppliers).
   • If Setu can’t tell which column is which, press F6 and match the columns.
5. Type the Cut-over date (the day you stop billing in the old software).
6. Press PgDn (or Enter) to confirm and import.

Only the lists, without stock and dues

On the cut-over date step there is a tick box: Bring in the items and parties alone, without their stock and dues. Tick it if you only want the names and prices now, and will enter stock and balances another way.

Suppliers’ balances

On a list of suppliers, a plain figure is what the shop owes them. A figure marked Dr is an advance the shop paid them.

Checking the import

After importing, open Reports › Cut-over reconciliation (owner). It compares what came in with your old software’s figures. Check the totals of stock, customers’ dues and suppliers’ dues before you start billing.

Then check a few items by hand: name, MRP, sale rate, GST % and stock.

Small shops: by hand

If you have only a few items, you can skip importing. Add each item with Stock in shop now, and each party with its Opening balance. See Items and stock and Customers and suppliers.

Exporting from Setu

The same screen exports Setu’s data (owner only), for your CA or for reading in Excel:

• Product export (Excel; Setu can import it again);
• Party (ledger) export (Excel; Setu can import it again);
• Registers to Excel (sale, purchase, receipts, payments);
• A/c & Inventory export (one Excel workbook);
• Expenses export (Excel);
• exports for your CA’s accounting software (the screen names the formats).

Exports are saved in Documents › Matih Setu exports.

An export is not a backup. Setu can’t be restored from it. To keep a copy of the shop, use Backups.