History and open items

After the opening balance entry come two more loads: GP's GL history from the start date on, and every receivable and payable still open on the cutover date. The tab is on a customer's page (under Data and balances) and on a combined chart, where it covers every company in each entity.

About 60 seconds, narrated, with captions. Sample company, made-up data.

Asking for it

History from: the first day of the history. It starts as the start date, and it has to be the same day the opening entry is for.
History to: the last day, normally the end of the last GP period you close before go-live. When a module stays in GP after go-live (on the cutover calendar), it can run past go-live up to the latest module's date, since that module's GL entries come from GP until then. The tab names those modules, and asking says which one is still in GP.
Open items as of: the cutover date. Normally the same day as History to. When Payables, Receivables and Cash Management stay in GP until the same date, it starts at that date. The checks and deposits outstanding on that date come with the open items, and show on Bank accounts.

Ask for it asks the customer's Ledger Doctor, which sends it with its next package, usually within minutes. The table shows each company's latest package and what arrived in it. Stop asking stops it coming.

GL history

The history is summarized: one journal entry for each entity and GP fiscal period, with one line for each GP account (each company's, in a combined chart). Each line goes to the account and dimension values the frozen version gives the opening entry, so every line ties back to one GP account. The reference is GP HIST, the month and the entity (GP HIST 202501 TWO); each line's memo names the GP company, account and month.

Before there's a file or a load, Ledger Doctor checks, to the penny:

Every GP account with history moves to a Sage Intacct account.
For each GP account, the history adds up to GP's trial balance at the end less the one at the start. GP's year-end close moves income statement balances into retained earnings, and the history leaves the closing entries out, so the check allows for it. Sage Intacct closes the years itself.
GP's balances at the start are still the ones the opening entry was made from.
Each period's entry balances for its entity (or as a whole at the top level, below), and nothing the customer's Ledger Doctor found (unposted batches, totals that don't match the detail) is in the way.

When one GP company's accounts go to more than one Sage Intacct entity, each entity's part of a period may not balance on its own. When a period's lines balance together, to the penny, that period goes in as one entry at the top level instead, each line in its own entity (its location), one for each GP company. Sage Intacct makes the inter-entity entries itself, so set up the company's inter-entity relationships in Sage Intacct first. The tab says how many periods go in at the top level and why; they have their own import files (GL history, top level, one per fiscal year) and their own Compare, Create and Tie out under Top level. The reference is GPH, the month, TOP and the GP company (GPH 202501 TOP TWO). When the lines don't balance even together, nothing loads and the tab says which entries are off. A company whose accounts all go to one entity is unchanged.

When something doesn't tie, the tab says which accounts and by how much, and nothing loads. It also says what loading every GP journal entry in detail would cost, from the counts the customer's Ledger Doctor sends, beside the summarized history's number of entries (in either mode). Detail stays on the customer's server.

GL history in detail

Summarized is the default. At the top of GL history, choose In detail to load one Sage Intacct journal entry for each GP journal entry instead, or Summarized to go back. The choice is for the customer (or the combined chart), and the checklist's GL history step follows it.

The detail is read and checked on the customer's server: every GP journal entry line between the history's dates, the same lines the summarized history adds up. The customer's Ledger Doctor checks that every entry balances and that, for each account and period, the lines add up to the summarized history to the penny. Its next package carries only a summary: how many entries and lines, the size of the file, and its totals by period. The tab shows them for each company.

You're responsible for the data you export, so the detail itself comes only when you ask for it. Get the detail asks first: "The full detail is only on the customer's server. Get all of it (about N lines, M MB) now?" Say yes and the customer's Ledger Doctor sends it in parts, encrypted for this application, at its next check-ins (the tab shows how many parts have come). Getting the detail takes an Approver's role for the customer. Once the detail is here, it stays usable when you ask again in summarized mode and switch back, as long as the history's dates are the same and GP's GL hasn't changed (a package describing another file means getting it again).

Before anything loads, Ledger Doctor checks:

The parts put together are exactly the file the summary describes (its SHA-256). If not, they're thrown away and the tab says to get it again.
The file's own entries, lines, debits and credits for each period, and its entries for each source, match the summary to the penny.
The file is the one the latest package describes. When GP's GL changed since, the tab says so: get it again.
Every line maps through the frozen version's chart, as the summarized history's do, and every entry balances (for its entity, or as a whole at the top level).
The history still ties to GP's trial balances, as the summarized history does. When the package was too big to carry the summarized lines, the detail stands in for them.

Each entry's reference is GP, the GP journal entry number and its year, and the entity (GP 1234-2025 TWO); each line's memo is GP's own line description with the GP company and account. When the chart has a customer or vendor dimension, a line from a Receivables or Payables entry gets the customer or vendor it came from, under the ID you gave it on Records.

A GP journal entry whose lines go to more than one Sage Intacct entity goes in whole, as one entry at the top level, each line in its own entity (its location). Sage Intacct makes the inter-entity entries itself, so set up the company's inter-entity relationships in Sage Intacct first. The entry still has to balance as a whole, to the penny. The tab says how many entries go in at the top level; they have their own import files (GL detail, top level) and their own Compare, Create and Tie out under Top level. The reference has no entity (GP 1234-2025).

The import files go by entity and fiscal quarter, numbered in the order to import them, at most 5,000 lines each, and an entry is never split across two files. Line numbers start at 1 again for each entry. Each file shows its entries, lines and totals. Create GL history as drafts sends the detail entries in batches like the summarized ones, and Tie out reads them back and ties them to the penny.

Rules for the detail

A GP line with both a debit and a credit goes in as one net amount, on the side it nets to; lines that net to zero are left out. Only the opening balance entry carries balances brought forward; GP's year-end closing lines never load.
Summarize each month before a date (the first of a month): entries before it go in as one entry per month, dated its last day, with reference yyyymmdd and source SUMMARY, one line per GP account, Sage Intacct account and dimensions. Entries after it go in in detail.
Leave out every GP journal entry that has a line on an unmapped account, so the rest can load. The tab lists what's left out; Sage Intacct's balances won't tie to GP's until those entries are mapped and loaded.
Incremental runs, between go-live and GP's sunset date: Ledger Doctor remembers each entry you mark exported (its company, entity, GP journal entry and posting date) and leaves it out of later runs. Use Mark these exported after you import a run, and Show what's already exported to see the list or download it. Marking and clearing the marks take an Approver's role, and go in the security log.
The customer or vendor dimension goes on any line whose originating master is one of the customer's vendors or customers, from any GP series.

Open receivables and payables

Every document still open on the cutover date goes into Sage Intacct as a historical document: it's in the AR or AP subledger, with no GL effect, because the opening entry and the history already carry GP's AR and AP balances. Each open invoice becomes a historical invoice, each open bill a historical bill, and each credit (credit memo, return or unapplied payment) a historical AR or AP adjustment. Customers and vendors are the ones on Records, under the IDs you gave them there, so two GP customers merged into one land on the same Sage Intacct customer. A customer or vendor you left out on Records can't have open documents.

Each document's lines are its own GP distributions, mapped through the frozen version's chart the way the opening entry's lines are (account, entity, and the company's location or department). Left out, by GP's distribution type: for receivables the receivables row (in Sage Intacct the subledger is the control account), cash (except on a payment, where the cash is the document), terms discounts taken and available, write-offs, cost of goods sold and inventory, commissions, and realized gains and losses; for payables the payables row, cash (except on a payment), discounts, write-offs and realized gains and losses. Everything else is a line, and the lines have to add to the document's amount: a document whose rows don't is refused, naming the GP types it has. A document that's partly paid has its lines scaled to what's still open, rounded to the cent with the rounding on the largest line, and each line's memo says so. Refused documents (CSV) on the tab lists every refused document, with why. The files wait until none is refused: a partial subledger would load a wrong aging. Some documents can't be rebuilt as of the open items date: what GP's history of payments and applications gives for them doesn't come to what GP shows open today. Each one is refused by name, there's no total to tie to, and the files wait until every one is fixed in GP and the open items are asked for again. A document GP shows fully paid with no record at all of what paid it (most likely from an earlier conversion or integration) isn't refused: it's taken as closed, isn't sent, and a warning names it. A document GP shows partly open with no record at all of what reduced it isn't refused either: it's sent with what GP shows open, and a warning names it with its amount and what GP took off it. One with records that don't add up is still refused. A document in another currency goes in with the currency code GP's currency setup gives it (EUR, not GP's own currency ID) when GP has one.

An account open documents use converts too, like the customers and vendors tied to an open document, even with no balance at the start and no activity since. If the frozen version left such accounts out, the tab lists them once (GP account, Sage Intacct account, how many documents): decide them if needed and freeze a new version to bring them in.

The documents have to add to GP's total to the penny. Because historical documents don't post, Sage Intacct's aging will differ from its AR and AP accounts by exactly what GP's open documents differed from GP's AR and AP accounts (GP's own reconciling amount). The tab shows that difference for each entity, with the customer's Ledger Doctor's explanation.

Receivables by customer and payables by vendor

The opening entry and the history carry GP's receivables and payables on their own accounts, with no customer or vendor. When the chart has a customer or vendor dimension, Ledger Doctor also makes an entry that puts each account's balance on its customers or vendors as of the cutover date: for each control account the open documents use, one line takes the balance off and one line for each customer or vendor puts it back with the dimension. It nets to zero, and its customer or vendor lines add to the open items' total to the penny, worked out by Ledger Doctor. It's its own journal entry, dated the cutover, reference GP RCL AR or GP RCL AP and the date, in the files Receivables by customer and Payables by vendor. Import it with the GL history.

Fixed asset balances by asset

Fixed assets go in at go-live with the other records. The opening entry and the history carry GP's fixed asset cost and accumulated depreciation accounts with no asset, so Ledger Doctor also makes an entry that puts each account's balance on its assets as of the conversion date, the same way:

The accounts are the assets' cost and accumulated depreciation accounts from GP's account groups (FA41300), through the frozen version's mapping, as the Fixed assets file reads them. Depreciation expense isn't touched.
For each account and entity, one line takes the account's converted balance off, and one line for each asset puts its amount back with the asset dimension (Sage Intacct's asset ID, GLENTRY_ASSETID) and the account's own dimensions.
The amounts are GP Fixed Assets' on the corporate book: cost is acquisition cost plus cost adjustments, and accumulated depreciation is cost less net book value. Retired and deleted assets are left out, and so is an asset with no cost and no accumulated depreciation.
When GP Fixed Assets doesn't tie to the GL for an account, the difference goes on one line with no asset, and the page and the file's to-check list say so ("GP Fixed Assets is 250.00 short of the GL on 1500 Buildings: one line without an asset carries it"). It never stops the entry, so everything else still ties by asset.
Every amount is worked out by Ledger Doctor to the penny, on the amounts as the file writes them: each account's lines add to zero, and each asset's lines are GP Fixed Assets' amounts. If either doesn't hold, nothing is made and the page says which.
It waits until the assets are linked (their Sage Intacct IDs known; see Record IDs), and while an asset is depreciated in GP past the conversion date (unless Fixed Assets go live later: below).

Choose how it loads under Fixed asset balances by asset:

Their own entry (the default): dated the end of the GL history (the opening entry's date when no history converts), reference GP RCL FA and the date, in the files Fixed assets by asset, one per entity. Import it after the GL history.
Part of the opening entry: the lines go in the opening entry's file and its load, from its balances on its date. Choose it when GP's depreciation is run to the opening entry's date; the opening entry waits until the balances by asset are ready. It can't be chosen once the opening entry is in Sage Intacct.

When Fixed Assets go live in Sage Intacct

Sage Intacct's Fixed Assets module has its own go-live date. Everything before it is taken to be in the ledger already: assets carry their accumulated depreciation through the day before, and Sage Intacct depreciates from this date. Set it under Fixed asset balances by asset, Fixed assets go live in Sage Intacct on, for the customer or the combined chart. Leave it blank for the general go-live (the go-live on the cutover calendar, else the conversion's start date), or pick a later first of a month when the assets move after go-live. Who set it and when are kept.

When it's later than the general go-live, GP keeps pushing GL entries until then: run the GL history incrementally through the day before. Then:

The balances by asset are as of the day before the Fixed Assets go-live (a 7/1 go-live: through 6/30), always their own entry dated that day. Part of the opening entry isn't offered.
The GL side is the converted GL balance on that day: GP's trial balance at the end of the GL history, less the history's activity in the periods after the day. When that can't be exact (the history ends before the day, or a fiscal period runs across it), it says so and nothing is made.
GP Fixed Assets' amounts: when GP's depreciation was run exactly through the day before, they're used as they are. When GP has depreciated past it, the depreciation taken after the day comes off, from GP's depreciation history (the customer's Ledger Doctor 0.40.4 or later sends it), to the penny. When GP hasn't depreciated through the day yet, it waits: "Run depreciation in GP through 6/30/2026 for the corporate book first".
An asset acquired between the general go-live and the Fixed Assets go-live is included (its GL postings came through the history). One acquired on or after the Fixed Assets go-live is left out and listed: Sage Intacct adds it itself after its Fixed Assets go-live.
The Fixed assets import file and Create follow it: the asset cost and the historical accumulated depreciation (DEPRECIATIONRULES.HISTORICALACCUMULATEDDEPRECIATIONAMOUNT) are as of the day before, and assets acquired on or after the date aren't in them.
The checklist moves the fixed asset steps to a Fixed assets go-live phase after go-live, with a step to set the Fixed Assets module's go-live date in Sage Intacct by hand.

The conversion clearing account (optional)

Open items don't need a clearing account. The switch is off unless you turn it on: then the opening entry's and the history's lines for GP's receivables and payables control accounts go to the clearing account instead of their own accounts. With historical documents nothing clears it, so leave it off unless you mean to clear it with an entry of your own. If you use it, the clearing account has to be in the frozen chart, and when it doesn't net to zero, say why before the open items steps on the checklist can be ticked off. Your usual one goes under Settings, Your defaults.

Files and loading

GL history files: for each entity, one journal entry file per fiscal year (Sage Intacct's journal entry import, as the opening entry uses), with its totals.
Open items files: for each entity, one file each for AR invoices, AR credit memos, AP bills and AP debit memos, one row per line, with a batch title starting HISTORY. In Sage Intacct's Import, choose posting type Historical (not General ledger): these documents must not post to the GL. Check the columns against the import templates from the customer's own company.
Compare checks every line against the customer's Sage Intacct company: accounts, dimension values, required dimensions, the journal, entities, and the customers and vendors. It says how many transactions the GL history uses of the company's monthly allowance.
Create GL history as drafts waits only for the GL history: Compare lists what's in the way of the open items' files separately, and the tab says why the button is off. It sends the history's journal entries in batches of up to 500 records and 1 MB. Each batch goes whole or not at all, and its ID is in the load log. Nothing already in Sage Intacct is changed or deleted, and running it again only sends what isn't there yet. Open items aren't created this way: Sage Intacct's API doesn't say how to create historical documents, and a live load would post to the GL and double AR and AP.
Tie out reads the entries back, and finds the imported documents by customer or vendor and number, and ties them to GP to the penny. Then review and post the drafts in Sage Intacct.

The checklist's GL history, open receivables and open payables steps tick themselves off once they're in and tied in that environment.