How to Export Summary Trial Balance Data from Great Plains to NetSuite

Struggling to migrate financial data from Great Plains to NetSuite? VersiMarket connects you with expert consultants who can handle complex data migrations, ERP integrations, and NetSuite implementations.

Why Migrate Trial Balance Data from Great Plains to NetSuite?

Migrating Summary Trial Balance data from Microsoft Great Plains (GP) to NetSuite is a common task for businesses upgrading their ERP systems. Trial balance data represents your complete ledger of debits and credits, making it essential for accurate financial continuity during migration.

This process ensures:

• Seamless month-end closes and audit trails.
• Accurate opening balances in NetSuite.
• Compliance with historical reporting requirements.

VersiMarket freelancers specialize in these migrations, saving you time and reducing errors compared to manual processes.

Prerequisites Before Exporting

Before starting, ensure you have:

1. Great Plains Access: Administrative rights and read access to GL accounts.
2. NetSuite Sandbox: Test environment for validation (most freelancers recommend this).
3. Account Mapping: Spreadsheet reconciling GP accounts to NetSuite chart of accounts.
4. Date Range: Typically YTD or a specific period for trial balance export.

Pro Tip: Hire a NetSuite specialist to review your account mapping upfront—it prevents 90% of common data import issues.

Step-by-Step Guide: Export from Great Plains

Step 1: Navigate to Financial Reports in GP

Launch Great Plains and go to Reports > Financial > Trial Balance. Select Summary Trial Balance from the dropdown. This report aggregates debits and credits by GL account without subledger detail.

Step 2: Configure Report Parameters

Set your parameters:

• Period: Choose fiscal year-to-date or specific periods.
• Account Range: Select all accounts or specific segments.
• Currency: Ensure base currency matches NetSuite setup.
• Format: Choose Excel or CSV for easy import.

Click Print or Preview to generate. Export as Excel (.xlsx) for maximum flexibility.

Step 3: Validate Exported Data

Open the Excel file and check:

• Account numbers and names match your mapping.
• Debit/credit balances are correct.
• No blank rows or formatting errors.

Common Issue: GP sometimes exports with merged cells—unmerge before importing to NetSuite.

Preparing Data for NetSuite Import

Clean and Map the Data

Remove Summary Rows: NetSuite imports require one row per account.

Add NetSuite Columns: Include External ID, Account Number, Debit Amount, Credit Amount.

Balance Check: Ensure total debits equal total credits (should match GP report).

Importing the Trial Balance into NetSuite

Step 1: Access NetSuite CSV Import

Navigate to Setup > Import/Export > Import CSV Records. Select General Ledger > Trial Balances.

Step 2: Map Fields Correctly

NetSuite’s import wizard guides field mapping:

• External ID: GP account identifier.
• Subsidiary: Map to correct entity.
• Posting Period: Specify the period for the opening balance.
• Debit/Credit: Ensure proper sign conventions (+ for debit, – for credit).

Step 3: Run and Validate Import

• Test Import: Use NetSuite Sandbox first.
• Validate Balances: Run the Trial Balance report in NetSuite to match the GP export.
• Fix Errors: Common issues include unmapped accounts or period mismatches.

Validation Checklist:

• Total debits = total credits.
• Account balances match the GP report.
• No duplicate entries.

Common Challenges and Solutions

Challenge 1: Account Mapping Errors

Solution: Create a comprehensive mapping spreadsheet reviewed by both GP and NetSuite admins. A consultant can automate this with lookup formulas.

Challenge 2: Multi-Entity Complexity

Solution: Export separate trial balances for each subsidiary in GP, then import them with the correct NetSuite subsidiary mapping.

Challenge 3: Historical Data Gaps

Solution: Import prior year balances as journal entries if detailed subledger data is unavailable.

Challenge 4: Currency Conversion Issues

Solution: Use GP’s multi-currency reports and NetSuite’s historical exchange rates for accurate conversions.

Best Practices for Trial Balance Migration

1. Always Test First: Use NetSuite Sandbox to validate before production import.
2. Backup Everything: Archive GP exports and NetSuite data before import.
3. Document Mappings: Maintain a permanent record of account translations.
4. Validate Post-Import: Reconcile multiple periods and run audit reports.
5. Plan for Subledger: Trial balance gets you started; migrate AR/AP/GL detail next.

When to Hire Professional Help

While basic exports are straightforward, complex migrations benefit from expert guidance:

• Multi-subsidiary consolidations.
• Historical data reconstruction.
• Custom account segment mapping.
• Integration with banking/CRM systems.

VersiMarket Solution: Hire vetted NetSuite consultants who specialize in GP-to-NetSuite migrations. Get quotes from multiple experts, compare portfolios, and start your project today.