Run a small import in a safe test environment, compare individual records and control totals, and verify a supported way to undo errors before importing the portfolio.
Freeze a reference copy
Keep an unchanged source export and a separate working copy. Write down the destination field for each source column, including unit ID, tenancy ID, date, amount and transaction type. Decide whether you are importing opening balances or transaction history; combining both can count the same activity twice.
IRS recordkeeping guidance calls for a system that clearly shows income and expenses. The import test below is our practical way to check that a move between systems has not obscured those records. [1]
Choose five records that reveal mapping errors
| Synthetic record | Expected outcome |
|---|---|
| A closed charge with zero due | The account remains at zero, not blank or overdue |
| A tenancy with a $75 credit | Credit remains a credit under the destination sign convention |
| Unit 2A and a name with punctuation | Unit suffix and name remain intact |
| A transaction dated March 4, 2026 | Destination clearly represents March 4, not April 3 |
| An invoice with a linked document and adjustment | Both the adjustment explanation and the actual file remain retrievable |
Check totals and individual rows
- Compare record counts by type, not only the grand total.
- Compare charges, payments and credits separately; offsetting errors can leave a correct-looking net balance.
- Open the record containing the unit suffix and the document.
- Check required fields that were left blank or given a default value.
- Test a repeated import only where the vendor confirms it is safe, and verify whether it skips, updates or duplicates records.
Illustrative failure: the source has $200 of payments and $50 of credits. The destination labels both as payments and still produces the same $250 reduction. Matching the balance alone would miss the classification error.
Set a stop condition
Stop if balances, identities, dates or documents do not match. Save the import report and affected record IDs. Use the provider’s documented rollback or correction process; do not repeatedly reimport into a live account hoping to repair the result.
Only expand after the pilot passes. For the actual migration, record a cutoff time and reconcile activity entered after the source export so late-arriving transactions are not lost.
Put the comparison to work
Sources
- Recordkeeping — IRSSource checked Sep 20, 2026.
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