Data migration isn't copying and pasting. It's a structured, template-driven process that maps every field in your existing system to the right place in BookWorks — customers, GL accounts, vendors, inventory, tanks, routes, terminal contracts, and more — then validates the result against your current system output before a single order runs.
Most people imagine data migration as exporting a spreadsheet and importing it somewhere else. BookWorks data migration is a fundamentally different process — every data set has its own purpose-built template, its own field requirements, and its own validation step. Key does the conversion work. You provide the source data.
Exporting your old system's customer list, hoping the fields line up, importing it, and discovering three months later that 40 accounts have wrong tax assignments, 12 ship-to's are missing, and your GL mapping is incorrect.
A step-by-step, template-guided process where Key provides the exact format required for each data set, reviews your submissions for accuracy, performs the conversion, validates the result, and benchmarks it against your current system before any data goes live.
Before any templates are sent, Key sends the BookWorks Setup Survey — 80+ questions covering your company structure, inventory locations, states, tax basis, DTN setup, freight rules, consignment arrangements, credit card processing, NACHA banking, and more. Your answers drive the entire data conversion scope.
Based on your survey answers, Key provides the specific CSV templates you need to complete — with the exact field structure BookWorks requires for each data set. Templates are provided progressively as the project moves through phases, not all at once.
Your designated project lead or data conversion specialist extracts data from your existing system and populates the Key-provided templates. Key reviews each submission for completeness and format, and follows up on any questions or discrepancies before proceeding.
Key's technical team converts your data into the BookWorks database — mapping fields, applying GL account assignments, setting up tax structures, and configuring the relationships between customers, ship-to's, tanks, routes, and inventory. The heavy lifting is Key's responsibility, not yours.
Your team reviews converted data in BookWorks via webinar. Key generates sample invoices, supplier bills, and ACH draft notices — then compares them directly against your current system output. Nothing goes live until the numbers match.
The Setup Survey is the first document Key sends to every new client. It's a comprehensive questionnaire that captures the full scope of your operation — not just your data, but how your business works, how you're set up with suppliers, how you handle taxes, and how you want BookWorks configured.
Your survey answers determine which data conversion templates are needed, how the GL is mapped, how tax basis is configured, which DTN automation components to activate, and dozens of other setup decisions that would otherwise require back-and-forth discovery calls to resolve.
Request the survey →Key provides a purpose-built CSV template for each data set that needs to be migrated. Every template has the exact field structure BookWorks requires — not a generic import format, but a field-by-field specification built around how BookWorks stores and uses each type of data. You populate the templates from your current system; Key does the conversion.
Maps your existing chart of accounts to BookWorks' GL structure — using Major/Minor code classifications (A=Assets, L=Liability, O=Owner's Equity, I=Income, G=COGS, E=Expense) with division codes for profit center separation.
Full vendor master including fuel suppliers, freight carriers, and all AP vendors — with GL account mapping, payment terms, 1099 flags, draft settings, and Federal Tax ID for 1099 reporting.
The primary billing account record for every customer — including account type, AR number, payment terms, bank/routing for ACH drafts, credit limit, finance charge settings, and opening balance with date.
Every delivery location for every customer — address, county (for tax jurisdictions), account type, AR number, default ship-to flag, salesperson, delivery instructions, and GPS coordinates for route optimization.
Tank configuration at each ship-to — including tank type, size, fill levels, heating K-factor, burn rate constant, weather station assignment, default product, ATG barcode, and delivery type. Drives degree-day scheduling and ATG monitoring.
Route assignments linking each customer ship-to to their primary delivery route — used by Delivery Works for automatic scheduling and dispatch queue generation. Includes account code, ship-to name, tank code, tank size, and primary route code.
All inventory items — refined fuels and warehouse/lubes products — with product codes, item numbers, class codes, unit of measure (inventory and sales), and inventory location assignments. Separate fields for warehouse items include reorder levels and cost methods.
Terminal pickup points with their associated consignee numbers — critical for DTN BOL and invoice automation. Each terminal-consignee pairing includes state, effective date, and expiration date for contract validity tracking.
Several additional data sets are collected via Excel templates — configured based on your survey answers. These include profit centers, terms, account types, inventory holding locations, suppliers/terminals, drivers and carriers, and more.
Converting data is only half the job. The other half is proving that BookWorks produces the same output as your current system on the same inputs. Benchmarking is the step where we put that proof on paper — side by side, transaction by transaction.
Key generates sample customer invoices in BookWorks using your converted data and compares them line-by-line against the equivalent invoices from your current system. Product, quantity, price, freight, taxes, and total must all reconcile.
Sample supplier invoices are processed in BookWorks and compared to your current AP records. Rack price, terminal fees, tax basis, freight allocation — every component of your cost structure must match before the data is considered clean.
Sample draft notices and NACHA ACH files are generated and compared against your current billing output. Payment amounts, discount calculations, and bank file format are all validated.
When a number doesn't match — and sometimes they don't on the first pass — Key investigates the cause. Often it reveals a configuration decision that needs clarification: a tax mapping difference, a freight rate exception, or a GL assignment that needs to be updated. We resolve every discrepancy before proceeding.
We make this explicit in writing in every BookWorks engagement. Your data — your customers, your GL history, your configuration — belongs to you at every stage of the migration process. We are the custodians, not the owners.
You export your own data from your current system. Nothing is accessed directly from your old platform by Key without your involvement.
Converted data runs on your server (or your cloud instance). BookWorks data does not reside on Key's infrastructure after deployment.
You can export your BookWorks data at any time. No vendor lock-in. No data hostage situations. The same principle applies to your BookWorks data as it does to your legacy data.
Historical data strategy is a conversation — how much history to bring over versus archive is discussed and decided by you, with our guidance on the tradeoffs.
The quality of your BookWorks migration is directly proportional to the quality of your source data. Bad data in, bad data out — no matter how good the conversion process is.
The first step in every BookWorks data migration is completing the Setup Survey — it's how Key understands your full operation before a single template is sent. Request the survey below to start the conversation.
📧 sales@keyinfotech.com · Birmingham, MI 48009
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