Tie out before you switch over

Before you let Swann Retail own your books, it’s worth proving it matches what your old setup produced — a few days of running the two side by side, tying the figures out, so you switch over on evidence rather than hope. This is how to do that safely.

The one rule: never let two systems post the same day to QuickBooks. That — and only that — double-counts your takings. A parallel run compares the numbers on screen; it does not point a second sync at QuickBooks.

Before you start: check your Loyverse sync mode

⚠️ If your old sync reads Loyverse (Amaka does), your Loyverse sync mode decides whether this is safe. On two-way sync, a sale you settle in Swann Retail is sent to Loyverse as a receipt — so your old sync picks it up and posts it, and the sale you were only meant to be checking has been booked for real.

• Two-way sync — a Swann Retail sale reaches Loyverse, and therefore your old sync. Switch to inbound only before the overlap, so the sales you ring here stay here while you tie the numbers out. Inbound only still brings Loyverse activity across, so you lose nothing you need for the comparison.
• Inbound only or import only — your Swann Retail sales stay in Swann Retail, so the old sync sees only what was rung in Loyverse. You can run the overlap as written below.

Run the two side by side

During the overlap, keep your old sync doing its job and use Swann Retail’s own screens to check the day agrees:

1. Leave your old QuickBooks sync on (Amaka, or whatever posts today) so your books keep filling as normal. Do not turn Swann Retail’s QuickBooks sync on yet.
2. Ring your sales in Swann Retail for the overlap window — with your Loyverse sync mode set as above, so those sales aren’t also reaching Loyverse. If you want Swann Retail’s reports to cover the same history, import your past Loyverse sales — imported sales power Swann Retail’s reports, are never posted to QuickBooks and are never sent back to Loyverse, so there’s no risk of double-counting from the import.
3. Each day, tie the two out. Open Swann Retail’s accounting feed for the day and compare its totals — net sales, VAT, cost of goods — against what your old sync booked for the same day. When a handful of days match to the penny, you’ve got your proof.

Some small differences are expected and fine — see why your reports can differ before you chase a few pennies.

Then switch over on your start date

Once the numbers tie out and you trust them, hand the books over on a start date you choose — the old sync owns every day before it, Swann Retail owns that day onward, so “who owned which day” is never in doubt:

1. Pick your start date — any day works; the 1st of a month is a tidy choice but isn’t required. Set Swann Retail’s Start posting on to it ahead of time, so it posts forward from that day and never the days already in your books — see Scheduling the sync start.
2. On your start date, wait for the old sync’s post for the day before, then switch it off — not at midnight. Amaka posts each day’s sales the next day, so its last invoice only arrives on your start date; see When to switch the other feed off.
3. For the first few days Swann Retail owns, confirm each day in QuickBooks has exactly one source — the full walk-through is in Check before you trust the books.

A parallel run is the low-risk way in: you never post twice, you prove the match first, and you flip only when the figures have earned it. To keep tying days out after you’ve switched, see Reconciling your books.