Case study: going live mid-year with clean opening balances
You don't have to wait for 1 April to switch systems. A minerals business moved to Dravyaa on 1 October. What made it work was a hard cutover date, and being strict about what counts as opening.
At a glance
- The cutover date was 30 September 2026. Everything up to it became an opening balance, and everything after it was entered in Dravyaa.
- 10 customers opened with ₹34,93,192 receivable and 10 vendors with ₹18,45,077 payable, each on their own party ledger.
- A debtor's statement ran to 5 October. Its six October sales were taken out of the opening and entered as real October invoices.
- A creditor whose only entry was dated 1 October opened at zero, for the same reason.
- Duplicate party codes from the old setup were cleaned up before go-live, so every party has one code and one ledger.
A mid-year go-live works if you pick one cutover date and apply it strictly: balances as at that date become openings, and every transaction after it is entered in the new system. This minerals business chose 30 September 2026 and started entering October in Dravyaa.
Why go live mid-year?
Waiting for the next financial year means six more months on the old process. With per-party opening balances, outstanding amounts, ageing and statements are right from the first day, and the year's earlier transactions stay in the old books for reference.
What went into the opening?
| Customers (debtors) | Vendors (creditors) | |
|---|---|---|
| Parties | 10 | 10 |
| Opening balance | ₹34,93,192 Dr | ₹18,45,077 Cr |
| As at | 30 September 2026 | 30 September 2026 |
| Where it sits | Each customer's own ledger | Each vendor's own ledger |
Where do mid-year go-lives usually go wrong?
- Statements that run past the cutover. One debtor's statement ran to 5 October. Taking its closing figure would have counted six October sales twice, once in the opening and again when the October invoices were entered. Those sales were removed from the opening.
- Parties whose only activity is after the cutover. One creditor's only entry was dated 1 October, so it opened at zero and the entry was made in Dravyaa.
- Duplicate codes. The old setup had given two parties the same code. Each was re-coded before go-live, so every party has one code and one ledger.
- Missing addresses. Parties created from a balance list often have no address. Placeholder addresses were replaced with the real ones from the statements.
The opening balance is a fact about one date. Anything dated after it is a transaction, never part of the opening.
How Dravyaa handles opening balances
Every customer and vendor in Dravyaa has its own ledger, and its opening balance is set as debit or credit on that ledger. When the first payment comes in, it clears the opening balance first, before any invoice, as most businesses would expect. The party statement starts from the opening and shows each transaction after it.
Frequently asked questions
Can I switch to an ERP in the middle of the financial year?
Yes. Choose a cutover date, load each party's balance as at that date as its opening balance, and enter every transaction after that date in the new system.
What is a cutover date?
The cutover date is the last day accounted for in the old system. Balances on that date become openings in the new system; everything dated after it is entered as a normal transaction.
How do I avoid double-counting at go-live?
Make sure no opening balance includes transactions dated after the cutover. If a party's statement runs past the cutover, take its balance as at the cutover date, not its latest closing balance.
How does Dravyaa apply a payment against an opening balance?
A payment received from a party first clears that party's opening balance, then any remaining amount is allocated to invoices or kept as an advance.
About this case study
Customer names are withheld at the customer's request. Figures are taken from the customer's own Dravyaa account and source documents, not estimated. The go-live took place in October 2026.
Go live this month, not next April
We'll help you load opening balances and start on a clean cutover date.