Who this guide is for
For anyone who already uses a management system (desktop, cloud or custom-built) and wants to move stock and operations to Aty. Maybe because the system doesn’t publish to marketplaces, can’t be used from a phone in the warehouse, or every price change has to be made in three places.
You don’t have to shut down the old system completely. If your current system works for accounting or invoicing, it can keep doing that: Aty connects to other systems through API and webhooks, and electronic invoicing with SIFEN inside Aty is still in development.
What data to migrate
| Data | Migrate it? | How |
|---|---|---|
| Products | Yes | Export of items or of the product master. |
| Stock by warehouse | Yes, as of the cutoff date | Stock report by warehouse, counted or validated. |
| Prices and price lists | Yes | One column per list, or one row per product and list. |
| Customers | Yes | Customer master with RUC, contact and assigned list. |
| Customer account balances | Yes, by document | Report of pending balances by customer and document. |
| Suppliers | Yes | Supplier master with lead time and payment terms. |
| Sales history | Generally no | Stays in the old system for reference. |
| Issued documents | No | Your invoicing system remains the record. |
History stays where it is on purpose: Aty’s replenishment is calculated from actual consumption over the last 30 days that Aty itself records, and reports start from your first day.
How to prepare the file
- Export to CSV or Excel. Almost every system has an “Export” option in its lists. If yours only exports to PDF, ask your vendor for a data export: the data is yours.
- Check the separator. With Paraguay’s regional settings, Excel uses a semicolon to separate columns and a comma for decimals. If the file opens with everything in one column, the separator is different.
- Check the encoding. It has to be UTF-8. If you see
ñwhere it should sayñ, export again choosing UTF-8. - Rename the columns to something understandable. They don’t need to match Aty’s: the import recognizes the columns and shows them to you so you can confirm. But
ART_DESC_1doesn’t help anyone. - Split what comes bundled. Many systems export the stock of all warehouses in columns (
STK_DEP1,STK_DEP2). Turn it into one row per product and warehouse, using each warehouse’s real name.
The columns for each sheet are the same as in the guide for moving from Excel: products, opening stock by warehouse, customers with balances by document, and suppliers.
Step by step
- Choose a cutoff date. A low-traffic day, at closing time. Everything before it stays in the old system; everything after, in Aty.
- Export the master data a few days early: products, customers and suppliers change little. That gives you time to clean them up without rushing.
- Load the master data into Aty and review it calmly: unique codes, units, currencies, price lists.
- On cutoff day, export stock and balances. These are the two data points that change every hour: export them last, not earlier.
- Load the opening stock by warehouse. In Import, use the Stock by warehouse type. It enters as an adjustment in each product’s Movements, with its reason. Nothing is typed by hand into Aty’s stock.
- Load the balances by pending document, with their original date: in Import, use the Customers and balances type, with one row per document (
comprobante,fecha,saldo). That way the age of the debt is right from day one. - Freeze the old system for stock. From the cutoff on, no outflow is recorded on both sides: that is exactly what creates two different numbers.
- Run both for a week or two. The old system stays for looking up history. If you keep using it for invoicing, connect it through the API so you don’t have to enter things twice.
- Do a stock count after a week. A blind count of your fastest-moving products tells you whether the cutoff went well.
If your system is custom-built or holds a lot of data: the Max plan includes assisted migration and the Custom plan adds integration with your system. Tell us how yours works at the demo.
Common mistakes
- Exporting stock days in advance. Merchandise was sold between the export and the cutoff, and Aty starts with an outdated number.
- Recording sales in both systems “just in case.” Stock drops twice or, worse, in one system and not in the other.
- Importing each customer’s total balance. You lose the age: a 90-day-old debt shows up as from today.
- Discontinued products still in the export. Filter out inactive ones first; otherwise they reappear in the catalog.
- Different codes for the same item at each branch. If the old system allowed it, unify them beforehand: in Aty the code identifies the product across the whole business and on every channel.
Final checklist
- You have a cutoff date and time agreed with the team.
- The master data (products, customers, suppliers) is loaded and reviewed.
- Stock and balances were exported on cutoff day, not earlier.
- Balances are by document, with a date.
- Nobody records stock movements in the old system after the cutoff.
- You did a control count after a week.