This step-by-step migration guide will assist you in merging your custom fields, expense categories, and teams, ensuring a smooth transfer of data from individual entities to the group. By consolidating this information, you'll centralize control over visibility and streamline management.
Migration specifics
If you're using an active ERP connection and have custom fields with varying names across your entities, Payhawk will automatically merge them as long as their External IDs in the ERP system match.
Custom fields that were automatically merged using their ERP External ID cannot be merged with other custom fields.
Custom fields from different sources cannot be merged.
You cannot merge categories or custom fields if they contain conflicting values.
Entry points to the migration wizard
You can start the manual migration from your group account by clicking on the Start migration button from the following locations:
The banner on your Group Dashboard.
The badge on Group Settings > Overview.
The badge on Group Settings > Expense fields.
The badge on Group Employees > Teams.
Migrating your teams
To start the migration of your data:
In the Payhawk web portal, go to your group account and click on Group Dashboard > Settings.
Click on the Start Migration option from the badge.
On the Overview page of the Payhawk migration wizard that loads, click on Continue.
On the Migrate teams page, click on Continue. The screen that will load will show all your entities with all their teams slightly adjusted by the system to avoid conflicts.
Review the proposed structure team by team.
If needed, manually add or remove team members and team managers to successfully map the teams. If you've made a mistake, click on Revert.
Migrating your categories
After you've migrated your teams, the wizard will lead you to the next step of migrating your categories.
Categories can only be deleted after migration. You can deactivate categories' values in the group account, which will remove them from the entity but will keep them visible as inactive in the group account.
On the Migrate categories page, click on Continue.
The screen that will load will show the list of categories from your entities that the system has detected as identical and suggested that you merge. These identical categories will be marked by Payhawk with a star.
To review a category and see the entities where it's present, click on it. In the dialog that opens, you'll see the entities where the category exists.
To keep a category as standalone for the entity from which it was extracted, click on the Back button against it. In the dialog that opens, click on Extract to confirm your choice.
To merge categories that haven't been suggested by the system for merge, select them. In the dialog that opens, select the target category where the data will be merged and click on Merge.
Migrating your custom fields
After you've migrated your expense categories, the wizard will lead you to the next step of migrating your custom fields.
Custom fields identified as identical by the system (based on their External ID in the ERP system in case of an active connection) will be read-only - you won't be able to add or remove them.
Custom fields can only be deleted after migration. You can deactivate custom fields' values in the group account, which will remove them from the entity but will keep them visible as inactive in the group account.
On the Migrate custom fields page, click on Continue.
The screen that will load will show the list of custom fields from your entities that the system has detected as identical and suggested that you merge. These custom fields will be marked by Payhawk with a star.
To review a custom field and see the entities where it's present, click on it. In the dialog that opens, you'll see the entities where the custom field exists.
To keep a custom field as standalone for the entity from which it was extracted, click on the Back button against it. In the dialog that opens, click on Extract to confirm your choice.
To merge custom fields that haven't been suggested by the system for merge, select them. In the dialog that opens, select the target category where the data will be merged and click on Merge.
Completing your migration
The Complete migration option will always be visible in the Payhawk migration wizard during the migration process.
When you click on Complete migration, Payhawk will automatically apply the criteria for automatic migration and will merge all compatible teams, categories, custom fields, and their corresponding values. The data that cannot be merged automatically will need to be manually migrated by a Payhawk administrator at a convenient time.
To pause the migration, click the three-dot menu next to Complete migration and choose the Continue later option.
The next time you log in to Payhawk, you'll be able to resume from the point you've left off.
You can also cancel the ongoing migration altogether - click on the three-dot menu next to Complete migration and select Cancel migration. You'll then be able to restart the migration process from the beginning at a later time.
