Switching from UBS Accounting
Your trial balance, aged receivables and payables, contacts and product catalogue come across from UBS; posted transaction history does not, and stays in UBS as your archive.
Access UBS — formerly Sage UBS — has been a fixture in Malaysian SME accounting for decades, and a great many Malaysian books still live in it. If it fits your business, stay. What usually sends owners looking is not what it does but where it lives: on one Windows machine that you own, back up and keep running. Taokeh's switch wizard turns your trial balance and exported master records into opening balances you confirm figure by figure. Here's exactly how the move works.
Each one comes from what the product itself publishes. If none of them is your situation, staying is the right answer.
Access UBS runs on Windows, on your machine, which makes the backups, the antivirus exceptions and the version updates yours to run. Access's own support library carries articles on whitelisting UBS in antivirus and on restoring the e-Invoice tray icon after an online update (Access UBS support KB, checked August 2026). All of it is ordinary maintenance. It is also work that belongs to you.
To transmit e-Invoices from Access UBS you appoint ACCESS SOFTWARE SDN. BHD. as your intermediary in the MyInvois portal, with full permission, before anything will send (Access UBS support KB, checked August 2026). It works. It is also one more party standing between your invoice and LHDN. Taokeh builds you a MyInvois batch file and you upload it yourself — we are not your intermediary and we never submit on your behalf.
On an on-premise product, adding a user means a shared folder or a server and a network to keep healthy, not a plan change on a web page. Same for working from home, and same for the month your accountant wants to look at something while you are out.
Access UBS exports master records through Periodic → Export/Import (GLDATA, ARCUST, APVEND, to DBF or CSV) and its financial reports to Excel. There is no live connection to hand off — you take a copy at a moment in time. Export to CSV rather than DBF: Taokeh's wizard reads CSV and Excel, and does not open DBF files.
| Your data | Comes across? | How |
|---|---|---|
| Trial balance | Yes | Upload your UBS trial balance, exported to Excel. Taokeh matches each account to your chart, and you confirm every figure before a line posts. |
| Customers and suppliers | Yes | Import the debtor and supplier lists UBS writes out from Periodic → Export/Import, so every name and detail is ready before your first document. |
| Aged receivables | Yes, invoice by invoice | Your UBS debtor ageing report becomes your opening customer balances. |
| Aged payables | Yes, bill by bill | Your UBS creditor ageing report becomes your opening supplier balances. |
| Products and opening stock | Yes | Your product list and opening quantities, reconciled to the cent before the wizard lets you lock. |
| Posted transaction history | No | It stays in UBS as your archive. Taokeh starts from a locked opening balance dated on your cutover date. |
UBS already has the export you need. Its financial reports export to Excel, and Periodic → Export/Import writes your master records out as DBF or CSV — the chart of accounts, your debtor list and your supplier list. Save those as CSV, upload them, and confirm the figures.
Pick the day your Taokeh books begin — usually your last day in UBS. Every opening figure is dated on or before it.
Export your trial balance from UBS to Excel and save it as CSV or XLSX. Taokeh matches the header names — code, account, debit, credit, or a single signed balance — reads your figures, and suggests where each account maps in your chart. You adjust anything, then confirm.
Import your customer and supplier lists so every name and detail is ready before you raise your first document.
Upload your aged-receivables report so who-owes-you-what carries across, invoice by invoice.
Same for what you owe — your aged-payables report becomes your opening supplier balances.
Bring your product list and opening stock, run the reconciliation drill-down until every difference is explained, then lock your opening balances and you're live.
Most services businesses land their opening balances in one evening, unassisted. If you carry stock, the wizard reconciles your opening inventory to the cent before it lets you lock — so trading businesses tie out cleanly rather than quickly. Either way, nothing posts until you've confirmed it, and a line-by-line reconciliation explains any difference.
Nobody needs to convert a DBF folder or rebuild years of postings. You bring your position on one date — balances, who owes you, what you owe, what's on the shelf — and start clean the next morning. Your old files stay yours, untouched, as your archive.
Connect the AI assistant you already use — Claude, ChatGPT and more — and just ask: “How were sales this month?”, “Who owes me money?” It reads your live books and files drafts you approve; it can never post on its own.
You do not have to buy anything extra to get the AI. The RM45 base has it already: a built-in assistant answers your how-do-I questions anywhere in the app — where a setting lives, how to raise a credit note — and on the /go screen you type what happened in plain language and the entry is drafted for you, with 10 AI credits a month included and more available as a pack. Then, if you want your own AI in your books, the Ask Taokeh connector adds RM29 a month — RM74 a month all in, since the connector runs on top of the base — and the assistant you already pay for reads your live books and your payroll and files drafts you approve. It can never post on its own.
Connect Shopee, TikTok Shop and Shopify and orders land as invoices with the platform fee already netted — each payout tied to your bank deposit, with no separate reconciliation tool to subscribe to.
Full statutory payroll — EPF, SOCSO, EIS, PCB, HRDF and zakat. LHDN confirmed our PCB (MTD) 2026 calculation in writing (letter ref 2026-256, August 2026), and a consolidated e-invoice we submitted came back Valid on LHDN's MyInvois preproduction portal.
RM45 a month covers the books, the MyInvois e-Invoice export and payroll for your first 2 staff — then RM5 per extra staff per month. No second subscription for payroll, no monthly file to carry between two systems, and only the add-ons you switch on. Your data is always yours: full export, any time.
Every claim above has a receipt — see the proof page.
Worth seeing all of them side by side before you move anything.
Capability lines only. No prices, and no claim about which one suits your business — that depends on your books.
No — your UBS data stays exactly where it is, and it remains your archive. Taokeh starts you from a clean cutover: your trial balance, open invoices and bills, contacts and opening stock become your opening position, and you carry on from there. You're not re-keying a year of transactions.
Your trial balance (UBS financial reports export to Excel), your debtor and creditor ageing reports, and your master records — chart of accounts, debtor list, supplier list — through Periodic → Export/Import. Save them as CSV or Excel before uploading.
It reads CSV and Excel, matching your column headers against a long alias list and asking you to point at anything it can't place. It does not open DBF files, so export to CSV first. It has not been tuned to one specific UBS report layout, so expect to confirm a column or two on the first pass.
If you run a services business, most people finish their opening balances in an evening. If you carry stock, plan a little longer: the wizard ties your opening inventory out to the cent before it lets you lock. There's no rush — you can stop and resume anytime.
Yes — start a free 14-day trial, no card required, and run the switch wizard on your real exports. Nothing posts to your books until you confirm and lock.
Familiarity, and it is worth more than it sounds. A lot of Malaysian accountants and clerks have worked in UBS for years and are fast in it; if yours is one of them, ask before you move — retraining a person who is quick in the old system is a real cost. You would also be giving up software that runs whether or not the internet does. Taokeh is cloud; no connection, no books.
Start a free trial and open the switch wizard — your UBS exports become your opening balances, tied to the cent.