Migration guide
Switching from your current system to Kaptan Köşkü: what moves, and how?
The real fear in changing software is the data. This page states plainly what is imported, what is not, how your e-invoice integrator is handled and how you get your data back if you leave.
Data import
Your master data is imported easily with Excel/CSV templates
Your customer and supplier accounts, stock items, chart of accounts and opening balances are imported as Excel (.xlsx) or CSV, from your current system or from the Excel files you keep. The Data Import Wizard reads the file, asks you to map columns to fields and validates every row before writing. An empty template can be downloaded for every data type.
- Customer and supplier accounts
- Companies, contacts and account bank details (IBAN) are imported from a file. Company records can also be read from XML.
- Stock items
- Products, product groups, warehouses and price lists are imported from a file.
- Chart of accounts
- The chart of accounts and cost centres are imported from a file.
- Opening balances
- Account opening balances are imported from a file (legal-entity accounts; individual accounts are entered on screen). The accounting entry is then created with "Post". Opening stock is imported as stock movements and the general-ledger opening as journal vouchers (saved as drafts, with debit-credit balance checked).
- Open invoices
- Sales and purchase invoices are imported with their lines and due dates. The Implementation Assistant's "open documents" step covers invoices, quotes, cheques/notes and accruals; the result is checked against the source system and accepted.
- Historical transactions
- Invoices, cash and bank movements, stock movements and journal vouchers are imported from files; how far back to go is decided together.
What is not imported
- There is no direct connection to another program's database; import always works from an Excel or CSV file.
- Old e-Ledger (e-Defter) files and receipts (berat) are not imported. e-Ledger numbering continues from the last journal and line number of the previous system.
- Although .xls appears in the file picker, the reader only opens the .xlsx format; save legacy .xls files as .xlsx first.
Safety net during import
- Validation runs before anything is written: you can skip faulty rows or choose not to import if there are errors.
- Faulty rows are downloaded as an Excel report.
- A record imported again with the same code is updated, not duplicated.
- The Implementation Assistant blocks importing the same file twice and records the counts of every run.
- Column mappings are saved as profiles, so the next file needs no re-mapping.
Implementation & Training Package
You do not migrate alone
Every plan has an Implementation & Training Package bought once with the first purchase; upgrading pays only the difference. How long the switch takes depends on the amount of data to import and the time your team can set aside; we draw up the plan together in the first meeting.
Support is available on weekdays, excluding holidays, 09:00–18:00.
| Plan | Implementation & Training | Consultant hours | One-off |
|---|---|---|---|
| Kaptan Starter | Quick Start 8 hours of setup and training; includes the implementation assistant. | 8 hours | ₺12,900 |
| Kaptan Pro | Basic Onboarding One-time onboarding package: 16 hours of setup, data migration and training. | 16 hours | ₺31,900 |
| Kaptan Premium | Standard Start 30 hours of setup, data migration and training; includes the implementation assistant. | 30 hours | ₺61,900 |
| Kaptan Enterprise | Full Start 70 hours incl. payroll setup and sector package configuration; includes the implementation assistant. | 70 hours | ₺142,500 |
e-Invoice integrator
Does your integrator change?
Kaptan Köşkü sends e-documents through a private integrator. The integrator account is yours: your username and password are stored in your organisation's profile, and the password is kept encrypted in a vault.
ICM (ICE Teknoloji)
In live use. If you are an ICM customer you continue with your existing account and do not change integrator.
İzibiz
The İzibiz integration is open for the live environment. At first setup, e-document sending is verified end to end together with you as part of Implementation & Training.
Other integrators
If you use another integrator, there is no connection today; to send e-documents you need to move to ICM or İzibiz.
e-Ledger
Kaptan Köşkü prepares e-Ledger files and provides them as downloads; it does not submit directly to the Revenue Administration (GİB).
Contract, exit and your data
Your data is yours, and you can export it
Monthly or yearly payment
Monthly and yearly prices of every plan are published on the pricing page.
No commitment
There is no minimum term or commitment; your subscription continues as long as your monthly or yearly payment continues.
Refunds and ending
There are no refunds; you can try the free Planör plan before buying. If you stop paying, your subscription ends at the end of that period.
Export lists
List screens download as Excel, PDF, CSV and JSON.
Bulk export
The Export tab of the Data Import Wizard exports several tables into one Excel file or a ZIP of CSVs. Columns match the import fields.
Full backup
An organisation admin downloads all of the organisation's data as a single ZIP, encrypted with AES-256 by default and containing readable CSV copies.
30 days after you leave
After your subscription ends, your data is kept for 30 days and you can export it during that time.
Data and security
Where is your data, and who can see it?
Hosting
The database is hosted on Supabase in the AWS Frankfurt (eu-central-1) region. Transfer outside Turkey is explained under KVKK art. 9 in the application's privacy policy.
Organisation data separation
Every record belongs to one organisation; the database does not return an organisation's data to a user who is not an active member of it.
The backup is in your hands
An organisation admin downloads the encrypted full backup themselves. The backup is not stored on the server; if the last one is older than 30 days, the admin gets a weekly reminder.
Access security
Optional two-step verification (the organisation can make it mandatory), account lock after 3 wrong passwords in 15 minutes, organisation-specific session timeout, role and screen based permissions.
Audit trail
Record changes and sign-ins/sign-outs are kept in the audit log.
FAQ
Asked before switching
How do I import my data from my current software?
You export your master data (accounts, stock items, chart of accounts, opening balances) from your current software as Excel or CSV, then map the columns and import it in the Data Import Wizard. Kaptan Köşkü does not connect directly to another program's database. An empty template can be downloaded for every data type.
Which data can I bring over?
Customer and supplier accounts, stock items, warehouses, price lists, chart of accounts, account opening balances, invoices, cash and bank movements, stock movements, journal vouchers, cheques/notes, fixed assets and employee records are imported from files.
How do I import data I keep in Excel?
Download the template for the data type and fill it in, or upload your own file and map the columns to fields. Save the mapping as a profile so later files need no re-mapping.
What if I import the same file twice by mistake?
Records with the same code are updated, not duplicated. The Implementation Assistant also blocks importing the same file a second time.
Do I have to change my e-invoice integrator?
If you use ICM (ICE Teknoloji) you continue with your existing account. The İzibiz integration is open for the live environment; at first setup it is verified end to end together with you as part of Implementation & Training. If you use another integrator, you need to move to one of these two to send e-documents.
What happens to my old e-Ledger records?
Old e-Ledger files are not imported. In Kaptan Köşkü, e-Ledger numbering continues from the last journal and line number of the previous system.
Where is my data stored?
The database is hosted on Supabase in the AWS Frankfurt (eu-central-1) region. Every record belongs to one organisation and is not shown to users of another organisation.
Can I take my data with me if I leave?
Yes. You can download lists as Excel, PDF, CSV or JSON, export several tables at once, or back up all of your organisation's data as a single encrypted ZIP. After your subscription ends, your data is kept for 30 days and you can still export it during that time.
Is there a minimum term or commitment?
No. The subscription continues as long as your monthly or yearly payment continues. If you stop paying, it ends at the end of that period; paid periods are not refunded.
Can I try it before buying?
Yes. You can start with the free Planör plan or request a demo with your data.
What are your support hours?
Support is available on weekdays, excluding holidays, 09:00–18:00.
How long does the switch take?
It depends on the amount of data to import and the time your team can set aside; since it differs from project to project, we do not give a number of days. We draw up the plan together in the first meeting.
Next step
Let's look at it with your data
In the demo call we talk about your current software, your integrator and the data you want to move, and show how the import will look for you.