Other Considerations

Other Considerations

Account numbers

The hyphen is removed from the number as part of the process, for example 4-1000 in MYOB becomes 41000 in Xero or 4.100 in Reckon comes across at 4100. Note Xero has a limit of 10 numbers, so if the source is longer it maybe truncated and will need to have a number to ensure it is unique.

Attachments

Invoices or other documents attached within the source file do not convert. Only actual transactions will convert.

Notes for QBO:

You can extract these Documents in bulk. Please see here.

Once in QBO please complete the following:
  1. Select the Settings ⚙ icon from the tool bar.
  2. Under Lists, select Attachments.
  3. On this page, select the attachments you want to export.
  4. Select Batch actions and then Export.
  5. The documents will be exported into a zip folder. 
Once exported, you can upload into Xero files in bulk for substantiation.

Audit Logs

Audit logs are unique to when data is posted in the accounting system so they cannot be brought across to Xero. 

Bank Rules

These do not carry over. Simply set your Bank Rules up in Xero following conversion.

Billable Expenses

During the conversion we cannot allocate Billable expenses against Clients in Xero.  As a result this information needs to be updated post conversion.

Budgets

These do not come across as part of a conversion.

Casual Employees with Leave Entitlements/Balances

As per the Australian Fair Work Ombudsman, Casuals do not get paid days off, notice of termination or redundancy pay, even if they have worked regularly for a long time. Please see additional information here. 

If you have Casual Employees with leave entitlements these balances will not be included as part of the conversion. This is because you cannot set up a Casual Employee to receive paid Leave (other than Long Service leave) in Xero. Post Conversion you will need to determine if the employee will remain a Casual or be converted to a part/full time employee and consider what to do with any leave balances.

Document numbers

The leading zeroes are removed from document numbers e.g. invoices, bills etc.

Estimates

Estimates convert for QuickBooks Desktop and Reckon. They are not converted with other software types.

Fixed Asset Registers 

Fixed Asset Registers do not come across during the conversion.

Notes for US conversions:

Total Fixed Asset, Accumulated Depreciation, and Depreciation Expense balances will be brought over.  If a business is in the post-conversion steps & adding their Fixed Assets to the Xero Fixed Assets module, they are required to choose a "deprecation start date".  This date must be January 1 of a year.  Therefore, if a conversion is done mid-year, depreciation expense will be duplicated.

What we recommend is to:
  1. Delete the converted entries for January to March relating to depreciation OR create a monthly journal to reverse them out.
  2. Add the Depreciation start date as per the source file.
  3. Add in the accumulated depreciation as at the 12/31 for the previous FY for the asset.
  4. Run the Depreciation for January / February and March - assuming the calculation in Xero is correct between the source file and Xero, then this should be fine.

Invoice numbers 

Due to the data mapping process there may be some discrepancies. Generally leading zeros are acceptable and are converted.

Locations

As Xero does not accept locations we will be unable to convert this data.

Notes

Note field and descriptions are not converted.

Reckon Credit Card Transactions

During the conversion we cannot extract the credit card transactions as you would expect to see in Xero. The transaction line is extracted from Reckon however does not include a Tax amount.

For example the transaction total is different to the sum of line amounts and during this time it is identified that the tax amount is missing. This tax information is extracted from a journal table then added to the transaction so that the sum of line amounts add up. This imports into Xero as two different transaction lines and due to how this information is extracted the GST portion may be allocated to GST on Income or GST on Expense. We will make GST adjustments in the file each quarter so that the GST Payable / Refundable will match the source file as at conversion date.

Reports

If you have set up reports in your source software then they will need to be recreated in Xero following conversion

Sales and purchase accounts for contacts

Standard income and standard purchase accounts for contacts currently do not come across as part of the conversion.

Tax codes

We aim to convert tax codes in a per the source file though with Reckon sometimes the tax codes will all convert as BAS Excluded.  If you have created Custom Tax Codes we will make all attempts to use the closest fitting codes in Xero. There may be some variation as the information in the desktop software does not indicate the full intended treatment of a Custom Tax Code.

Note for Australian conversions we cannot convert the file if a tax code greater than 10% has been used in transactions.

Time billing / Activities

Please note Time-billing / Activities information will not be converted into Xero.

Xero organisation type

The Xero organisation will be set up as type - Company. If you need to change it, we recommend you do so with the assistance of your accountant/bookkeeper PRIOR to commencing work in Xero to avoid reporting and/or tax errors.

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