Reckon Hosted

Reckon Hosted

What Versions of Reckon do you convert?

Alert
The Reckon conversion service is for Australia only.
Please see here for what we can convert. 

What is Converted?

  1. Contacts
  2. Chart of Accounts
  3. Inventory Items
  4. Jobs / Categories
  5. Open invoices & bills
  6. Closed Invoices & Bills for the Transactional Period Converted

What isn't Converted?

  1. Multi-currency. AUD must be the only currency.
  2. Inventory Quantities - this can be setup post conversion for tracking, see here 
  3. Pay runs - Opening balances are added. - How Payroll Converts
  4. Tracked Inventory needs to be setup post conversion - More information
  5. Xero does not allow general journals and payments unallocated to invoices and bills to customers and suppliers. Therefore we assign these to a non system Accounts Receivable and Payable account.

Watchouts in Reckon for Conversions

  1. Manual journals to control accounts - More information on how we handle this
  2. Multiple Accounts Receivable / Accounts Payable accounts - As Xero only allows one we need to merge them.
  3. Invoices or bills where the chart of account used is a Bank - More information
  4. Transactions with greater than 1000 lines - more information
  5. Turn on Chart of Accounts Numbering or we will add numbering during the conversion - more information 
  6. In some instances in Reckon a transaction may be linked to a job report however when looking at the transaction in Reckon there is no job listed. In these instances you may experience a variance in the Job profit report.

Getting Ready to Convert

Preparing My Reckon for Conversion

See here for our Pre-Conversion Checklist.

Reckon Hosted

How to Create a Back-Up 

Before you download the Reckon Accounts Hosted file, follow these steps.

Follow the steps below to create a backup file stored on your My Backup (B:) drive, then make a copy of it to your local computer as a secondary backup set.
1. Click on the  File menu >  Save Copy or Backup


2. Select Backup copy and then click the  Next button


3. Click on the  Options button to display the Save Backup Copy>Options screen.
As you are on a Hosted Platform, only the Local Backup option is enabled. This is 'local' with respect to the platform and will not save on your personal computer.





4. The My Backup (B:) drive is the default backup location. We recommend that you select the “ Complete verification” option and then click the OK button to return to the Save Backup: Method screen. If the Complete Verification is not completed you can still start a conversion with us however, it may mean we have calculation issues with your data.

5. Once you are back in the  Save Backup: Method screen, click on the  Finish button to proceed with and finalise the backup process.


7.      Once the backup has completed you will be prompted with a similar message prompt as shown below. Click the OK button


Follow these steps to save your backup to your computer. 

  1. Click on the download icon located in the top right-hand corner of your screen
     or 
  2. Click on the “Look in:” drop-down menu and select “My Backup (B:) “ where your hosted backup sets are stored by default
  3. Select your Backup File or Portable Company file you want to make a local copy of
  4. The Reckon Accounts Hosted download function will automatically download your file to your web browsers default download folder location.
You have successfully created a backup file and transferred it to your local machine. Once done, click on “Open Downloads folder” to navigate to the backup file.

From here, you can load through our website for conversion.

How to clean up my Reckon Hosted File

Please have a look through the following screenshots for picture instructions on how to reduce the size of your file.

  1. File > Utilities > Clean up company data. Clean up the file by purging transactions prior to your chosen date. 

  2. Remove all transactions prior to your chosen date.

  3. Uncheck "Remove uncleared (unreconciled) bank and credit card transactions."

  4. Remove the 'Done' To Do Notes. You may also wish to check the box for the unused accounts/customer or suppliers.

  5. Select Begin Cleanup

  6. Put the backup into a subfolder. Select OK

  7. At this stage also go through the complete verification.

  8. Click Save.

  9. If you receive this error, some additional account fixing may be required. See the steps below.

  10. It is best to save as a .QBW or QBB. You can then reopen the file to check that all the data you want to convert is still in it prior to starting a conversion.

  11. Reckon then asks where to save the working copy. Save in a directory and call it something unique so that it is clear that this is not your working file.  Once you have verified the data, this is the file to upload. Be sure to remove any passwords.


Errors - How to Fix Various

Common Errors and How to Handle Them

  1. Clean-up date set too early. See Example 1
  2. Error Templates  - See Example 2
  3. Changing Admin Password. - See Example 3
  4. The accountant’s Copy may need to be cancelled for purging. - See Example 4
  1. Clean-Up Date
    Set the date for clean up to be the end of the financial year that you do not need data for to retain only the relevant data. Open invoices, etc., will still come through. 
    Clean-up date may be set before 30/06/2014. Edit > Preferences > Accounting > Company > Set closing Date >     Ok
  2. Errors in Templates
    In the rebuild, you may get errors in the Templates file. You need to find those errors and then delete the templates.
    Might need to do a rebuild of the file, which recreates indices and relationships. This is an example of a failure - duplicate elements. 
       
    The log file showed there were 2 invoices called "custom invoices"

    Following this up discovered that there were 2 templates called “custom Invoice” (Will need to track these errors to see what the common ones are).

    Deleting 1 solves this problem
  3. Change Password to Blank
    Company, Change Your Password. Please supply the file with a blank password.
  4. Change from Accountants Copy to Business
    Sometimes the file will have had the accountant’s Copy set. You need to go and cancel that process to enable cleanup.
    File > Accountant's Copy > Client > Cancel

    Requires Confirmation

**Please note, we can not guarantee that these steps will work for your file.**

Reckon Accountants Version - How to Downgrade a File

If you have a Reckon Accountant file, we need the file to be saved from a business version of Reckon (Pro / Premier / Enterprise). To do this, please follow these steps:

  1. Open the Reckon File in the Accountant version.
  2. From the file menu, choose toggle to another edition (e.g. Premier General Business).
  3. Save a backup copy of the file.
  4. Whilst still toggled, restore the back-up copy, this is now ready to upload to us.

Post Conversion Recommended Next Steps

Once your data is converted to a Xero Organisation we recommend:
  1. Reviewing you customise Action Checklist - this will be attached to the email advising completion, or you can return to your status page to download a copy.
  2. Comparing your data for peace of mind - more information
  3. Do you have an Accounts Receivable or Payable Originals Account? - get this tidied up - more information
  4. Updating my Chart of Accounts in Xero - more information
  5. Setting up your Bank Feeds - more information
  6. More helpful information on Using Xero

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