Transaction types that may lead to issues
We always try to deliver the conversion with full transactional history.
On occasions, if the following transaction types occur extensively we may only be able to provide a service with no or reduced history. In some instances it may prevent us from being able to complete the conversion at all. If this occurs we will endeavour to advise you as soon as possible.
Any integrated add-ons
Add-ons bring data into accounting files in different ways. If you have an add on which posts a manual journal to accounts receivable of accounts payable for instance, we will bring in the payments into a secondary account under Accelerate package these will be reconciled and under any other package the user can reconcile post-conversion.
Archived Chart of Accounts
Where the chart of accounts are archived and there is transactional data in the converted period this may prevent extraction of data for this chart of account. Please ensure these are all active.
Bills and Invoices
Where a bank chart of account type is used in a line item in a bill or invoice. Xero does not allow banks to be line items in bills and invoices. We suggest selecting a premium package with Bank Account mapping so that you can have this coded as either a current asset or current liability if you are unable to change in the file prior to commencement.
GST set up as a bank account
In some accounting packages there is the ability to set GST Collected and GST Paid-up as Bank Accounts / Credit Cards. In Xero this action cannot be replicated and GST bank accounts can not be set up as the system account for GST. We suggest selecting a premium package with Bank Account mapping so that you can have this created as a current liability to avoid any conversion issues.
Manual adjustment of GST
If the source file has transactions where the GST has been manually adjusted after the system has calculated the GST then it is possible that the GST when converting into Xero will be incorrect. eg if there is a GST free portion GST free tax code is required to be selected.
Manual journals to control accounts
Xero does not allow journals to control accounts (Bank, AR, AP). Where we encounter these transactions we use the conversion clearing account to replicate these journals in Xero. However extensive use of journaling to control accounts is outside the scope of our automated service and we will advise if we encounter this in your file.
Multiple Accounts Receivable / Accounts Payable accounts
Xero only allows for one system Account for each Accounts Receivable / Accounts Payable. Where possible we will merge multiple Accounts Receivable / Payable accounts to conform with Xero’s functionality. However, if there are many, or complex, AR / AP accounts in the source file we will not be able to complete the conversion.
Tax Codes used for both 0% and 10%
In some accounting packages you have the ability to set up and use Tax Codes as both 0% and 10%. Xero only allows one to be applied consistently throughout its use. As a result, we often find that there is a BAS Discrepancy between the two file. This is due to Xero only including calculated GST in the Activity Statement and to deliver a file with the correct GST balance we include variance as a transaction line within the invoice or bill. We do provide an email post-conversion advising this variance so you can make the necessary adjustments if you wish, alternatively, you can provide this to your financial professional for their records.
Tracked inventory
We cannot convert Tracked inventory however this can be set up post-conversion, for more information please see here.
Trade Debtors/Trade Creditors accounts linked to bank accounts
In some accounting packages you have the ability to set up bank accounts as the system account for Accounts Receivable / Accounts Payable. In Xero this action cannot be replicated and bank accounts can not be set up as the system account for Accounts Receivable / Accounts Payable. We suggest selecting a premium package with Bank Account mapping so that you can have this created as a current liability to avoid any conversion issues.
Transactions with greater than 1,000 lines
There are limits to the number of API calls that we application can make against a particular Xero organisation. This includes transaction line limits - Xero will not allow Invoices / Bills to have in excess of 1000 transaction lines.
Negative Discounts
Xero does not allow negative discounts and therefore when we push in these transactions the conversion fails. If you would like to convert and you know you have used this function you will need to edit the transaction in the source file editing the line to be the correct total with no discount applied.
Undeposited Funds Account
If the source file has an undespoited funds account which is not account type Bank and is unable to be changed to Bank - any transaction where a contact is used this link will not be possible due to system differences. In Xero where the account is not a bank account transactions do not allow a contact to be applied. The financial data will be intact however if you report based on contact some data may report differently.
If we do identify an issue within your file we will let you know as soon as possible.
Please see here for the essential file preparation steps before uploading your file.
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