Transactional History

Transactional History

When it comes to your service selection you will be given the choice of a service:
  1. With transactional history – useful for reporting or referring to past data in Xero, OR
  2. Limited History service – useful for a fresh start or really messy legacy data.
Please check this link for a balances (transaction free) service or see below for a full transactional history service.

Transactional History

Most times we can convert at least current plus the previous financial year of history. The maximum amount of transactional history that we can convert under the Accelerate package is current plus 3 previous financial years.

The amount of history you receive may be reduced if:
  1. the desktop software file has been rolled into the current financial year
  2. it has multiple locations
  3. there are errors or a large number of transactions in the file
  4. uncoded transactions will not convert
  5. transactions 2013 or prior may not convert.

How Much History?

You will see on the conversion service selection page how much history you can receive under the basic Xero sponsored service and any options to purchase additional history.

You choose the history start date, and you receive all transactions from that date to wherever the data ends in MYOB.

No matter how many transactions your accounting file has, it all gets converted in the same reliable manner.

Invoices, Quotes and Orders

  1. All open invoices and bills will be converted, unless they are prior to 2013
With full line item details and all payments against them.

A full and accurate history within Xero means there is no need to go back to the source file to look anything up. All invoices, statements and Credit Notes can be created and emailed from within Xero exactly as they were in your old software.

Invoice and customer reference numbers will be converted into separate fields in Xero for invoices. With bills there is only one field available in Xero so the supplier invoice number and the purchase order number will be concatenated, with the invoice number appearing in brackets {} after the purchase order number.

Every single invoice-line is transferred, including lines with description only. Item invoices use the correct item codes and quantities. Any original invoice that is entered including tax, will arrive in Xero in the same way.

Quotes and Orders are entered as Draft Invoices and Bills, purchase orders are brought across as purchase orders in Xero. Note that Quotes prior to your selected conversion history start date will not be converted. Also note that due to field and system differences between accounting packages, when Orders are converted to Draft Invoices in Xero the PO Number cannot currently be extracted so you will not see PO Numbers in Draft Invoices.

Item codes come across on approved Invoices and bills. You will NOT receive item codes on credit notes, draft invoices or bills.

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

Note with invoice numbers, due to the data mapping process you will lose any zeroes at the start of the invoice number e.g. invoice number 0001285 will appear as 1285 in Xero.

Recurring Invoices, bills, scheduled payments and recurring manual journals do not come across as part of the conversion. You will need to enter these in Xero following conversion.

Notes for MYOB files:
With MYOB conversions you also receive invoice due date.  ABNs will be converted for contacts.

Our software can only import sales services orders/quotes not items sales orders/quotes.

For MYOB conversions Quotes & Orders in the items sales format will not be converted.

Payments and Credit Notes

Every payment is transferred and booked against each invoice.

That means you can see exactly when payments were made against all invoices when clients need to talk to debtors.

This also includes Credit Notes that are assigned to another invoice to pay it off. Full details (as in invoices) with one additional line representing any assignment to another invoice or refund.

Each Credit Note is accurately assigned to the invoice/bill on the day that it is assigned in the source file.

Any overpayments are handled accurately through Credit Notes. So when you enter the next invoice for a client who has paid a deposit, a credit note will automatically remind you of it.

Bank Transactions

Reconciled according to the source file.

All bank transaction details are transferred with reconciliation exactly matching what is already reconciled in the source data.

So in this example, starting the bank feeds from 1 November will pick up the unpresented cheques from before and automatically pre-match them during the normal bank reconciliation process.

This means that all the work done is preserved in Xero and the client can continue where they finished off in the old accounting system.

Reconciled, unreconciled and uncoded transactions

During the conversion we can only import transactions that have been coded, unreconciled transactions convert as unreconciled and reconciled transactions are converted as reconciled. Uncoded transactions cannot be converted as they are not associated with an account. 

For unallocated bank transactions in the source file, if there is no chart of accounts assigned against the bank transaction they do not convert. To ensure any uncoded transactions convert you can temporarily assign them all to a holding or clearing account and then recode post conversion. Updates can be completed in bulk using the find and recode function or a manual journal to update post conversion.

Comparing Bank Reconciliation Reports

The Bank reconciliation reports may not match between the source data and Xero if:
  1. Reconciliation has occurred in the source file after the publication date of the Bank Reconciliation report
  2. Reconciliation has occurred in the Xero organisation following conversion.
If you want to compare reconciliation reports between the source data and Xero we recommend that you:
  1. Reconcile to a certain date in the source data and then publish as of that date before sending the file to us.
  2. Cease all work in the source data file once you have run that report.
  3. Publish the same Bank Reconciliation report in Xero before starting to reconcile any transactions in Xero.

Manual Journals

Exactly as the accountant intended.

All manual journals (general journal) details come across exactly as they are entered in the source file with the correct accounts and GST settings.

Xero does not allow bank accounts to be used in Manual Journals and Invoices, so they are replaced by a “Transfer Account” and an additional Spend Money or Receive Money transaction is created.

Xero also does not allow any journal entries to Trade Creditors and Debtors to keep the integrity of the data intact. Any Invoices or Bills that have been paid off via manual journals in the source file will need to be reviewed post conversion in Xero. You may need to apply payments against open Invoices/Bills if they had previously been paid in your source file. The balance in the Account Receivable/Payable Original account can be used to offset the open Invoices/Bills imported post conversion in Xero. If there has been excessive use of journals against system account in the source file we may not be able to complete the conversion with transactional history.
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