Using Xero
Paid Bill or Invoice Showing an Amount Due
You may find that an invoice/bill is showing as unpaid even though there should be $0 amount due. All of your reports are displaying the correct balances but when you view this particular invoice/bill it displays as unpaid. If you look at the original invoice/bill amount and deduct the payments applied against it and find that it should be $0, then there is a problem with the Xero API. This is not an issue that has resulted from the conversion and it cannot be fixed by Jet Convert or yourself.
The next step for you is to send an email to support@xero.com Make sure you invite "Customer Care" from within "Users" in Xero.
Notify XERO of the following:
- The name of your Xero organisation.
- That they are invited to the file.
- Which invoices and bills they need to amend for you.
Inviting Users to Your Xero Organisation
Xero allows you to allocate different levels of access to the Xero organisation to multiple users in a company.
We have written a blog that describes the different user types to help you assign access according to user roles and functions.
I Have Not Received my Xero Subscription
If you have not received an e-mail from us with a link to your Xero subscription as yet it may be because:
- Your e-mail client has not updated and you cannot see the e-mail with your subscription. Refresh your browser and look for an e-mail from noreply@xero.com or auconversions@xero.com for Australian files, and noreply@xero.com or SageAutoConvert@xero.com for American files, in your e-mail in-tray.
- The e-mail with your subscription may have gone to Spam or Junk. Check your Spam/Junk folder and look for an e-mail from noreply@xero.com, auconversions@xero.com or SageAutoConvert@xero.com
- The subscription was sent to a different e-mail address. When you order the subscription you are asked for two e-mails, one is the contact e-mail and the other is the Xero subscription e-mail. Check with the owner of the Xero subscription e-mail. If they have not received the Xero subscription e-mail either please contact us by e-mailing support@jetconvert.com.au
I Can Not Takeover my Xero Subscription
If you have received an email from us but cannot see your new Xero organisation in 'my Xero' it may be because:
- You clicked on the incorrect link in the subscription email.
- You clicked on the link but failed to complete the login/registration step with Xero.
- You clicked the link but signed in not using the subscription email.
- You have not set up two factor authentication for that Xero account login.
Accepting your Xero Subscription - Step by Step
Before you start the process please make sure that you have two-factor authentication enabled. Below are screenshots to assist you through the process.
Screenshot 1 - Select this link to take over the subscription
This screenshot shows the link that you will need to select to take over the subscription. Please select the blue hyperlink to commence the process.
Screenshot 2 - Instructions
This screenshot shows you how to take over the subscription this will be either using the subscription email you provided when you uploaded the conversion (if you have not previously used Xero you will also need to establish an account and 2 step authentication).
If you do not have a login, fill in the details on the following Screenshot to create your account.
Once this is completed you will be asked to enter your credit card information so that Xero can take the monthly subscription.
Incorrect Name in Xero
When we create a Xero file we use the Organisation name that is in the source file. If you want to change the name that is displayed it is very easy to fix via the Settings in Xero.
I Can't See my Organisation in Xero
Go to your "My Xero" home page. If the new organisation that we have created for you is not there it is possible that you have not taken over the Xero subscription from us as yet.
You should have received an email from us which says:
"Jet Convert has invited you to take over the subscription for <organisation name> on Xero. This will allow you to manage billing and payment information for the subscription.
To accept this invitation please use the following link: "
When you click on this link you have the choice to Create a Login with Xero (if you do not already have a login create one with Xero) or log in now. The link from us is only valid for 14 days so please accept it as soon as possible.
Simply log in and fill out any requested information to take over the subscription.
Xero Add-Ons
Refer here for more information
Why are Credit Cards/Loans Considered Assets in Xero?
Credit cards are recognised by Xero as being a form of bank account, hence why they sit generically in the Asset area. Any Loan Accounts will also appear as Assets in the initial set up.
You can change the layout for the balance sheet report to show them under liability if required.
Invoice, Payslip and Other Templates
These templates are not brought across into Xero.
- Payslip template - You will need to add the logo to the payslip template in Xero if required.
- Invoice, Estimate, email and other templates - You will need to add the logo and configure all templates in Xero.
- Custom templates
We do not provide a service designing custom invoice templates for use within Xero. There are other suppliers within Australia who can assist with this including:
GST on Imports in Xero
For items that have been imported, Xero allows the option of accounting for 'GST on Imports'.
One example of when an organisation may be required to account for 'GST on Imports' is when customs or a freight agent charges the GST for an item that has been imported and the purchase originally did not contain sales tax. In this case, you would want to record the import tax as 100% refundable. Xero allows you to do this by using tax rates 'GST on Imports' and 'GST on Capital Imports'. This ensures that transactions that use these tax codes are reported appropriately in the GST Calculation Worksheet (as long as these have been coded correctly).
How to apply the 'GST on Imports' tax rates:
- Firstly create a bill for the amount you have been billed/charged and is fully refundable, this can be entered individually or with other transactions.
- Choose the GST code usually 820 in Xero unless you have imported your own chart of accounts. Note that the sales tax subtotal will display 0.00. However, the total amount of the transaction will be recorded against the imports tax rate. When you refer to the GST Calculation Worksheet the transactions coded to the 'GST Imports' account will be used in the calculation for G10 and G11.
When you are recording the GST refund or payment from/to the ATO you will need to choose the GST account and leave the default rate as 'BAS Excluded'. There is nothing further that needs to be done for the 'GST on Imports' as this has already been accounted for.
Jet Convert is Still Attached to the Support Area of My Xero
If Jet Convert is still listed in the support area of your Xero organisation it is probably because we have done your conversion and have not been deleted as a user. Delete us from having access by: going to the drop-down menu under your Organisation name, select Settings>Users. Click on the Jet Convert user and delete it. Future support requests should then go to the right person.
How do I Prevent Someone from Making Changes to my File?
Refer here for more information.
Accounts Linked to Default Tax Code "BAS Excluded"
In the conversion process, we attempt to bring across a replica of the chart of accounts from your source file as closely as possible.
If your default tax codes were not set up or not set up correctly then it will display as "BAS Excluded" in Xero. You can easily update the "default tax codes" in Xero in order to speed up the creation of invoices, bills, manual journals and the reconciliation process.
"Out Of Balance" in Xero
An out of balance between the control and subsidiary ledgers can arise and must be dealt with as part of setting up the Xero file. We have written a blog that deals with various causes of out of balance and how they can be addressed.
Profit & Loss Displaying Incorrect Amounts (Comparing Source and Xero File)
The reports your Xero file are set to display on an accrual basis. When comparing the two files we always suggest comparing on a Trial Balance using an Accrual Basis. The variance in accounting treatment between the various accounting systems can mean that the Profit and Loss and Balance Sheet might not be exact however the Trial Balance will provide you reassurance that the data has been converted correctly.
Entering EOY Manual Journals After Conversion
If you receive the EOY manual journals from your accountant after the conversion is complete, this information will be missing from the Xero file.
So what do you need to do in order to get these in the system and make sure that you have the correct starting figures from the beginning of the financial year?
A. For audit trail purposes you can add the manual journals into the system.B. Update the conversion balances as per the result that you've received from your accountant and make sure that you SAVE these. If anything in your trade debtors or trade creditors is not matching your now new balances make sure you add/delete the applicable ones.
Note! The lock dates in Xero needs to be changed or deleted in order to add anything prior conversion date.
This is a process that you should only need to do once if your file did not include all the data that was needed for the prior financial year. Once you have updated the details you should have the correct starting point and will never need to update anything in this area again.
BAS Reconciliation in Xero
If you are not familiar with Xero you may find our blog on BAS reconciliation in Xero a useful reference. Alternatively if you require further assistance we partner with Xero Trainers to provide consulting in Xero functions.
Calculating Payroll After Conversion
Refer here for further information.
Creating a Chart of Accounts .csv File
The easiest way to create a Chart of Accounts is to export a standard chart of accounts from an existing organisation in Xero and use that as the template. Alternatively, you can download a template from the Xero website.
- Xero help on creating a custom Chart of Accounts (Australia)
- Xero help on creating a custom Chart of Accounts (US)
Creating your own Chart of Accounts from scratch
If you want to create your own file from scratch then the following is important:
- The file must be in CSV (Comma Separated Values) format.
- The file extension must be “.csv”
- If you use MS Excel to create the file then any leading zero’s might be removed from account no’s etc.
- Make sure you format the columns as text or alternatively use a text editor like Notepad.
- Maximum 695 accounts in file (Including header row).
- Need at least the following data columns and in this order:
- Code (Max 10 char’s)
- Name (Max 150 char’s)
- Type (Check Xero Account types)
Optional columns:
- Tax Code
- Description
- Dashboard (Show on Dashboard? Yes / No)
- Expense Claims (Used here? Yes / No)
- Enable Payments (Used here? Yes / No)
- Balance (Negative sign or brackets indicate negative balance)
Add Job/Category Tracking Post Conversion
To add jobs/categories post-conversion, there are two options. Once you have set up the tracking categories please see below:
Option 1: Find and Re-code
You can use find and recode to allocate tracking to the necessary transactions.
Find and re-code in Xero is a fantastic tool to easily update or re-assign transactions.
- Find & Re-code: https://central.xero.com/s/article/About-Find-Recode
- Troubleshooting Find & Re-code: https://central.xero.com/s/article/Troubleshooting-for-Find-Recode
Option 2: Monthly Manual Journals
If there are too many transactions to update you could possibly use a monthly manual journal to bring in the tracking information. Please run a job/tracking profit and loss and then use this to formulate the manual journal to incorporate tracking. For additional information in regards to Manual Journals please see here.
Updating Chart of Accounts in Xero
Refer here for more information.
Remove the Lock Date
Refer here for more information.
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