How Data Converts

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Bank versus Asset/Liability Accounts

In Xero if you would like to be able to reconcile an account it needs to be a bank account, you don’t have to have linked bank feeds if not required. As such it is an operational decision whether it is a bank account or an asset/liability account.

It is very important that you do not change the bank / credit card accounts in the source file but leave as is. You will be able to change the bank account types as part of the conversion process.

We recommend that any accounts that require bank feeds or reconciliation be set up as bank accounts or credit cards and all other accounts be changed to an asset or liability account. This is because you cannot create manual journals to bank accounts in Xero.

The benefit of changing the account types to an asset or liability is that you are still able to make payments to these accounts and also do manual journals.

NOTE: If you change a bank account or credit card to an asset or liability this will result in a loss of link between payments and contacts for this account.

If you are uncertain of requirements then keep the bank accounts as bank accounts and change later in Xero if required – more information.

Bank account numbers do not come across as part of our conversion, you will need to add them in Xero.

Budgets Not Converted

Budgets are not converted into Xero.

Xero budgets are part of the reporting system within Xero. They do not have an API to use to bring data from other systems.

For more information on how to set up, create and manage budgets head over the the Xero Help Website 

You may be able to export out a spreadsheet from MYOB / Reckon / Quickbooks / Sage, and then use this as the starting point to import that budget in Xero. The instructions are here.

Chart of Accounts

Chart of Accounts

All accounts including bank accounts come across in the conversion regardless of their status. This is because there may be transactions associated with these accounts. If you have accounts that you do not want to use you can archive them in Xero following conversion. We recommend you to archive accounts only where there is a $0 statement balance displaying and no transaction recorded. The Xero Help article is available here: Deleting or Archiving Accounts

Header accounts will come into Xero as another GL account and you may need to customise reports in Xero post conversion to reflect the appearance of the source file report.

Account numbers

Account numbers are as per the source data file with the hyphen removed (if there was one). Account numbers are restricted to 10 characters in Xero, so will be truncated. If you have Account numbers longer than 10 digits you will need to edit them to 10 or less unique numbers.

The Xero account description is limited to a field length of 150 characters. Where the description exceeds Xero limits, it will be truncated with a number suffix.

Where there are no Account numbers in the source file we will fill in the Chart of Accounts with system generated numbers. You can then update in Xero post conversion.

Default tax codes

Default tax codes are reproduced per your original your accounts as closely as possible. If the default tax codes were not setup then they 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.
For more information, click on this link to Xero Help for changing default tax codes

Report Codes

Report Codes are not matched into Xero. The report codes in MYOB Reckon or other accounting systems do not match those available in Xero. A great method to standardize accounts and report codes is to use the premium option with the Custom COA. It supports report codes available to Advisors to provide customized financial reports as well as those who use Xero Tax and Xero HQ.

Once you have customised the chart of accounts please see the options for adding the report codes post conversion:
 
Option 1: Review & Map accounts – Please see here for assistance
 

Option 2: Import Report codes – if you have used report codes in another organisation you export and import the report codes. Please see here for assistance.

Custom Chart of Accounts

Using a standard Chart of Accounts across all your Xero orgs works nicely to streamline your report packs and provide ready comparisons. However getting there can be a pile of work if you import the Chart of Accounts as it is in the source file and tailor later in Xero.

The Custom Chart of Accounts premium service enables you to choose how the Chart of Accounts will appear in Xero. The full source file history will then present in Xero as though it had been run through this new Chart of Accounts.

NOTE:  This premium service available only to Jet Convert Partners in Australia.  Please visit the Jet Convert Partner Program page for more information.

Contacts

All contact and financial details, addresses sorted into Postal and Street in Xero.

We check every phone number and make sure the mobile number ends up in the mobile field. We also check each address for variations of PO Box and automatically move it into the postal address fields.

If you have duplicate contacts in MYOB or Reckon we will add an identifier to the name so that each contact will still appear in Xero.

If you have contacts that are marked as inactive they will still be converted as they may have transactions associated with them. Simply archive these contacts in Xero following conversion.

In regards to ‘Sales and purchase account codes for contacts’ – the default income and standard purchase account codes for contacts currently do not come across as part of the conversion.

To update this information quickly in Xero you are able to ‘export’ the contacts update the relevant fields and re-import the updated file back into Xero. Please see the Xero help notes to assist you in regards to this:

Notes for MYOB files:

  • Bank details and all other financial details are converted as well as (excluding payment terms, bank account names and Statement Text).
  • Contact Card ID is converted as Contact Account number in Xero.
  • Contact custom fields such as Contact Logs and Memos are not available in Xero so do not come across in the conversion.

Notes for Reckon files:

  • You will need to update Bank details and other financial details in Xero following conversion.
  • Emergency Contacts are not converted, only Primary contact information will convert.

Notes for QB desktop files:

  • We extract the account number for customers and vendors and it gets exported to Xero as the Contact Account Number.

Notes for QBO entities:

  • Customer credit card information cannot be exported out of QBO for security reasons.

Extra history is valuable? What Not to Do!

Thanks to Xero the current and previous financial year are subsidised in selected countries.  Check with your Xero Account Manager if unsure that your file will be eligible for this.

If your financial year is from 1 January, and you convert in mid January, the subsidised history is for 1 year and 2 weeks.  Should you convert in November you would receive 23 months of history.

Extra History is Valuable

In addition to the subsidised current plus previous financial years, Jet Convert offers additional data as part of the premium Insight and Accelerate packages.

  • Your data is in Xero’s Cloud and not on an old PC you cannot remember the password to!
  • No IT costs to get that data out when you need it for the accountant or ATO / IRS / HRMS/ IRD.
  • All of your data is safe and secure protected for up to 7 years.
  • When a customer or supplier calls, you have the data already in Xero.
  • Xero’s powerful artificial intelligence uses your data relationship history to work.

What Not to Do & Limitations

  • Do not purge your files and remove the data! If you purge or cleanup, do not purge any records for the history you want.
  • With MYOB files do not “roll” the financial year.  We can only convert to the start of the financial year that the file is set to.
  • Do a “Verification” or “Data Check” in your desktop software, but avoid archiving unless requested by Jet Convert.

Full Transactional History or balances service

When it comes to your service selection you will be given the choice of a service:

  1. With full transactional history – useful for reporting or referring to past data in Xero, OR
  2. Balances (transaction free) 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.

If you do not want any transactions at all, for example it is a very messy file, then you could consider a balances service which are transaction-free.

Transactional history

Most times we can convert at least current plus the previous financial year of history.

The amount of history you receive may be reduced if:

  • the desktop software file has been rolled into the current financial year
  • it has multiple locations
  • there are errors or a large number of transactions in the file.

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 sate 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

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.

Every invoice includes invoice date, invoice number and reference (PO 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.

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

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 MYOB or Reckon.

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.

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.

Inventory Items

All items are created in Xero with their item codes, descriptions and purchase and sales details.

What we convert

  • Item number and item name
  • Base Sales Price
  • Standard cost
  • COGS and Inventory $
  • COGs and Inventory Accounts

Note that Inventory accounts are set up in MYOB as ‘other assets’ and as Xero does not have an ‘other assets’ account the inventory accounts generally convert as a ‘fixed asset’. Xero will not allow you to change the ‘fixed asset’ to an ‘inventory asset’ account so there is some manual work to implement tracking post conversion (refer Converting untracked inventory to tracked in Xero below).

If you select a transactional history service you receive postings for sales and purchases, sales value and purchase value.

Note that the item name/description will be converted into the inventory Sales Description in Xero, regardless of whether the item is bought or sold.

Please note that active and archived Inventory will be converted.

What we DO NOT convert

The following will NOT come across as part of the conversion and will require updating in the Xero org:

  • Time-billing / Activities
  • Item description
  • Locations (MYOB Enterprise)
  • Last Purchase Price
  • Restocking information including primary supplier are not brought across
  • Quantity on Hand is not brought across
  • Item codes come across on approved Invoices and bills. You will NOT receive item codes on credit notes, draft invoices or bills.

We cannot convert files is the Negative Inventory setting is enabled. Please refer to our knowledgebase article on how to deal with this.

Converting untracked inventory to tracked in Xero

During the conversion process Inventory Items are converted as ‘Un-tracked Items’ this allows the items to be connected to the COGS account and the Sales account.

In MYOB you have the ability to mark/tick an item as ‘I inventory this Item’ which allows allocation to the COG account, Sales account and the Inventory account.

Xero have recently updated how you can handle inventory in Xero and this new functionality now allows clients to track and use the relevant inventory accounts. However, our conversion service does not allow inventory tracking to be converted to Xero.

To update this data in Xero please refer to the following information for:

During the process of creating your ‘tracked’ items in Xero you will be able to allocate the relevant inventory code. Please see screen shot of the information that needs updating in Xero.

I_track_this_item_-_Xero

Invoice, payslip & other templates

Templates are NOT brought across to Xero for the following reasons:

  • MYOB templates are not contained in the MYOB file itself
  • Other products are inconsistent in how they treat templates so we can’t bring them across.

Payslip template

You will need to add the logo to the payslip template in Xero if required. See Payslip templates

Invoice, Estimate, email and other templates

You will need to add the logo and configure all templates in Xero. See Template help

Custom templates

We do not provide a service designing custom invoice templates for use within Xero.

Check on Xero’ s App Marketplace for suggestions or search the net for suppliers. Here are just some we know about:

Jobs / Categories / Classes

Jobs, Classes and Categories come across in all conversions if there are less than 100.  You can receive up to 500 Jobs / Classes / Categories under the ACCELERATE premium package.

Notes:
1. For MYOB files we use the total of Jobs (active, inactive and header Jobs) + Categories to calculate the total number of Jobs / Categories.
2. Xero does not recommend more than about a 100 or so due to potential reporting performance issues.
3. We convert into tracking categories and not ‘Projects’.

  • If you have a large number >500 it is recommended to use a marketplace App or the Projects function in Xero may provide improved functionality.
  • If you have more than 500 active / inactive, we recommend that you remove the extra ones in the source file to ensure jobs are converted.
  • If a file has more than 500 then the file is converted but Jobs / Classes / Categories are not.

Xero Constraints

There can be only 2 active Tracking Categories and 2 inactive in Xero. They are created as a Tracking Categories called Job or Category in Xero. Each Job/Category is created as an option, so that they are accessible for future transactions. 

Details of Category / Job Conversions

  • Descriptions are not brought across.
  • Any transaction line that we migrate to Xero gets the correct tracking option applied to it. Where categories are used in MYOB, we assign a category to each transaction line in that transaction, rather than the transaction itself as done in MYOB.
  • In Quickbooks, we do not convert tags associated with customers.
  • Categories and Options in Xero need to be unique so where there are multiple classes or jobs in the source file these are mapped to unique options within Xero.
  • Opening balances are not created in Xero, the tracking commences at conversion date. You can add manual journals if you require opening balances in Xero.
  • Header jobs will have $0 balances as they are not linked to other Category options in Xero. To manage this moving forward you can set up Tracking categories with Category options:
  • Xero support centre – using tracking categories

Please contact us to discuss.

Monthly Comparative Balances

If you would additional reporting without dealing with the transactional level information then this is a good option for you.

This service option provides journals in the P&L and balance sheets on a monthly basis. It is ideal for situations where you want to track business performance over a period of time or understand seasonality.

  • You can run a P&L for the current financial/fiscal year, and compare against previous years.
  • You can run a P&L for this quarter (or month) versus previous quarters (or months) for a number of years to get seasonal trends.
  • You don’t need to go back to your old accounting system for those reports as the data is in Xero.

This is an optional premium service which you can receive under the ACCELERATE and INSIGHT premium service packages.  Note this is not available with the Custom Chart of Accounts service.

 

How Much Data Can we Get for You?

We get as much as we can depending on how much data there is in the source file database that is accessible to our software.

Note that monthly comparatives are not applied against tracking categories.

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.

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.

Document numbers

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

Estimates

Estimates will not be converted.

Fixed asset Registers 

Fixed Asset Registers do not come across during the conversion.

Invoice numbers 

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

Jobs / Classes

Job opening balances are not created in Xero, the tracking commences at conversion date. If a file has less than 500 active Job/Category Codes in the source file we do convert the Jobs/Categories but aware that Xero does not recommend using more than 100 due to potential reporting performance issues.

Locations

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

Notes

Note field and descriptions are not converted.

Promo codes

From time to time Xero offer promotional codes for a discounted subscription.  It is at Xero’s discretion whether you can receive a free conversion and a discounted subscription.  Best to check with your Xero Account manager before starting a conversion with us to be sure.

At the moment until January 28 we can apply a promocode for a discounted subscription for MYOB New Zealand files.  Email support@jetconvert.com for more information.

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.

Reconversion fee

We reserve the right to charge you the cost of conversion if the Xero subscription is cancelled within 30 days of delivery. Please make sure you send us the up-to-date and correct file for conversion.

Recurring invoices, bills, payments and manual journals

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.

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.

Trade Debtor/Creditors

There are system differences between accounting packages. A Xero integrity check forces us to enter invoices/bills equal to the Trade Debtors/Creditors balances on conversion date. Other systems may not enforce this, leading to a possible Out of Balance amount. If your Trade Debtors/Trade Creditors accounts had transactions in it that were not invoices or credit notes to import these transactions into Xero the changes need to be made to bring in the data. Please review our blog for additional information.

Xero does not allow journals to system accounts. 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.

Transaction types that may lead to issues

Wherever possible we try to deliver the conversion with full transactional history as promised.  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 endeavor to advise you as soon as possible.

  • Manual journals to control accounts – Xero does not allow journals to control accounts. Where we encounter these transactions we use the conversion clearing account to replicate these journals in Xero.  However extensive use of journalling to control accounts is outside the scope of our automated service and we will advise if we encounter this in your file and the options available.
  • Tracked inventory – Xero does not manage tracked inventory the same way as QB does. We use monthly manual journals to balance these transactions out.  However if we encounter a large volume of complex tracked inventory transactions it falls outside the automated service.  We will advise if we encounter this in your file and the options available.
  • 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.

 

 

 

 

 

Payroll & Employees

Please note that payroll is only available for Australian conversions at the moment.

Payroll setup

Australian conversions include payroll set up if payroll is active in the MYOB or Reckon file. If you have up to 50 paid employees the cost of setup is fully subsidised by Xero. If there are over 50 paid employees you can receive payroll setup in Xero using our premium ACCELERATE package.

Please note that payroll is not currently converted for files other than Australian at the moment.

We generally bring across:

  • all employees paid in the current payroll year AND
  • terminated or inactive employees as terminated/inactive
  • all employees set-up but never paid
  • please note – if you have terminated an employee in the current payroll year they will still come across as active, you will need to make them inactive
  • if you select a transactional history conversion service you will receive “paid off” bills which represent the actual payments and transactions processed in your file. This ensures that your general ledger and bank account will match the source file.

Payroll is prepared with:

  • All pay items (excluding employer deductions)
  • Employee details
  • Pay templates
  • Pay cycles
  • Opening balances.

Please note in Xero pay items can only be associated with one expense account. If you have used various expense accounts in your source file then you will need to review/add post conversions

We recommend that payroll settings and employee information be reviewed following a conversion including entitlements.

IMPORTANT NOTE FOR RECKON & QB FILES:  Any jobs associated with payroll entries will not come across from the Reckon source file to Xero during conversion.

Preparing for the next payrun

As mentioned above we recommend that you check employee information and Pay Items following a conversion. Often details are missing or in the incorrect field in MYOB or Reckon. Your post conversion Action Checklist will indicate some areas that need to be addressed in Xero.

Superannuation information may not be converted. You will need to set these funds up in Xero following conversion. You will need the bank account details, and USI (SPIN) numbers.

You may have to do a manual calculation for the payroll on your first BAS.

Xero pricing plan

We select the Xero pricing plan based on the number of employees who have been paid in your MYOB or Reckon file in the last 30 days. You will need to contact your Xero account manager if the number of employees exceeds 100. We cannot convert if the number of active employees exceeds 200.

If there is no payroll in your file you will automatically receive a Xero “Standard” subscription, as this is the minimum level we can select for you.

If you want to change your pricing plan you will be able to do so after accepting the link “Take over subscription” sent to you after conversion.

Single Touch Payroll (STP)

Due to the way payroll is converted you will not be able to retrospectively report STP for payruns prior to the date the file was converted. We have a full explanation as to how to do deal with this in a separate article here.

Allowances

During the process our conversion tool will go through the information in the payroll categories and identify any items that contain the word ‘allowance’. Any items that contain the word ‘allowance’ or “allow” will be set up in Xero as an allowance. If an allowance has been converted to an Ordinary Time Earnings you are able to enter a new Pay item for the allowance and do an unscheduled payrun to correct the amounts for the payment summary.

Reimbursements

Reimbursements are identified in a similar manner our conversion tool works by identifying any items with ‘reimbursements’ in the title. However, there are some additional rules that the software applies, for example in Xero you cannot set up an hourly rate for reimbursements. If you have a reimbursement set up as an ordinary earnings rate then this will be converted as an ordinary earnings rate. This is a system difference between MYOB and Xero.

Pay Cycle (Calendar)

The conversion tool looks at the frequency of pay for every employee processed in the current month. E.g. If you have only processed one pay, then active employees will be set up on a monthly pay cycle and all will be assigned to that.

  • If your employees are on a forthnightly pay cycle please convert your file after the second payroll for the month.
  • If you have made a whole series of weekly payments then these employees will be put into the weekly cycle.
  • Other systems may not support pay calendars or have other methods.  Please check the pay cycles and allocations.
  • If the employee has not been paid in the current month, then they will not be allocated to a pay cycle.

Notes

  • We do not bring across any employer expenses. If there are more than 200 paid employees in your file payroll will not convert.
  • Due to the complexities associated with extracting data there may be additional tidy up required in Xero for missing payroll/employee template information.
  • Long service leave is not converted.
  • For Australian MYOB files the Withholding Variation is converted per the following images:

Withholding Variation in MYOB

Withholding Variation in Xero

Repeating Invoices

Jet Convert does not convert from the desktop software recurring Invoices, bills, scheduled payments and recurring manual journals.

Presently the API for pushing this data into Xero is not available. One can get the information, but not post into Xero.  Therefore these recurring transactions are not converted.  The information will need to be entered into Xero following conversion. To complete this efficiently please see the available options below:

Option 1 – Locate a paid Invoice and set up as recurring 

Step 1: Under accounts select ‘Sales’
Step 2: Select the ‘All’ tab and locate a paid Invoice you would like to set up as recurring
Step 3: Once the Invoice has been opened select ‘options’ and ‘repeat’
Step 4: Follow the steps here for assistance

Option 2 – Export paid Invoices and re-import as drafts then set up as repeating

Step 1: Under accounts select ‘Sales’
Step 2: Select the ‘All’ tab and search for a period in which the recurring Invoices have been paid.
Step 3: Export the Invoices into the Xero preferred Invoice template
Step 4: Customise the Invoices and re-import as a draft please see here
Step 5: Once reviewed you can set the Invoices up as repeating following the steps here.

For your reference what does and does not convert is described on our website FAQ on what data comes across .

Transaction Free Options

If you are starting afresh or have really messy data then one of our transaction free services are for you.  You get to choose which service you want on the service selection page.

1) $0 Balances (all file types)

This conversion gives you all the business information and sets the conversion balances to $0 so that you can add them in yourself later. Good if you need some more tidy up before the accounting data in your file is reliable or is not relevant moving forward.

  • Contacts
  • Chart of Accounts
  • Items
  • Payroll setup (with payroll balances, all employee details, pay items and templates)
  • Opening balances set at $0.

You do not get any transactions, invoices / bills (open or closed), credit notes, bank transactions, manual journals or payments.

2) No Transaction History: Opening Balances for Current Month
(all files except MYOB)

This conversion gives you all the business information but also preserves the account balances as of the first day of the current month. Good for a simple start in Xero.

  • Contacts
  • Chart of Accounts
  • Items
  • Payroll setup (with payroll balances, all employee details, pay items and templates)
  • Open invoices and bills
  • Opening balances as of the first day of the current month.

You do not get any transactions, closed invoices / bills, credit notes, bank transactions, manual journals or payments.

 

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Here are the rest of the FAQs

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Bank Statements to CSV

What do you convert

  • Downloaded PDF statements from your bank account.
  • PDF statements that may have been emailed to you.
  • Printed statements that were received via the post, and are scanned carefully into a PDF file.
  • We can convert bank statements for all English speaking countries as long as teh statements are single currency.
  • The cleaner the bank statements (no pen marks), and the better the scan, the faster the files will be converted.

How to Prepare the file for upload

  • Get all the statements together that you want converted.
  • Try to make them in the right order – we will convert and provide them in statement and page order.
  • Omit pages that are just marketing or “fillers”. Do not remove the front page or any page with any transactions on them.
  • Do not cut and glue together disparate pages to save money.  The automated system scans pages and will highlight when pages are missing.
  • Combine multiple PDF files in a single zip file.
  • Keep one bank account statement for one bank account. Do not combine bank accounts into a single PDF, but it is OK to combine multiple bank accounts into a single zip file.

Next steps:

  1. Assemble your PDF files.
  2. Upload using the green Upload your PDF button at the bottom of the Bank Statements Page.
  3. The initial page can take minutes or up to a day depending on number of pages.
  4. You will receive an email to pay for the job. Reply to the email if you do not wish to continue with the conversion having viewed the price to be charged.
  5. To continue, pay for the conversion.
  6. The conversion will take up to 3 business days, it can be longer for large jobs over 100 pages.
  7. Your CSV, OFX and completion report will be emailed to you.

Can I use a Xero free period or special offer promo code?

Xero generally do not allow us to apply promotional codes to the free conversions. They generally either pay for conversion of the data, or a discounted subscription, but not both.

At the moment until January 28 we can apply a promocode for a discounted subscription for MYOB New Zealand files.  Email support@jetconvert.com for more information.

We can perform a conversion using the promo code for a cost of $330. This amount is in addition to any premium services. Email support@jetconvert.com for a link to this service.

Xero does allow to enter a promotion code in the Xero Organisation, through the subscriber settings.

Conversion Support Options

Conversion process

The conversion is as easy as Ready, Jet, Go.  Watch our short video for an overview of the steps you will follow.  We are here to help you through these steps, which can be a bit daunting – especially if it is your first time.  
Below please see your support options as you move through the conversion process, depending on the package you select.

Pre-conversion

Prior to converting your file we encourage you to get in touch to discuss your conversion needs.  You can email us at solutions@jetconvert.com or give us a call:

  • Australia: 1800 77 00 35 (9:00am to 5pm AEST Queensland time)
  • New Zealand: +61 7 5334 1222 (midday to 8pm NZ time)
  • USA: 1-800-610-3384 (4pm to late Pacific Time Zone)

You can also read How data converts on our FAQs page.  This is recommended reading if you have data needs such as payroll, inventory or jobs/classes/categories.  It also covers how transactions, the Chart of Accounts and Contacts convert.

Finally make sure that you follow the pre-conversion checklist which can be downloaded from our website home page.

During the conversion

Email support@jetconvert.com and we generally get back to you within 4-6 business hours.

For real-time assistance go to our website and hop onto chat (bottom right-hand side of the web page).  Our team are available during Queensland business hours to help you out on the spot.

Out of business hours simply click on the Need help? menu on our website to access the extensive knowledgebase.  The answer to most questions can be found here.

If you have selected an Insight or Accelerate package you can also call the sales phone line on the contact numbers above during Queensland business hours.

Post conversion

Our software applies over 100 different rules and functions to deal with software platform differences and accounting practice variations.  This may mean the way the data is presented may not be exactly as it was in the source file.  However, rest assured we do not deliver any Xero orgs unless they pass our strict QA checks.

It is very important that you work through the conversion Action Checklist once you have received the Xero subscription.  Contact support@jetconvert.com if you need to be sent another copy of the Action checklist.

We aim to provide a positive conversion experience so please contact us as soon as you have any queries regarding the converted data. For us to best assist it is important that you contact us with your questions prior to making changes in the Xero org. Our ability to effectively investigate your data queries may be compromised if you have been working in Xero and amended the data as originally supplied at completion of the conversion. The longer you have worked in Xero the more the integrity of the data is impacted.  For us to be able to properly investigate your query please notify us of any data discrepancies within 7 business days of your receiving the Xero org.

If you have any data related questions we have an expert team of qualified accounting professionals dedicated to technical advice.  Email support@jetconvert.com and we generally get back to you within 24 hours.  We will need the following to quickly and effectively investigate your question:

1. Screen shots of how the data appears in the source file prior to conversion and also how it appears differently in Xero

2. Access to your Xero org if we have been removed, please invite us as an adviser with payroll access:

Name:  Jet Convert
Email address:  support@jetconvert.com

Instructions on how to give access to another user

3. If errors exist as a result of the conversion process, we will rectify these at no charge, providing you have followed the steps outlined in the conversion Action Checklist, and you notify us of any discrepancy within 7 business days of you receiving your Xero org.

PLEASE NOTE: we do not offer support when errors result from data being amended or deleted post conversion impacting data integrity as delivered. We can reconvert the file (for a fee) or recommend a Xero certified trainer who may assist you.

You can also click on the Need help? menu on our website to access our extensive knowledgebase.  You can get an immediate answer to many conversion data related questions here.

If you have selected an Accelerate package, we will deal with your support enquiry within 24 hours.  All other packages should expect a response within 48 hours.

Assistance in using Xero

The Xero self-help centre has an extremely comprehensive and easy-to-use knowledge database.

Alternatively you can contact the Xero support team via support.xero.com.  You will need to be logged in to Xero to post your support request.

If you would like some personal assistance, we have teamed up with a leading Xero Advisor to provide Xero training for Australian customers.  You can register interest in Xero training via our website.

How secure is my data?

Just Like Online Banking

footer-securitycomodoWe take data security and privacy seriously.

  • During the upload your data is secured and encrypted for maximum security. You can verify that through the green bar that appears in the address bar on the upload page.
  • Your files are not copied and never leave our servers which are protected by firewalls and other security processes to ensure your data and privacy.
  • We employ the latest in access control for all staff include 2FA authentication systems.
  • We have security experts to check us regularly.
  • After the conversion, your source file is deleted off our system within 2 weeks or sooner.  If you loose your desktop file – we won’t have it!
  • We ask you to remove us from your Xero organization immediately and if you don’t we remove ourselves within 15 days.
  • We follow best practice according to the 13 Australian Privacy Principles (APPs).

Click here to view our Privacy Policy.

Ledger Conversions

What Are Ledgers and What Can you Convert?

Accounting firms use “Practice Management Software” which normally has a Ledger for each business, and then a range of workflow management, document managing, specialist tax products that integrate all these into a suite of software.
Jet Convert can convert bulk ledgers providing that a Trial Balance (multiple dates) can be exported as a CSV or Excel.

Globally there are a large number of ledger based systems and Jet Convert will be able to convert if you can extract full trial balances.

What is Needed for conversion

  • Exported CSV for each organisation – can have multiple financial years (or months).
  • A Master Chart of Accounts (code number, code name, tax code, Reporting Code, and values).
  • A Control file that includes Ledger name, Financial year, Number of years of CSV, Type of organisation, and some fields used for automated testing.
  • Any number of chart of accounts files for the different type of organisation.
  • Values in the Control file that can be checked against the new Xero Ledger to ensure accuracy.

Please note that we require a minimum of 500 ledger files to be converted.  We will quote you upon receiving some sample CSVs.

Preparation

  • Download a subset of the Trial Balances for each of the financial years and combine into a single csv for the multiple years.
  • Prepare a standard Chart of Accounts for use in Xero.
  • Provide access into your practice ledgers to convert the files into ledgers.
  • Test a limited number of organisations in the conversion to ensure all the right data is brought into Xero.
  • Run the full conversion on all ledgers.

MYOB – AU versions converted

Australian Versions

  • AccountRight Live
  • Account Right Standard, Plus, Premier (V19.2 & previous)
  • Account Edge (additional fee will apply) ver 17 or lower
  • AccountRight Enterprise depending on how it has been used:
    • If it is because they have multiple locations then we will fix that as part of the Accelerate package, Xero can only handle one Location
    • If it is because of multi-currency unfortunately we cannot assist as we only convert single currency files
    • If it is because of multiple users then we should be able to convert the file.
  • Must be single currency – we cannot convert multi-currency files
  • Up to 800 MB in size (unzipped), over 350MB a fee will apply (this refers to the native MYOB file, the back up or zipped file will show a smaller size as it is compressed)

Qualifiers

We may not be able to convert if:

  • There are tax codes other than standard tax codes (AU=0, 10%, NZ=12.5, 15%) percent although you may be able to take action in the MYOB file to address this.
  • Old versions of MYOB. Versions prior to 2012 are difficult. E.g. MYOB First Accounts needs to be upgraded to AccountRight 2013, and then can be upgraded to version 19.13. Please upgrade old files to a at least 2012 version. Some upgrades may require the file to be rolled, and then historical transaction data is removed by the upgrade.
  • We bring across jobs/categories if there are less than 500 in the MYOB file. If there are more than 100 jobs a fee will apply.
  • Versions of AccountEdge including version 17 have some features that do prevent conversion to Xero. For example we may not be able to convert your MAC file if you have used deposits against orders and there are orders with multiple deposits applied.

Types that we do NOT convert

  • MYOB Essentials
  • MYOB Just Invoices
  • MYOB Advanced, EXO, AO and PayGlobal
  • Files over 800MB in size
  • Multi-currency
  • Files with negative inventory – more information here.

MYOB – File Preparation

Here is our recommendation of what to check before converting to Xero:

ESSENTIAL

  1. Ensure that MYOB is set to the correct GST accounting basis (cash or accrual) under Setup, Company Information, BAS Information. For example: If your client reports to the ATO for GST purposes on Cash then this is how the MYOB file should be set up.
  2. For NZ MYOB files we MUST have your GST Number to convert the file.
  3. Create a backup from the current file and upload (how to back-up from MYOB).
  4. To start the conversion go to the Upload page, upload the backup, fill in your details including a Xero subscription email and we do the rest.

DO NOT!

  1. Do NOT change any account types in MYOB prior to conversion.
  2. Do not start a Xero subscription prior to the conversion:
    1. We set up an entirely new Xero org for you based on the file sent to us.
    2. Conversion to a Xero 30 day free trial is not available with this service.
    3. On most occasions Xero will not allow us to apply a promo code to the sponsored conversion.  Check with your Xero Account manager if you are wanting to do this.
  3. DO NOT ROLL YOUR FILE OR PURGE HISTORY. If the MYOB file is in the current financial year you will receive transactional history for the current financial year only.
  4. If you have already rolled your MYOB file DO NOT ATTEMPT TO ROLL BACK AGAIN. We are unable to convert files that have gone through a roll back.

OPTIONAL

  1. Check that the balances in all reconciled bank accounts and credit cards actually reflect the bank statement balances as of the last reconciliation date. If possible, finalise all bank reconciliations to the end of the previous month. NOTE: Reconciliation is easier in Xero, so if you do have unreconciled periods in MYOB this information can be converted, however, you need to make sure that the bank balances are correct as of your conversion start date.
  2. Ensure all clearing accounts (including Undeposited Funds and Electronic Clearing Account) are reconciled to NIL. Alternatively, please be familiar with why there is a balance in these accounts so these can be dealt with in Xero post conversion.
  3. Confirm that the Accounts Payable report reconciles to Supplier statements and that all unpaid invoices are still due. Please use the Payable Reconciliation Detail report.
  4. Ensure all credit notes are applied unless actually unused.
  5. Repeat points 3 and 4 for Accounts Receivable. Please use the Receivable Reconciliation Detail Report.
  6. Ensure the Accounts Receivable / Accounts Payable balance match the figures in the General Ledger.
  7. Check that your tax tables are up to date. If not please upload the latest tax tables. You can do this in MYOB under Setup, Load, Payroll, Tax Tables.
  8. Ensure that all employees that are terminated have a termination date entered, rather than just being made inactive (Australian files only).
  9. Run a verification of the MYOB file (from the File menu, MYO files only). Fix any errors so that the MYOB file can be verified without any errors occurring.
  10. Check if any Account numbers are longer than 10 digits. If so edit them to be unique numbers of 10 digits or less.
  11. Post Conversion please read the Action Checklist for the conversion specifics and the details of the next steps.

To start the conversion go to the upload page and load a back-up without a password. Here’s how to do a back-up from MYOB.

MYOB – NZ versions converted

The conversions for MYOB New Zealand are not sponsored. Check with your Xero representative or with us if there is a special offer

New Zealand Versions

  • AccountRight Live
  • Account Right Standard, Plus, Premier
  • Account Edge, Additional fee applies
  • Single currency (NZ Dollars).

We may not be able to convert if:

  • There are tax codes other than 0, 10%, 12% or 15% percent
  • File size greater than 800MB.

Other exceptions:

  • Payroll.  Any setup of payroll has to be setup manually. Jet Convert can quote on payroll set up for you on.
  • Multi-currency files are not converted.

 

MYOB – Rolling & Purging Files Warning

MYOB Purging and Rolling Feature

There are two separate file types of MYOB files. One (myo files) are the desktop files found in AccountRight Premier, the Macintosh versions of Account Edge and other desktop versions.  The other type is from AccountRight Live (confusing – can be either desktop or online.) Users have been encouraged to migrate from the desktop versions of MYOB to the Live versions. There are 3 situations possible.

  1. Older or current versions of MYOB “myo” file. The files required you to Roll the file – the most was 3 years of reports unless you roll. Each year you were asked to roll at the end of each financial year and the default was to also Purge transactions. (see below)
  2. MYOB “myox” files (from MYOB Account Right Live) created as new files during the past 5 years.
  3. MYOB myox files that have originated from previous myo files when customers have upgraded from the desktop version myo files to the Account Right Live versions (Since 2014)

MYOX 

MYOX files cannot be rolled or purged except by a third party provider. Some files can grow to over 2 GB in size and Jet Convert cannot convert these large files.  To check if your file can be reduced in size, contact www.FGHTables.com.au or Jet can assist you. There are no guarantees to be able to reduce the file size.

MYO files or upgrade MYO to MYOX Files

MYOB has an inbuilt standard process of Rolling Financial Years. The process has changed only a little over years, but the principle remains the same and many businesses who convert from MYOB to Xero are disappointed that data no longer exists in their current MYOB file. Other desktop software do not have this limitation. Some desktop applications also allow users to purge data up to a certain point.

Xero does not have this limitation. All data. Up to 7 years is preserved in entirety.

MYOB keeps Financial Statement Data for the Current Year and the Prior Year. It keeps all transactions, except those that have been purged. Most users Purge prior year closed transactions at the time of FY rollover (this is the default setting). While MYOB will display the financial data for the prior year, if you go looking for the transactions, most of them will not be in the file due to purging at FY rollover. What you will see is a “greyed out” hyperlink and you cannot get back to that transaction.

Only prior year invoices that were closed after 30 June (or the last month of the financial year) will remain in the file.

Example of MYOB Process

What some users get caught is that MYOB also allows Purging at any time (not just as FY rollover).  Here is an example at the end of the 2015 year, and they have to roll the file to get reports for the “New” Current Financial Year. What can happen is as follows:

  • The System Administrator user rolls from 2015 to 2016 FY and chooses to Purge closed transactions from Prior Year.  MYOB sets LastPurgeDate to 1 July 2015.
  • The next year (12 months later) the user rolls from 2016 to 2017 FY and chooses to Keep closed transactions from Prior Year. MYOB leaves the Last Purge Date as 1 July 2015.
  • A little later the user (or bookkeeper) decides to Purge using File > Purge while on the Sales Command Centre.  All Closed Sales before 1 July 2016 are purged. User repeats for Purchases Command Centre and Accounts Command Centre. So now all closed transactions up to 1 July 2016 are purged, however MYOB does not update the LastPurgeDate as this is only updated when purging takes place in conjunction with a FY rollover.
  • Although MYOB shows LastPurgeDate as 1 July 2015, you will find most 2016 invoices are also missing from the file.

How Does Jet Convert Deal with This

At Package Selection we look at the Last Purge Date, and do not allow prior history. So you will not be able to select prior data.  However, we cannot determine if someone has purged data during the following 12 months. We convert the file. Then in the Quality Assurance process we discover missing data. There are 2 consequences.

  1. We will advise that you can have less history
  2. The conversion will be repeated, and therefore may take another 3 days.

We recommend to get prior years data using the premium Monthly Comparative Balances service, where there is any risk that data has been purged.

Note: Monthly Comparative Balances also may not have data from prior years when the .myo file is in the current year due to purging of the data.  In .myox files there will be data for some comparative monthly data depending on the age of the file, and whether the file had been upgraded from myo.

Warning  – (Repeated)

  • Do not purge your file. Ever. When you upgrade in MYOB or move to any other accounting software your data will have gone.
  • Do not Roll your file, and then “Un-Roll” it.  The transactions are gone.
  • While AccountRight Live (myox) files keeps all transactions, many customers will inadvertently roll or purge prior to upgrading to MYOX. At this conversion stage, history is lost and never gets migrated to the myox files.
  • While the system may say there is history, it has gone to the bit bucket in the sky!

 

Premium Options available

The standard conversion package is free courtesy of Xero who also subsidise the paid premium packages so you only pay the additional cost. These premium options enable you to get the most out of your accounting data when in Xero.

With any of these packages do not start a new organisation as we do that for you.

STANDARD (FULLY SUBSIDISED, $0)

The STANDARD conversion package is free of charge courtesy of Xero in Australia, USA and New Zealand (for a limited time).  It is great for a fast and simple system change on a budget. With this package you receive:

More information on how data is converted.

INSIGHT (AU$110)

The INSIGHT conversion package is subsidised by Xero to reduce the cost to you to only AU $110. It is great if you need to do advanced reporting over many past years and only need to see comparatives on a monthly or annual basis. With this package you receive:

  • Everything provided under the STANDARD package
  • The ability to select how you want bank accounts to appear in Xero
  • Monthly comparative journals in the P&L and balance sheets back as far as we can read the data (note this is not available with the advanced Custom Chart of Accounts service where you and is limited with Macintosh files)
  • Phone support pre-conversion.

ACCELERATE (AU$330)

The ACCELERATE conversion package is subsidised by Xero to reduce the cost to you to only AU $330. It is great if you want to receive the maximum amount of history possible, or you have a file that requires manual fixes.

RECONVERSION FEE

If you need to reconvert the same file within 30 days there is a reconversion fee of AU$220 which will be applied to all of the above packages.

CONVERTING INTO A CUSTOM CHART OF ACCOUNTS

This service enables you to convert into a designated Chart of Accounts rather than use the source file Chart of Accounts.  It is only available to Jet Convert Partners in Australia, you can check your eligibility here.

The cost is AU$220 which will be applied to all of the above packages.

Note, you cannot receive the monthly comparatives option with this service even if you select an Insight or Accelerate package.

Quickbooks – File Preparation

Here is our recommendation of what to check before converting to Xero:

ESSENTIAL – QB Enterprise

  1. Please see here for versions converted and transaction types that may cause issues.
  2. Ensure that the file is set to the correct accounting basis (cash or accrual).
  3. For version 18 and earlier Quickbooks Enterprise files: Remove all  DOB’s and social security numbers from all employees in the file.
  4. Create a backup from the current file and upload (how to back-up from Quickbooks Desktop).
  5. To start the conversion go to the Upload page, upload the back-up, fill in your details including a Xero subscription email and we do the rest.

ESSENTIAL – QB Online (currently in Beta pilot)

  1. Ensure that the file is set to the correct accounting basis (cash or accrual).
  2. We use the latest version of Quickbooks which requires that all employees have date-of-birth and social security number information in the file, even though we do not convert payroll. Please check this is in place for all employees.
  3. Turn off bank feeds and do not work in your QBO entity during the process.
  4. Turn on account numbers for your Chart of Accounts.
  5. To start the conversion go to this page for instructions.

DO NOT!

  1. Do NOT change any account types in QBE/QBO prior to conversion.
  2. Do not start a Xero subscription prior to the conversion:
    • We set up an entirely new Xero org for you based on the file sent to us.
    • Conversion to a Xero 30 day free trial is not available with this service.
    • On most occasions Xero will not allow us to apply a promo code to the sponsored conversion.  Check with your Xero Account manager if you are wanting to do this.

OPTIONAL

  1. Verify multi-currency has never been turned on.
  2. Remove duplicate any account names or numbers from your Chart of Accounts.
  3. Run verify & rebuild on the file before submitting for conversion.
  4. Check that the balances in all reconciled bank accounts and credit cards actually reflect the bank statement balances as of the last reconciliation date. If possible, finalise all bank reconciliations to the end of the previous month. (NOTE: Reconciliation is easier in Xero, so if you do have unreconciled periods in your file this information can be converted, however, you need to make sure that the bank balances are correct as of your conversion start date.
  5. Ensure all clearing accounts (including Undeposited Funds and Electronic Clearing Account) are reconciled to NIL. Alternatively, please be familiar with why there is a balance in these accounts so these can be dealt with in Xero post conversion.
  6. Confirm that the Accounts Payable report reconciles to Supplier statements and that all unpaid invoices are still due.
  7. Ensure all credit notes are applied unless actually unused.
  8. Repeat points 3 AND 4 for Accounts Receivable as well.
  9. Ensure the Accounts Receivable / Accounts Payable balance match the figures in the General Ledger.
  10. Check if any Account numbers are longer than 10 digits. If so edit them to be unique numbers of 10 digits or less.
  11. Post Conversion please read the Action Checklist for the conversion specifics and the details of the next steps.
  12. Post Conversion please read the Action Checklist for the conversion specifics and the details of the next steps.

Transaction types that may lead to issues

Wherever possible we try to deliver the conversion with full transactional history as promised.  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 endeavor to advise you as soon as possible.

  • Manual journals to control accounts – Xero does not allow journals to control accounts. Where we encounter these transactions we use the conversion clearing account to replicate these journals in Xero.  However extensive use of journalling to control accounts is outside the scope of our automated service and we will advise if we encounter this in your file and the options available.
  • Tracked inventory – Xero does not manage tracked inventory the same way as QB does. We use monthly manual journals to balance these transactions out.  However if we encounter a large volume of complex tracked inventory transactions it falls outside the automated service.  We will advise if we encounter this in your file and the options available.
  • 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 Quickbooks file we will not be able to complete the conversion.

Quickbooks Desktop versions converted

Versions we can convert

  • USA Windows Quickbooks Desktop versions including Pro, Premier or Enterprise to the latest version (currently 2019).
  • USA Macintosh version – you will have to export to a qbb file as explained on the Intuit site here.
  • Files to provide include QBB or .QBW files up to 800 MB in size. A fee applies for file size greater than 350MB.

Notes:

  • Multi-currency conversions are not currently supported. USD will be the base currency.
  • Advanced inventory (inventory tracking) is not supported
  • We do not yet convert payroll
  • Passwords. It helps if you can provide the file with the password removed but this is not possible with 2018 versions. Please make sure that if you have changed the name of the admin user to something else you change it back to Admin.

Transaction types that may lead to issues

Wherever possible we try to deliver the conversion with full transactional history as promised.  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 endeavor to advise you as soon as possible.

  • Manual journals to control accounts – Xero does not allow journals to control accounts. Where we encounter these transactions we use the conversion clearing account to replicate these journals in Xero.  However extensive use of journalling to control accounts is outside the scope of our automated service and we will advise if we encounter this in your file and the options available.
  • Tracked inventory – Xero does not manage tracked inventory the same way as QB does. We use monthly manual journals to balance these transactions out.  However if we encounter a large volume of complex tracked inventory transactions it falls outside the automated service.  We will advise if we encounter this in your file and the options available.
  • Multiple Accounts Receivable or Payable Accounts – Review your chart of accounts to see if there are multiple Accounts Receivable or Payable accounts. Xero only allows for one system Account for each Accounts Receivable / Accounts Payable. If there are many, or complex, AR / AP accounts in the Quickbooks file we will not be able to complete the conversion.

Preparing the desktop file for conversions

Preparing the file ahead of time leads to a much better conversion experience.  For our recommendations on how to prepare the Quickbooks file please follow the link here.

Other country Quickbooks files

We cannot convert Quickbooks Intuit for for other territories – e.g. Australia or Asia -as the taxes are handled differently in both Quickbooks and Xero.

For more information on your Quickbooks file please visit the Intuit website.

Reckon File preparation

Here is our recommendation of what to check before converting to Xero:

ESSENTIAL

  1. Ensure that Reckon is set to the correct GST accounting basis (cash or accrual). You can do this in Edit/Preferences/Tax/Company Preferences. For example: If your client reports to the ATO for GST purposes on Cash then this is how the MYOB file should be set up.
  2. Clean up the Reckon file by following these steps.
  3. Please remove the password for the Admin user. (See steps in 2 above).
  4. Create a backup from the current file and upload (how to back-up from Reckon).
  5. Ensure that all tax codes that are 0 or 10% are assigned to one of Xero’s standard tax codes as follows:
    • 0% (BAS Excluded, GST Free Capital, GST Free Expenses, GST Free Exports, GST Free Income, GST on Capital Imports, GST on Imports, Input Taxed)
    • 10% (GST on Capital, GST on Expenses, GST on Income).
  6. For Reckon Accountant version please save as general business version.
  7. To start the conversion go to the Upload page, upload the backup, fill in your details including a Xero subscription email and we do the rest.

DO NOT!

  1. Do NOT change any account types in Reckon prior to conversion.
  2. Do not start a Xero subscription prior to the conversion:
    1. We set up an entirely new Xero org for you based on the file sent to us
    2. Conversion to a Xero 30 day free trial is not available with this service.
    3. On most occasions Xero will not allow us to apply a promo code to the sponsored conversion.  Check with your Xero Account manager if you are wanting to do this.

OPTIONAL

  1. Check that the balances in all reconciled bank accounts and credit cards actually reflect the bank statement balances as of the last reconciliation date. If possible, finalise all bank reconciliations to the end of the previous month. NOTE: Reconciliation is easier in Xero, so if you do have unreconciled periods in Reckon this information can be converted, however, you need to make sure that the bank balances are correct as of your conversion history start date.
  2. Ensure all clearing accounts (including Undeposited Funds and Electronic Clearing Account) are reconciled to NIL. Alternatively, please be familiar with why there is a balance in these accounts so these can be dealt with in Xero post conversion.
  3. Confirm that the Accounts Payable report reconciles to Supplier statements and that all unpaid invoices are still due. Please use the A/P Detail Report.
  4. Ensure all credit notes are applied unless actually unused.
  5. Repeat points 3 and 4 for Accounts Receivable. Please use the A/R Detail report.
  6. Ensure the Accounts Receivable / Accounts Payable balance match the figures in the General Ledger.
  7. Ensure that all employees that are terminated have a termination date entered, rather than just being made inactive.
  8. Post Conversion please read the Action Checklist for the conversion specifics and the details of the next steps.

Please note that we are unable to convert files saved with Reckon Accountant versions, as we are not able to open them.

If you have a new Reckon Accountant file, we need the file to be saved from a business version of Reckon, or in a version that is earlier than 2017.

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.

To start the conversion go to our home page and click the “Load your file” button.  Here’s how to back up a Reckon Hosted file.

 

Reckon Versions Converted

Convert Australian Windows Reckon versions to Xero easily and quickly. Versions converted to Xero include both Reckon desktop and Reckon hosted and includes Pro, Premier, and Enterprise versions from 2013 to the latest release (2017). Quickbooks version 2012/13 (Australian released) can also be converted.

At the moment this service is open to .QBB and .QBW files.

  • Up to 800 MB, fee will apply for files greater than 350MB (this refers to the native Reckon file, the back up or zipped file will show a smaller size as it is compressed)
  • Not multi-currency
  • Cannot convert if the file uses WET/WEG.

Check the FAQ on Reckon file preparation.

What if we cannot convert your file?

What if we cannot convert the data in full?

Even after 20,000 conversions our automated software can fail to convert full history. It is less than 2% with MYOB. With Reckon it is 5%. In the case of Sage 50 (Peachtree) it is currently 1%. Our target is 97% conversion.

We will advise if unable to complete your conversion. In these cases we may offer the following options:

  • Choose to convert but select a balances only conversion without open invoices and bills.
  • Convert, but minimize history to just the current month. Outstanding payables and receivables are brought into Xero.
  • Delay conversion until non peak time when we can investigate and either provide a manual fix or implement a rule which deals correctly with this incorrect user input, and create the correct transactions in Xero.

The reasons for being unable to convert vary but usually it is due to non-standard accounting practices in the source data. Sometimes there is just “weird stuff” in the desktop software files and conversion fails. If there are too many transactions to fix manually a software fix is required which can take time to develop, test, integrate into the production system.

What should I NOT do before conversion?

  • Do not change any account types in your desktop software before the conversion.
  • Do not start a Xero subscription prior to the conversion!
    • We set up an entirely new Xero org for you based on the file sent to us.
    • Conversion to a Xero 30 day free trial is not available with this service.
  • Do not purge any history. If history is reduced in the source file it may impact the amount of history we can deliver to you in Xero.

Optional – We recommend leaving the chart of accounts, items and card details (for suppliers, customers and employees) untouched in and cleaning them up once they are in Xero. The reason is two-fold:

  • Faster and Easier.  Archiving contacts and deleting or editing items in Xero. It can be done in bulk (such as find and recode) with an easy overview.
  • Audit Trail. For accounts, it gives you a clear audit trail when journaling account balances and archiving accounts in Xero.

Technically, the conversion needs contacts, accounts and items as they were when they were created in the original desktop software. That means we have to re-create them, even if you have made them inactive in your desktop software; you will need to do the work to archive them again in Xero following conversion.

What support can I expect during the conversion process?

Conversion process

The conversion is as easy as Ready, Jet, Go.  Watch our short video for an overview of the steps you will follow.  We are here to help you through these steps, which can be a bit daunting – especially if it is your first time.  
Below please see your support options as you move through the conversion process, depending on the package you select.

 

Pre-conversion

Prior to converting your file we encourage you to get in touch to discuss your conversion needs.  You can email us at solutions@jetconvert.com or give us a call:

  • Australia: 1800 77 00 35 (9:00am to 5pm AEST Queensland time)
  • New Zealand: +61 7 5334 1222 (midday to 8pm NZ time)
  • USA: 1-800-610-3384 (4pm to late Pacific Time Zone)

You can also read How data converts on our FAQs page.  This is recommended reading if you have data needs such as payroll, inventory or jobs/classes/categories.  It also covers how transactions, the Chart of Accounts and Contacts convert.

Finally make sure that you follow the pre-conversion checklist which can be downloaded from our website home page.

During the conversion

Email support@jetconvert.com and we generally get back to you within 4-6 business hours.

For real-time assistance go to our website and hop onto chat (bottom right-hand side of the web page).  Our team are available during Queensland business hours to help you out on the spot.

Out of business hours simply click on the Need help? menu on our website to access the extensive knowledgebase.  The answer to most questions can be found here.

If you have selected an Insight or Accelerate package you can also call the sales phone line on the contact numbers above during Queensland business hours.

Post conversion

Our software applies over 100 different rules and functions to deal with software platform differences and accounting practice variations.  This may mean the way the data is presented may not be exactly as it was in the source file.  However, rest assured we do not deliver any Xero orgs unless they pass our strict QA checks.

It is very important that you work through the conversion Action Checklist once you have received the Xero subscription.  Contact support@jetconvert.com if you need to be sent another copy of the Action checklist.

We aim to provide a positive conversion experience so please contact us as soon as you have any queries regarding the converted data. For us to best assist it is important that you contact us with your questions prior to making changes in the Xero org. Our ability to effectively investigate your data queries may be compromised if you have been working in Xero and amended the data as originally supplied at completion of the conversion. The longer you have worked in Xero the more the integrity of the data is impacted.  For us to be able to properly investigate your query please notify us of any data discrepancies within 7 business days of your receiving the Xero org.

If you have any data related questions we have an expert team of qualified accounting professionals dedicated to technical advice.  Email support@jetconvert.com and we generally get back to you within 24 hours.  We will need the following to quickly and effectively investigate your question:

1. Screen shots of how the data appears in the source file prior to conversion and also how it appears differently in Xero

2. Access to your Xero org if we have been removed, please invite us as an adviser with payroll access:

Name:  Jet Convert
Email address:  support@jetconvert.com

Instructions on how to give access to another user

3. If errors exist as a result of the conversion process, we will rectify these at no charge, providing you have followed the steps outlined in the conversion Action Checklist, and you notify us of any discrepancy within 7 business days of you receiving your Xero org.

PLEASE NOTE: we do not offer support when errors result from data being amended or deleted post conversion impacting data integrity as delivered. We can reconvert the file (for a fee) or recommend a Xero certified trainer who may assist you.

You can also click on the Need help? menu on our website to access our extensive knowledgebase.  You can get an immediate answer to many conversion data related questions here.

If you have selected an Accelerate package, we will deal with your support enquiry within 24 hours.  All other packages should expect a response within 48 hours.

Assistance in using Xero

The Xero self-help centre has an extremely comprehensive and easy-to-use knowledge database.

Alternatively you can contact the Xero support team via support.xero.com.  You will need to be logged in to Xero to post your support request.

If you would like some personal assistance, we have teamed up with a leading Xero Advisor to provide Xero training for Australian customers.  You can register interest in Xero training via our website.

When do I get my Xero Org Access?

As part of the conversion process we create a brand new Xero org based on the source file that you provide. It is transferred to the subscription email that you provide upon completion of the conversion.

We cannot convert into an existing org. If you have already started a trial or organisation in Xero you will need to cancel it to avoid paying for two subscriptions. You can do this after the bank feeds have been transferred across to the new org in order to avoid having to fill out the bankfeed forms again.

We aim to deliver within 3 to 5 business days depending on conversion model. Three business days for MYOB and up to 5 business days all other software types.

 

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