Limitations when converting to Xero

We will transfer the following data to Xero:

• Customer Details
• Supplier Details
• Chart of accounts
• Account balances
• Customer balances
• Supplier balances
• All individual transactions in the conversion period

Best attempts will be made for matching fields between software systems when converting to Xero. Some fields will not be converted eg. Sage Supplier and Customer Bank Account Names where Xero’s API does not provide the means to do so.

It’s not possible for Movemybooks to provide custom mappings for any fields.

We only currently convert the core accounting information and not the following types of data:

• Sage archives or backup data that isn’t “open” or “live”
• Sage Departments tracking for opening (conversion) balances
• Sage Cloud (SageOne) Analysis Types (equivalent of departments)
• Budgets
• Project data/Job Costing
• Stock/Inventory Items*
• Product/Service/Sales Items*
• Sub-account structure of the chart of accounts (Xero has no sub-accounts)
• Accounts that have never had any transactions
• Deleted or cancelled transactions
• Fixed Asset Registers
• Sales and Purchase Orders
• Quotes/Estimates/Draft/Unposted invoices or bills
• Bank statements
• Memorised Transactions
• Default nominal codes, payment terms or tax rates
• Custom VAT rates (see workarounds used)
• Filed VAT returns (VAT transactions are converted not returns)
• VAT journals made to non-system accounts
• Templates such as invoice templates
• Timesheets/Time Records
• Payroll and Employee Records*
• Transactions after the “Convert To” date
• Nil value invoice line items
• File attachments (optional extra on certain conversions)
• CIS details (transactions are also unlikely to convert correctly)*
• Unpaid expense claims
• Charity fund codes
• Custom fields (invoices/bill/contacts)

If the option to convert departments is not displaying on the Conversion Setup page then no department data (or equivalent) will be transferred.

*Associated transactions will be converted ie. for a stock item, the purchase payment would be converted but no stock will be present on the transaction

Credit card charge transactions are converted as transaction type Cheque.

Credit Card accounts can only be converted as Xero Bank Accounts. Credit card bank feeds may not be available.

Some VAT transactions including those with custom VAT rates, EC VAT or unusual VAT transactions will be converted as closely as possible but are likely to be different. We may use a standard rate of VAT or No VAT and then add an adjustment to correct the VAT amount if necessary. This could result in some boxes in VAT Returns being incorrect even if the Balance Sheet amount to be paid or refunded is correct.

System VAT accounts are merged to become a single VAT account as required by Xero.

For more information please refer to our post-conversion tasks page and also the VAT Returns Don’t Agree page.

Depending on the system you’re converting from and the transactions present, the conversion may result in some rounding differences due to the way VAT or line amount totals are calculated differently between systems.

FreeAgent allows non-VAT registered companies to enter bank payments with VAT.
For conversions from FreeAgent, we apply the current VAT registration status of the company to all transactions. If the VAT registration status of the company has changed this is likely to cause differences.

If you have multiple Accounts Receivable or Accounts Payable accounts in your QuickBooks chart of accounts then these will be merged into one single Accounts Receivable and Accounts Payable account in Xero.

If you’re converting from Sage and “Batch invoice” was used to enter invoices, each line will be converted as a separate invoice (irrespective of the reference) as Sage stores the data this way.

Some source systems allow transactions to be entered without contact details that are required for the same transaction in Xero. In these instances we create and use a “No Name” contact in Xero.

Xero defaults to rounding up. This may be different to the software system you’re converting from. If the sum of a line in Xero is calculated differently to that in the source then the quantity and unit amount will be dropped from Xero and only the line total will be converted.

As above, transactions with unit amounts to more than two decimal places will be entered as the line item total.

Payroll and employee records are mentioned in the “What data won’t be converted?” as information we can’t convert. We do try our best to convert the accounting transactions although this isn’t always possible.

If converting from FreeAgent and the Employment Allowance is claimed then associated adjustments or transactions are likely to be aggregated into E’ers NIC. The overall balance in relation to payroll will be correct but individual payroll and NIC accounts may not be correct.

Our software tries to work out what the VAT Codes for each account should be, based on the transactions posted to that account in your data, but you should check and amend them if needed before working in your new Xero company.

Returns for earlier periods may need to be “filed” in Xero, to make sure that old transactions do not appear in the next VAT Return report. You should check any VAT return containing converted transactions you produce in Xero carefully and intend to submit. You’ll need to check to ensure that the numbers are as you would expect.

Due to some of the above mentioned workarounds and restrictions it may be that we’ve been unable to allocate payments to all invoices or bills. Balances owing by customers or owing to suppliers will be correct despite the possibility of some invoices not showing as paid. A transaction with journals equivalent of the payment will have been entered but not allocated.