How to check your Xero data

We’ve checked your data and believe it has been accurately converted to Xero. Now you need to give it the once over and ensure that things are as you'd expect. If you are happy with everything, that's great - just reply to the email we sent you and confirm that you now want to take ownership of the data.

Before you begin:
  • Make sure you have received an email asking you to become a user of this Xero account
  • Select the Accept link in the email. It will ask you to create a new login ID or to confirm an existing ID you may have
  • To get a good overview of the converted data, you’ll use these three reports:

    1. Trial Balance (or Balance Sheet if you prefer)
    2. Aged Receivables
    3. Aged Payables

    To see any of these reports, when you’re in Xero just click on the Reports tab > All Reports.

    1. Trial Balance

    Why check this report? A Trial Balance report is a list of all of the accounts in your chart of accounts, with their associated balances. You can therefore use this report to check that the balance on each account in Xero is the same as it was in your original software.

    When you run this report in Xero, use the Date option at the top of the screen. Select the date you requested the data conversion to, this can be found on the email we sent to you asking you to check your data (the “Transactions to” date).

    You may also wish to change the Sort by setting, so that you can review the balances in account number order.

    sort-tb.jpg

    Compare this Xero Trial Balance to your original Sage or QuickBooks data to satisfy yourself that all account balances are the same. Note that, Xero only has one account for VAT. Sage typically uses three accounts, so if you have converted from Sage the balance in Xero will be the total of the three balances in Sage.

    Make sure you are comparing like with like: remember that your data was converted to a specific “Transactions to” date. When you are comparing the balances in Xero to the balances in your original data be sure to ignore any transactions after the “Transactions to” date.

    2 - 3 Aged Receivables and Aged Payables

    Why check these reports? These reports show the balances on all of your customer and supplier accounts. You can therefore satisfy yourself that these balances are the same in Xero as they were in your original software.

    When you run the Aged Receivables and Aged Payables reports, they will include transactions for all dates up to the month end selected. Since only transactions up to the “Transactions to” date will have been converted, you can safely choose the month only. For example, the report below, set to August 2015, is good where your “Transactions to” date is any day in August 2015.

    Check that the balances in the Total column for each individual supplier or customer are what you expect.

    Make sure you are comparing like with like: remember that your data was converted to a specific “Transactions to” date. When you are comparing the balances in Xero to the balances in your original software be sure to ignore any transactions after the “Transactions to” date.

    Do you have extra outstanding transactions? When you’re viewing the Aged Receivables or Aged Payables, you may see more outstanding transactions than you were expecting — even though the total balances are correct. This may also be obvious on the main Xero Dashboard.

    This is because the conversion process is not always able to match all credit notes or payments on account to outstanding bills or invoices. We’ll show you how to tidy this if you wish once you’ve approved the data conversion.

    For now, the important thing is to check the total balance for each customer and supplier is correct.

    Accepting your conversion

    Once you’ve followed the steps above, you can let us know you’re happy with how the data has been converted by replying to the email we sent you. If you’ve deleted that email, just contact Support instead - quoting your order reference please.

    What to do if you think something is wrong

    If you think there are discrepancies, or have questions about the conversion, we’ll be happy to help — just follow the instructions below.

  • Check that you are comparing balances as at the "transactions to" date
  • Ensure that the balances in Sage or QuickBooks exclude later dated transactions
  • Check that you are looking at the same backup file that you sent to us
  • Read our Troubleshooting page
  • Ensure you have read our Limitations guidance and understand what to expect
  • If you still think there is a problem, send details of ONE example of an incorrect balance to Support in the format: Account name | Balance in original software | Balance in Xero . Please quote your order reference on the email.