Limitations when converting to Xero
Please understand that it is impossible to make an exact copy of your data in a different accounting system. There will be some information that we can't convert and some information will look different when converted. You can be confident, however, that your financial data will be accurate overall. Expand any of the topics marked with "+" to read more about them.
Converts accurately but in home Currency
Data which includes foreign currencies will be converted in the same way as other data. However, all foreign currency amounts will be translated to the home currency values.
Factors specific to QuickBooks, and beyond our control, usually mean the conversion result is not completely accurate. We cannot therefore support fixing your conversion and you will need to accept the conversion results "as is".
Causes of complications
Please be aware that it may cause complications (we're unable to fix) with your conversion if your source software contains in excess of any of the following in the conversion period:
- 40,000 combined invoices, bills and credits
- 40,000 bank transactions
- 2,500 credit notes allocated to invoices
- 10,000 contacts
- 600 chart of account codes
If you're converting from QuickBooks Online and recharge transactions then not all line items may be included when converting.
QuickBooks and QuickBooks Online allow for bills to be paid from suppliers different to that named on the bill itself. When converting to other systems this is not supported and will result in differences we're unable to fix.
Also note that due to a limitation with QuickBooks Online, transactions using a Product/Service Stock Assets may not convert with the correct account code.
If you're using a 0% reverse charge VAT rate then we're unable to convert this tax rate to Xero so associated transactions will be incorrect. This tax rate can be manually added to Xero and the relevant transactions amended but we aren't able to provide this service for you.
If there are journals manually entered in Sage that have the same "Ledger year end" description as the system journals, we aren't able to convert these. Differences will be displayed once the conversion completed and you may complete the Fix It For Me form but adjusting for these isn't included in our service unless extremely simple.
What data will be converted?
We will transfer the following data to Xero:
- Customer Details
- Supplier Details
- Chart of accounts
- Account balances
- Customer balances
- Supplier balances
- Individual transactions as requested
Best attempts will be made for matching fields between software systems when converting to Xero. Some Sage fields will not be converted eg. 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.
What data won't be converted?
We only currently convert the core accounting information and not the following types of data:
- QuickBooks Classes
- Sage Departments tracking for opening (conversion) balances
- Stock/Inventory Items
- Product/Sales Items
- Sub-account structure of the chart of accounts (Xero has no sub-accounts)
- Fixed Asset Registers
- Sales and Purchase Orders
- Quotes/Estimates/Draft invoices or bills
- Memorised Transactions
- Default nominal codes, payment terms or tax rates
- Custom VAT rates (see workarounds used)
- Invoice and other Templates
- Timesheets/Time Records
- Payroll and Employee Records
- Accounts that have never had any transactions
- VAT journals made to non-system accounts
- Transactions after the "Convert To" date
- Deleted or cancelled transactions
- Nil value invoice line items
- Sage project data
- File attachments
- CIS details
- Unpaid expense claims
Transaction types we can't convert
There are certain transaction types that Xero does not allow us to convert. We try to create transactions in Xero that match as closely as possible the transaction in the original software, although sometimes we have to use a different transaction type.
Bank and Credit Card
Credit card charge transactions are converted as transaction type Payment.
Credit Card and PayPal accounts can only be converted as Xero Bank Accounts. Credit card and PayPal bank feeds may not be available.
Transactions 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.
Receivables and Payables
If you have multiple Accounts Receivable or Accounts Payable accounts in your QuickBooks desktop 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.
No Name transactions
Some desktop transactions can 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.
Transactions with unit amounts to more than two decimal places will be entered as the line item total.
Things you may need to tidy post-conversion
We do provide details of our recommended post-conversion tasks but below is a summary. If performing a foreign currency conversion there may be additional tasks you wish to complete. Please refer to the foreign currency section above for more information.
Reconciling bank transactions
We are unable to mark all bank transactions as reconciled during our conversion process. Once your conversion is complete, you may need to mark some bank transactions as reconciled, leaving only the unpresented items as unreconciled and agreeing with the statement balance.
Check the VAT Codes for each of your chart of accounts items
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.
Filing VAT Returns
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 the first VAT return you produce in Xero carefully, to ensure that the numbers are as you would expect.
Allocating payments to invoices or bills
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.