Don’t Be Afraid of Heights
Accounting systems are different – that’s why you are upgrading yours to Xero!
The reporting is different (better) so all the accounts may not look the same.
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.
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.
Specific factors that are 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”.
For more information please refer to our Foreign Currency post-conversion task.
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
600 chart of account codes
Please note that we are able to assist with conversion queries up to 4 months after the converted company was transferred to you.
What data will be converted?
We will transfer the following data to Xero:
Chart of accounts
Individual transactions as requested
Stock/Inventory Items (Untracked)
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.
What data won't be converted?
We only currently convert the core accounting information and not the following types of data:
Classes / Projects
Sub-account structure of the chart of accounts (Xero has no sub-accounts)
Fixed Asset Registers
Sales and Purchase Orders – Coming soon
Quotes/Estimates/Draft invoices or bills – Coming Soon
Default nominal codes, payment terms or tax rates
Custom VAT rates (see workarounds used)
Invoice and other Templates
Payroll and Employee Records
Deleted or cancelled transactions
Nil value invoice line items
EMEA conversions (Organisations not based in South Africa)
We developed our conversion tools specifically for South Africa but we can do conversions for organisations based in other territories as well. There is only one extra work around that we need to use to get the data across to Xero. When we do conversions for organisations outside of South Africa a 0% sales tax rate will be used. Please note the sales tax movement will reflect on documents but it will be shown as a 0% sales tax rate.
When uploading the conversion request please select the “other” option for base currency. Then please mention the preferred currency and country of operation in the comments section at the bottom of the form.
Transaction types we can't convert
Bank and Credit Card
Please note that we highly recommend to refer to the previous accounting system for vat reports relating to converted transactions.
Receivables and Payables
Please note that payments and credit notes against invoices/bills will be allocated according to the in First in First Out (FIFO) method. Depending on how invoices was allocated in the previous system open invoices may reflect differently in Xero post conversion.
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.
Foreign Currency adjustments
We advise you do the following:
Bank accounts: Create a new bank account using the correct applicable currency. Transfer the balance of the converted bank account to the newly created foreign currency bank account by using the correct currency ratio. NB remember to make sure the balance in Xero of the new foreign currency bank account reconciles to the physical bank statement.
Contacts: Create a new (foreign currency) contact account. You will now need to move the balance of the converted contact to the newly created foreign currency contact. You can do this by creating a Invoice/Bill/Credit note to a suspense account for the entire balance of the base currency contact. Then you need to move the balance of the suspense account again to the newly created foreign currency contact. You can do this by creating a Invoice/Bill/Credit note to a suspense account for the entire balance in the required currency using the appropriate currency rate contact.