Next steps after conversion to Xero

We try to make your conversion as comprehensive as possible, aiming to save you as much time as we can. However, there are some things that we are not able to do because of limitations in the software process we use to enter data directly into the Xero accounting system.

This means that there will be some post-conversion tasks that you will need to perform and this document is provided as a guide to completing these tasks. The post-conversion tasks should be done as soon as possible after the conversion. If you encounter problems or think something might not be right please refer to our troubleshooting page.

Overview

These are the tasks you will need to perform post-conversion if applicable:

Tidy the Tax | Tidy bank reconciliations | Tidy foreign currency

Tidy the Tax

We do not set your VAT ID and tax periods etc. although we do convert your taxable transactions. This is something that you will want to correct before completing your next Tax return.

Go to Accounting > Advanced> Financial Settings

Enter your VAT number

You can now set your Tax details as required. To use the HST/GST Return in Xero (mentioned below) you will need to enter the Tax basis as accrual, Tax period as monthly/quarterly or annually and map any custom tax rates. More details can be found on the GST/HST page of Xero’s Help Centre.

File only the most recent Tax period you’ve already submitted. Xero will then be able to recognize any future transactions entered that are dated back into historical Tax period as “late” claims. These will then automatically be included in the next Tax Return.

Click the Accounting menu and select Sales Tax Report.

You’ll be prompted to go to the HST/GST Returns. Currently Xero doesn’t support PST Returns in which case you should use the Sales Tax Report for any provincial sales tax. If you use HST/GST select to Go to GST/HST returns option.

Select VAT Return

Select the last period for which you’ve already submitted your Tax return then click Save and go to returns.

select VAT without MTD

Drill into the Tax return you’ve already submitted to the authorities.

select go to VAT without MTD
Finalize the already submitted return.
select your date range and create VAT

Note that you shouldn’t expect the figures in the finalized return in Xero to agree to those in your source system. For more information see Tax Returns Don’t Agree.

Also note that when preparing your first GST/HST Return in Xero (the first to be submitted/filed), it won’t include any unfiled “late” claims relating to prior periods and may be incorrect if we’d had to use some workarounds. We recommend you carefully check the figures in any Xero Tax Return that contains converted data. If the figures provided by Xero are different to those you need to submit you may need to enter a manual journal or adjustments necessary to reflect the correct figures. This will only affect Tax Returns that include converted data. To read more about why Tax Returns may be different for the same period in the old and new software please click here.

Tidy bank reconciliations

We try our best to convert the bank reconciled status of transactions but this is not always possible. Xero prevents us from marking some transactions eg. overpayments, prepayments and bank transfers as reconciled so you will probably need to manually complete this so that the “Statement Balance” in Xero is correct.

Remember, there are potentially two balances shown on the Dashboard for each bank account – the “Balance in Xero” is the “books” balance from your old system. The “Statement” balance is the total of transactions marked as reconciled in Xero.

 

Balance in Xero
To tidy your bank reconciliations, from the Xero Dashboard click on the three dots menu button then Account Transactions
Account Transactions

You now want to make sure that you enable the Mark as reconciled function via the help menu

Mark as Reconciled

We also recommend that, if you have a large number of transactions to mark as reconciled, you switch the page view to show 200 items. This will allow you to tick the top checkbox in the left column and mark transactions in blocks of 200 if you wish.

Number of Items

All you need to do now is mark the transactions you want to change to reconciled and click select Mark as Reconciled from the More button.

select mark as reconciled

If your bank balance was fully reconciled in your desktop software, you will want to mark all transactions as reconciled. Then your “Balance in Xero” and “Statement Balance” will be the same.

If your account was not fully reconciled in your desktop software, you will want to leave the unreconciled items as remaining unreconciled. Then your “Statement Balance” should be correct as at the date of the last transaction in Xero.

It’s important you don’t connect bank feeds or manually import any bank statement data for your conversion period. The steps above will correct your Statement Balance and the reconciled status of transactions in your conversion period. If you’ve already imported bank statement data for the conversion period or do so in the future this is likely to adversley affect your data and cause duplicate transactions.

Tidy foreign currency (if applicable)

The recommendations below may not always be required or optimal for your user case. Please read them carefully and consider if they are relevant to you before attempting to apply them.

All bank accounts will be in base currency so create new foreign currency bank accounts. You’ll need to have added your currency to Settings > Currencies first. Once the currencies are added, navigate to Accounting > Bank Accounts and click Add Bank Account. Follow the prompts making sure to select the correct currency for the bank account.

Once you have the new foreign currency account you may wish to transfer the CAD balance into the new foreign currency account. Do this by navigating to Accounting > Bank Accounts and selecting Transfer Money. Choose to transfer from the CAD account to the foreign currency account. Enter the date to be the same as the “convert to” date selected for the conversion. Apply an exchange rate such that the CAD account will be emptied and the deposit in the foreign currency account will reflect the correct foreign currency amount.

If there are unreconciled foreign currency transactions you may wish to transfer the unreconciled transactions as individual Transfer Money transactions. The remaining balance can then be transferred as a lump sum and manually marked as reconciled.

If you have any outstanding foreign currency invoices or bills before converting then these will also have been converted at their CAD equivalent value. You may wish to edit (or void then re-enter) these to correctly reflect the foreign currency values owed or owing.