Information that will be transferred to the new system:

• Chart of accounts
• Customer and Supplier Details and Groups
• Account balances
• Customer and Supplier balances
• Detailed individual transactions (2 financial years FREE)
• Inventory Items (Untracked)

During the conversion process, we will make every effort to match fields between the software systems. However, it’s important to note that certain fields may not be converted due to limitations in the API (Application Programming Interface) capabilities.

While we strive for a comprehensive conversion, we want to be transparent about potential limitations that may arise

• Budgets
• Product and Sales Items
• Quotes
• Sub-account structure of the chart of accounts
• Fixed Asset Registers
• Classes
• Projects
• Sales and Purchase Orders
• Draft invoices or bills
• Draft Transactions
• Custom VAT rates
• Invoice and other Templates
• Payroll and Employee Records
• Deleted or cancelled transactions

Foreign currency amounts will be converted to values based on your home currency and this might affect the accuracy of the conversion results.

If you want to dive deeper into the details, feel free to check out our post-conversion tips specifically about Foreign Currency.

Transactions involving custom VAT rates or unusual VAT scenarios will be converted to the best of our ability, but there may be differences between the original and converted versions. In some cases, we may use a standard VAT rate or indicate “No VAT,” and then make adjustments as necessary to correct the VAT amount. As a result, there is a possibility that the VAT amounts for specific invoice line items may be inaccurate, even if the overall Balance Sheet amount for payment or refund is correct.

It is strongly recommended that you consult the VAT reports from your previous accounting system for accurate information regarding converted transactions. This will ensure that you have the most reliable and relevant VAT data.

If your source data exceeds any of the following limits during the conversion period, it may result in complications that we are unable to resolve.

More than:

• 1500 chart of account codes
• 50,000 combined invoices, bills and credits
• 100,000 contacts
• 50,000 bank transactions
• 5000 credit notes allocated to invoices

Also, note that we are only able to assist with conversion queries up to 4 months after the converted company was transferred to you.

Our conversion tools were initially developed for South Africa, but we’re happy to assist organizations based in other territories as well. There’s a simple workaround we use to transfer the data to Xero in those cases. When converting data for organizations outside of South Africa, we apply a 0% sales tax rate. Please be aware that the sales tax movement will be visible on documents but will be displayed as a 0% sales tax rate.

When you’re uploading the conversion request, please select the “other” option for the base currency. In the comments section at the bottom of the form, kindly mention your preferred currency and the country where your organization operates.

Not all transaction types can be directly converted in Xero. We aim to use similar transaction types, but sometimes alternatives like “Spend Money” and “Receive Money” are necessary, such as for bank transfers.

In certain cases, when there were overpayments in the previous system, they will be converted into credit notes. These credit notes can be allocated just like any other credit note in Xero.

It’s important to note that payments and credit notes will be allocated using the First in First Out (FIFO) method against invoices or bills. Depending on how the invoices were allocated in the previous system, open invoices may appear differently in Xero after the conversion process.

Due to the specific workarounds, we employ during the conversion process, the VAT report in Xero may not accurately reflect the same information as in your previous system. To ensure the accuracy of your VAT reports for submission purposes, we highly recommend referring to the reports generated from your previous system.

By consulting the reports from your previous system, you can be confident in having the most precise and reliable VAT information.

All foreign currency transactions will be converted to the base currency by default. This means you’ll have to make some adjustments to the balances of your foreign currency bank accounts and customers/suppliers.

Here are some suggestions:

• Bank accounts: Create a new bank account in the right currency. To transfer the balance from the converted bank account, use the correct currency ratio and move it to the newly created foreign currency bank account. Don’t forget to double-check that the balance in Xero for the new foreign currency bank account matches your actual bank statement.
• Contacts: Create a new contact account in the foreign currency of your choice. Shift the balance from the converted contact to the newly created foreign currency contact. Start by generating an invoice, bill, or credit note to a suspense account for the total balance in the base currency. Then, move that balance from the suspense account to the new foreign currency contact. Simply create another invoice, bill, or credit note to the suspense account for the entire balance in the required currency, using the appropriate currency rate for the contact.

Due to the workarounds and restrictions we mentioned earlier, there might be instances where we couldn’t allocate payments to all invoices or bills during the conversion process. However, rest assured that the balances owed by customers or suppliers will still be accurate, even if some invoices don’t appear as paid.

To ensure the correctness of the balances, we’ve entered transactions with journals that are equivalent to the payments. These transactions have been recorded, but they may not have been allocated to specific invoices or bills.