Sage 50 FAQs

Please visit our dedicated Sage 50 website for Sage 50 conversion service frequently asked questions (FAQs).

The Process

You upload your file through a simple webform. We do some checks of the file, and ask you to confirm your subscription, based on the file and create your Xero organisation.

You receive the Xero subscription when the conversion is complete and payment received (if applicable). You get a full post conversion checklist and you may need to take some action to clarify some missing information.

More information on the conversion process.

Note that we reserve the right to charge you the cost of conversion if the Xero subscription is cancelled within 30 days of delivery. Please make sure you send us the up-to-date and correct file for conversion.

Our Promise

Beautiful conversions.

Our conversion tool reads the data directly from the source file, converts it with over 120 rules and pushes it directly into Xero.

While our conversion process is highly automated and systemised we check every conversion account by account to make sure the data has come across according to the information given on this page. We will fix, free of charge, any data that has not converted as described below.

Full Transactional History

No matter how many transactions your accounting file has, it all gets converted in the same reliable manner.

Most times we can convert current plus the previous financial year of history.

The amount of history you receive may be reduced if:

  • the desktop software file has been rolled into the current financial year
  • it is multi-currency
  • it has multiple locations
  • there are errors or a large number of transactions in the file.

Invoices, Quotes and Orders

With full line item details and all payments against them.

A full and accurate history within Xero means there is no need to go back to the source file to look anything up. All invoices, statements and Credit Notes can be created and emailed from within Xero exactly as they were in your old software

Every invoice includes invoice date, invoice number and reference (PO Number).

Every single invoice-line is transferred, including lines with description only. Item invoices use the correct item codes and quantities. Any original invoice that is entered including tax, will arrive in Xero in the same way.

Quotes and Orders are entered as Draft Invoices and Bills, purchase orders are brought across as purchase orders in Xero. Note that Quotes prior to your selected conversion history start date will not be converted.

Item codes come across on approved Invoices and bills. You will NOT receive item codes on credit notes, draft invoices or bills.

During the conversion we cannot allocate ‘Billable expenses’ against Clients in Xero.  As a result this information needs to be updated post conversion.

Notes for MYOB files:

With MYOB conversions you also receive invoice due date.  ABNs will be converted for contacts.

Payments and Credit Notes

Every payment is transferred and booked against each invoice.

That means you can see exactly when payments were made against all invoices when clients need to talk to debtors.

This also includes Credit Notes that are assigned to another invoice to pay it off. Full details (as in invoices) with one additional line representing any assignment to another invoice or refund.

Each Credit Note is accurately assigned to the invoice/bill on the day that it is assigned in the source file.

Any overpayments are handled accurately through Credit Notes. So when you enter the next invoice for a client who has paid a deposit, a credit note will automatically remind you of it.

 

Bank Transactions

Reconciled according to the source file.

All bank transaction details are transferred with reconciliation exactly matching what is already reconciled in MYOB or Reckon.

So in this example, starting the bank feeds from 1 November will pick up the unpresented cheques from before and automatically pre-match them during the normal bank reconciliation process.

This means that all the work done is preserved in Xero and the client can continue where they finished off in the old accounting system.

Manual Journals

Exactly as the accountant intended.

All manual journals (general journal in MYOB) details come across exactly as they are entered in the source file with the correct accounts and GST settings.

Xero does not allow bank accounts to be used in Manual Journals and Invoices, so they are replaced by a “MYOB Transfer Account” or a “Reckon Transfer Account” and an additional Spend Money or Receive Money transaction is created.

Xero also does not allow any journal entries to Trade Creditors and Debtors to keep the integrity of the data intact. A similar technique is used to mirror that in Xero.

Transaction Free Options

Transaction free conversion service is available with MYOB conversions only.

After the pre-conversion check is completed, and you receive your email. you can also choose a conversion that has no transactions. Choose from Balances Only as of the conversion date, or $0 Balances.

Balances Only

naked balances only

This conversion gives you all the business information but also preserves the account balances as of the selected conversion date:

  • Contacts
  • Chart of Accounts
  • Items
  • Payroll setup (with payroll balances, all employee details, pay items and templates)
  • Opening balances as of the conversion date.

You do not get any transactions, invoices, bills, credit notes, bank transactions, manual journals or payments.

This also excludes any open invoices, bills and credit notes. That way you do not have to worry about the old unpaid transactions, but it does mean that you or your client has to manually add the correct invoices, bills and credit notes after adjusting the Accounts Receivable and Accounts Payable balances.

Remember to select the conversion date that you want the account balances at. The default will be as early as we can go – you can select a more recent conversion date if you prefer.

 

$0 Balances

naked $0 balances

Same as Balances only except that the Conversion Balances are set to $0:

  • Contacts
  • Chart of Accounts
  • Items
  • Payroll setup (with payroll balances, all employee details, pay items and templates)
  • Opening balances set at $0.

Similar to the Balances Only option you do not get any transactions, invoices, bills, credit notes, bank transactions, manual journals, payments, or open invoices, bills or credit notes.

Chart of Accounts

All accounts including bank accounts come across in the conversion regardless of their status. This is because there may be transactions associated with these accounts. If you have accounts that you do not want to use you can archive them in Xero following conversion. We recommend you to archive accounts only where there is a $0 statement balance displaying and no transaction recorded.

Account numbers are as per the source data file with the hyphen removed (if there was one).

Default tax codes are reproduced per your original your accounts as closely as possible. If the default tax codes were not setup then they will display as “BAS Excluded” in Xero. You can easily update the “default tax codes” in Xero in order to speed up the creation of invoices, bills, manual journals and the reconciliation process.

Contacts

All contact and financial details, addresses sorted into Postal and Street in Xero.

We check every phone number and make sure the mobile number ends up in the mobile field. We also check each address for variations of PO Box and automatically move it into the postal address fields.

If you have duplicate contacts in MYOB or Reckon we will add an identifier to the name so that each contact will still appear in Xero.

If you have contacts that are marked as inactive they will still be converted as they may have transactions associated with them. Simply archive these contacts in Xero following conversion.

In regards to ‘Sales and purchase accounts for contacts’ – The standard income and standard purchase accounts for contacts currently do not come across as part of the conversion.

To update this information quickly in Xero you are able to ‘export’ the contacts update the relevant fields and re-import the updated file back into Xero. Please see the Xero help notes to assist you in regards to this:

Notes for MYOB files:

Bank details and all other financial details are converted as well as (excluding payment terms, bank account names and Statement Text).

Contact Card ID is converted as Contact Account number in Xero.

Contact custom fields such as Contact Logs are not available in Xero so do not come across in the conversion.

Notes for Reckon files:

You will need to update Bank details and other financial details in Xero following conversion.

Emergency Contacts are not converted, only Primary contact information will convert.

Payroll & Employees

History

If you select a transactional history conversion service you will receive full history in the general ledger.

Payroll setup

All our Xero Australian conversion plans include payroll set up IF payroll is active in the MYOB or Reckon file.

We generally bring across:

  • all employees paid in the current payroll year AND
  • all employees set-up but never paid unless terminated or inactive.

Payroll is prepared with:

  • All pay items (excluding employer deductions)
  • Employee details
  • Pay templates
  • Opening balances.

We recommend that payroll settings and employee information be reviewed following a conversion.

Any items that contain the word ‘allowance’  or “allow” will be set up in Xero as an allowance. You will need to review the Superannuation fund details in Xero afterwards as most times it will not convert.

Reimbursements are identified in a similar manner our conversion tool works by identifying any items with ‘reimbursements’ in the title. However, there are some additional rules that the software applies, for example in Xero you cannot set up an hourly rate for reimbursements. If you have a reimbursement set up as an ordinary earnings rate then this will be converted as an ordinary earnings rate.

Notes

  • We do not bring across any employer expenses. If there are more than 200 paid employees in your file payroll will not convert.
  • Due to the complexities associated with extracting data there may be additional tidy up required in Xero for missing payroll/employee template information.
  • New Zealand MYOB cannot be imported directly into Xero due to a lack of API integration. Call Jet Convert for other options.

Preparing for the next Payrun

As mentioned above we recommend that you check employee information and Pay Items following a conversion. Often details are missing or in the incorrect field in MYOB or Reckon. Your post conversion Action Checklist will indicate some areas that need to be addressed in Xero.

Superannuation information may not be converted. You will need to set these funds up in Xero following conversion. You will need the bank account details, and USI (SPIN) numbers.

You may have to do a manual calculation for the payroll on your first BAS.

Xero pricing plan

We select the Xero pricing plan based on the number of employees who have been paid in your MYOB or Reckon file in the last 30 days. You will need to contact your Xero account manager if the number of employees exceeds 100. We cannot convert if the number of active employees exceeds 200.

If there is no payroll in your file you will automatically receive a Xero “Standard” subscription, as this is the minimum level we can select for you.

If you want to change your pricing plan you will be able to do so after accepting the link “Take over subscription” sent to you after conversion.

Jobs / Categories / Classes

jobstracking

Note that conversion of Jobs/Classes is only available with MYOB Australia & New Zealand files.

For Australian & New Zealand MYOB conversions Jobs and Categories come across in all conversions as long as there are less than 500 of them in the MYOB file.  (We used to have a limit of 100).

Be warned: Xero only recommends 100 or otherwise user experience with reporting can be compromised.

They are created as a Tracking Categories called Job or Category in Xero. Each Job/Category is created as an option, so that they are accessible for future transactions. Descriptions are not brought across.

Any transaction line that we migrate to Xero gets the correct tracking option applied to it. Where categories are used in MYOB, we assign a category to each transaction line in that transaction, rather than the transaction itself as done in MYOB.

Opening balances are not created in Xero, the tracking commences at conversion date. You can add manual journals if you require opening balances in Xero.

Header jobs will have $0 balances as they are not linked to other Category options in Xero. To manage this moving forward you can set up Tracking categories with Category options:

A file needs to have under 500 Jobs or Category codes for us to bring in this tracking information. If a file has more than 500 Jobs or 500 Category Codes in MYOB, including active, inactive and headers, we can convert the file but without the corresponding Jobs/Categories.

For example if there are under 500 Jobs yet there more than 500 active and inactive Category codes then in this instance only the Jobs will convert.

If you would like us to try and delete jobs to less than 500 active and inactive contact us to discuss.

Inventory

All items are created in Xero with their item codes, descriptions and purchase and sales details.

What we convert

  • Item number and item name
  • Base Sales Price
  • Standard cost
  • COGS and Inventory $
  • COGs and Inventory Accounts

Note that Inventory accounts are set up in MYOB as ‘other assets’ and as Xero does not have an ‘other assets’ account the inventory accounts generally convert as a ‘fixed asset’. Xero will not allow you to change the ‘fixed asset’ to an ‘inventory asset’ account so there is some manual work to implement tracking post conversion (refer Converting untracked inventory to tracked in Xero below).

If you select a transactional history service you receive postings for sales and purchases, sales value and purchase value.

Note that the item name/description will be converted into the inventory Sales Description in Xero, regardless of whether the item is bought or sold.

Please note that active and archived Inventory will be converted.

What we DO NOT convert

The following will NOT come across as part of the conversion and will require updating in the Xero org:

  • Activities or Activity codes
  • Item description
  • Locations (MYOB Enterprise)
  • Last Purchase Price
  • Restocking information including primary supplier are not brought across
  • Quantity on Hand is not brought across
  • Item codes come across on approved Invoices and bills. You will NOT receive item codes on credit notes, draft invoices or bills.

Converting untracked inventory to tracked in Xero

During the conversion process Inventory Items are converted as ‘Un-tracked Items’ this allows the items to be connected to the COGS account and the Sales account.

In MYOB you have the ability to mark/tick an item as ‘I inventory this Item’ which allows allocation to the COG account, Sales account and the Inventory account.

Xero have recently updated how you can handle inventory in Xero and this new functionality now allows clients to track and use the relevant inventory accounts. However, our conversion service does not allow inventory tracking to be converted to Xero.

To update this data in Xero please refer to the following information for:

During the process of creating your ‘tracked’ items in Xero you will be able to allocate the relevant inventory code. Please see screen shot of the information that needs updating in Xero.

I_track_this_item_-_Xero

Bank Accounts versus Asset/Liability Accounts

In Xero if you would like to be able to reconcile an account it needs to be a bank account, you don’t have to have linked bank feeds if not required. As such it is an operational decision whether it is a bank account or an asset/liability account.

It is very important that you do not change the bank / credit card accounts in the source file but leave as is. You will be able to change the bank account types as part of the conversion process.

We recommend that any accounts that require bank feeds or reconciliation be set up as bank accounts or credit cards and all other accounts be changed to an asset or liability account. This is because you cannot create manual journals to bank accounts in Xero.

The benefit of changing the account types to an asset or liability is that you are still able to make payments to these accounts and also do manual journals.

NOTE: If you change a bank account or credit card to an asset or liability this will result in a loss of link between payments and contacts for this account.

If you are uncertain of requirements then keep the bank accounts as bank accounts and change later in Xero if required – more information.

Bank account numbers do not come across as part of our conversion, you will need to add them in Xero.

Monthly Comparative Balances

This feature is not currently available with Reckon or Account Edge files.

  • Even if the MYOB file has been rolled, we can access 2 years of monthly comparative data (MCB) back further in the MYOB file.
  • MCB data is not available for the Mac version of MYOB (Account Edge)

Why purchase this service? Reports are key to understanding your financial position. MCBs can give you balances on a monthly basis. It is ideal for situations where you want to track business performance over a period of time or understand seasonality.

  • You run a P&L for this year, and compare against previous years. Even up to a 5 year P&L?
  • You run a P&L for this quarter versus last quarter for a number of previous years to get seasonal trends.
  • You don’t need to go back to your old accounting system for those reports: they are in Xero.

The monthly comparative balances apply to both P&L and balance sheet accounts.

This is an optional premium service which you can add to the free conversion.

How Much Data Can we Get for You?

We get as much as we can, but it depends if you purged your MYOB file, depend on when they upgraded to .myox. We get all the MCB Data if it is available in the file. Why?

  • The latest versions of MYOB have the ability to store up to 5 years of MCB.  Prior versions only could store a couple. However, whether previous versions have the data are more complicated based on when the user updated to the MYOX format.
  • By way of background, a .myo file has a transactions table, storing every transaction, and a Chart of Accounts Table. For every account, the Chart of Account table stores the Opening Balance as at 1 July last financial year, Monthly Activity Totals for last year, Monthly Activity Totals for this year, and the Current Balance. As each transaction is recorded, the monthly activity total is updated. MYOB uses these monthly activity totals when generating Financial Statements. Purging allows a user to delete transactions from the transactions table (to save space) without affecting these monthly activity totals.
  • So if the current financial year in the file is 2015, the file will have Monthly Activity Totals for July 2013 through to June 2015. If the current financial year is 2016, the file will have Monthly Activity Totals from July 2014.
  • When a .myo file is upgraded to an .myox file, the above information is transferred into several tables. The Account Monthly Activity goes into a table called AccountRegister. An upgraded file will only have the data for current year and one prior year. However from the time of the upgrade to .myox, the file will to continue to hold these monthly transaction totals. So if the file v19 myo file was upgraded by the client when the financial year was say 2013 (file had 2012 and 2013 data, now in 2016 you will have access to monthly data from 2012.).
  • However if the user just upgraded their file v19 myo file when financial year was 2016, these files will only have data from 2015 and 2016. So everything depends on when the user upgraded to .myox.

AccountRight (Windows)

  • If your file is only a couple of years old – you won’t have any data (obviously).
  • If your file is a MYO file, you will only have MCB for two years from when you last purged the file,  and you loose that MCB.
  • If your file is a MYOX, and you upgraded a couple of years ago, you will have the 2 years from the MYO and all from the MYOX
  • If you have not purged the file (say for 5 years) you could have 7 years (2 + 5)

Account Edge (Macintosh Version)

  • The conversion process from Macintosh to Windows, to allow conversion to Windows upgrades the AccountEdge to AccountRight, and therefore there will be no MCBs.

Invoice, payslip & other templates

Unfortunately templates are not contained in the MYOB file, the structure in Reckon is inconsistent, so we can’t bring them across.

Payslip template

You will need to add the logo to the payslip template in Xero if required. See Payslip templates

Invoice, Estimate, email and other templates

You will need to add the logo and configure all templates in Xero. See Template help

Custom templates

We do not provide a service designing custom invoice templates for use within Xero.

Check on Xero’ s App Marketplace for suggestions or search the net for suppliers. Here are just some we know about:

Other considerations

MYOB file types – We convert Windows compatible .myo and .myox files. We can also convert Macintosh MYOB AccountEdge files for a fee.

Reckon file types – We convert Windows compatible .qbw, .qbm and .qbb files.

Sage file types – We convert Windows compatible .ptb files

Recurring invoices, bills and payments – These will not be brought across. The bank feeds in Xero take care of recurring payments. Recurring invoices may need to be set up in Xero.

Billable Expenses – During the conversion we cannot allocate Billable expenses against Clients in Xero.  As a result this information needs to be updated post conversion.

Tax codes – We aim to convert tax codes in a per the source file though with Reckon sometimes the tax codes will all convert as BAS Excluded.  If you have created Custom Tax Codes we will make all attempts to use the closest fitting codes in Xero. There may be some variation as the information in the desktop software does not indicate the full intended treatment of a Custom Tax Code.

Budgets –  These do not come across as part of a conversion.

Sales and purchase accounts for contacts – Standard income and standard purchase accounts for contacts currently do not come across as part of the conversion.

Account numbers – The hyphen is removed from the number as part of the process, for example 4-1000 in MYOB becomes 41000 in Xero or 4.100 in Reckon comes across at 4100.

Document numbers – The leading zeroes are removed from document numbers e.g. invoices, bills etc.

Jobs – Job opening balances are not created in Xero, the tracking commences at conversion date. If a file has more than 100 active Job/Category Codes in MYOB we can convert the rest of the file data but Jobs/Categories will not be converted.

Locations – As Xero does not accept locations we will be unable to convert this data.

Multi-currency – Multi-currency and multi-location conversions are converted through a separate process and do not offer the same amount of premium options. You should review our information on these file types before proceeding. Note that we may not be able to convert if there are many items inventoried.

Trade Debtor/Creditors – There are system differences between accounting packages. A Xero integrity check forces us to enter invoices/bills equal to the Trade Debtors/Creditors balances on conversion date. Other systems may not enforce this, leading to a possible Out of Balance amount. If your Trade Debtors/Trade Creditors accounts had transactions in it that were not invoices or credit notes to import these transactions into Xero the changes need to be made to bring in the data. Please review our blog for additional information.

Reconversion fee – We reserve the right to charge you the cost of conversion if the Xero subscription is cancelled within 30 days of delivery. Please make sure you send us the up-to-date and correct file for conversion.

Fixed Asset Registers – Fixed Asset Registers do not come across during the conversion.

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