How To Transition From One Xero Account To Another
Scenarios:
Providers sometimes require transitioning from one Xero account to another
The provider can complete this transition on their own or Enrolmy can assist with this transition
This document assumes the following:
You are a proficient user of Enrolmy
You are a proficient user of Xero
If a provider wishes to complete the transition on their own
Please Note:
If a provider wishes to complete the transition without Enrolmy’s assistance, Enrolmy will take no responsibility if issues arise due to this.
If Enrolmy is required to assist with rectifying issues, there will be a cost associated with this.
Actions to be completed | Summary Of Process |
|---|---|
Action Point 1 | A transition date must be decided upon. (eg ). |
Action Point 2 | All outstanding payments, prepayments, overpayments and credit notes must be allocated to outstanding invoices as much as possible. |
Action Point 3 | Old Xero account will need to be reconciled and disconnected from bank accounts as at day prior to identified date (eg ). |
Action Point 4 | Final sync with old Xero will need to happen as early as possible on the transition date () |
Action Point 5 | Review Invoices and Credit Notes in Enrolmy and Old Xero. |
Action Point 6 | Manually transfer any unpaid invoices, unapplied credit notes and remaining overpayments into the new Xero account. Sort any discrepancies. |
Action Point 7 | New Xero account connected to bank accounts and connected to Enrolmy |
Action Point 8 | In Xero Settings, set the “Earliest Possible Sync Date” to match the transition date |
Action Point 1
A transition date must be chosen. This is the date that Enrolmy will begin syncing to the new Xero account. To help with financial reporting, we recommend the transition date aligns with the start of a new financial end year, a financial quarter, or at least the first day of a new month.
Action Point 2
Prior to the transition date, all payments, prepayments, overpayments and credit notes must be applied to outstanding invoices as much as practically possible. This will mean fewer manual documents will be entered into the new Xero account.
Action Point 3
The Old Xero account is required to be fully reconciled and disconnected from bank accounts. After the transition date, Enrolmy will no longer sync with the old Xero account. Invoices created before the transition date will remain in the old Xero and will not be visible in the new Xero (unless manually entered). There will be a period of time where outstanding invoices must be manually reconciled in the old Xero and Enrolmy, and balances may differ between Enrolmy and Xero.
Action Point 4
Final Xero sync to the old Xero account will happen as early as possible on the transition date. This will ensure the balance between Enrolmy and the old Xero account is the same as at the transition date.
Action Point 5
Confirm invoice and credit balances are the same in Enrolmy and the old Xero account at the date of transition.
Action Point 6
If a provider wishes to complete the transition on their own, any outstanding invoices, unallocated payments, or credit notes would need to be manually entered as “new” financial documents into the new Xero account. Any payments on these “new” invoices will not be automatically applied to the invoices likewise, any “new” credit notes (originally generated from Enrolmy) will not show as allocated. These will need to be manually reconciled in Enrolmy against the respective Invoice/Credit note.
Action Point 7
Connect new Xero account to bank accounts and connect to Enrolmy. New invoices created after the transition date will sync into the new Xero account as per normal.
Action Point 8
In Xero Settings, set the “Earliest Possible Sync Date” to match the transition date before you begin syncing.
If a provider wishes Enrolmy assistance to complete the transition
Note:
If the provider wishes Enrolmy to assist with the transition there will be a cost associated of approximately $750.00 plus GST.
This process requires approximately 1-2 weeks of planning in advance.
Actions to be completed | Summary Of Process | To be Completed By |
|---|---|---|
Action Point 1 | A transition date must be decided upon. (eg ). | Provider |
Action Point 2 | All outstanding payments, prepayments, overpayments and credit notes must be allocated to outstanding invoices as much as possible. | Provider |
Action Point 3 | Old Xero account will need to be reconciled and disconnected from bank accounts as at day prior to identified date (eg ). | Provider |
Action Point 4 | Final sync with old Xero will need to happen as early as possible on the transition date () | Enrolmy |
Action Point 5 | Review Invoices and Credit Notes in Enrolmy and Old Xero. | Enrolmy |
Action Point 6 | Sort any discrepancies. | Enrolmy |
Action Point 7 | New Xero account connected to Enrolmy | Provider |
Action Point 8 | Connect Chart of Accounts in Enrolmy from new Xero account | Provider |
Action Point 9 | Enrolmy Support to automatically generate balance invoices and credit notes in new Xero. | Enrolmy |
Action Point 10 | Sync with new Xero account | Enrolmy |
Action Point 11 | Enrolmy Support to automatically apply balance credit notes as necessary | Enrolmy |
Action Point 12 | Manually transfer any outstanding overpayments into the new Xero account. | Provider |
Action Point 13 | Final review of balances to be completed by provider and Enrolmy | Provider/Enrolmy |
Action Point 1
A transition date must be chosen. This is the date that Enrolmy will begin syncing to the new Xero account. To help with financial reporting, we recommend the transition date aligns with your financial end of the year, a financial quarter, or at least the first day of a new month.
Action Point 2
Prior to the transition date, all payments, prepayments, overpayments and credit notes must be applied to outstanding invoices as much as practically possible. This will mean fewer manual documents will be entered into the new Xero account.
Action Point 3
Xero account is required to be fully reconciled and disconnected from bank accounts. After the transition date, Enrolmy will no longer sync with the old Xero account. Invoices created before the transition date will remain in the old Xero and will not be visible in the new Xero (unless manually entered). There will be a period of time where outstanding invoices must be manually reconciled in the old Xero and Enrolmy, and balances may differ between Enrolmy and Xero.
Action Point 4
Final Xero sync to the old Xero account will happen as early as possible on the transition date. This will ensure the balance between Enrolmy and the old Xero account is the same as at the transition date.
Action Point 5
Review and confirm invoice and credit balances are the same in Enrolmy and old Xero account at the date of transition.
Action Point 6
After review of the invoice and credit balances, if there are any discrepancies, these will be sorted at this time.
Action Point 7
Connect new Xero account to Enrolmy. New invoices created after the transition date will sync into the new Xero account as per normal.
Action Point 8
Ensure the chart of accounts has been entered in the new Xero account and update these in Enrolmy.
Action Point 9
Enrolmy will then generate “Balance Credit Notes” and “Balance Invoices” for any outstanding and partially paid/allocated invoices and credit notes as of the transition date. All unpaid or partially paid invoices will sync into the new Xero account.
Action Point 10
Enrolmy will action a Xero sync to the new Xero account to transfer these balance invoices and credit notes.
Action Point 11
Enrolmy will run special codes, and the “Balance Credit Notes” will be automatically applied to these invoices so that the amount outstanding on each invoice remains the same between Enrolmy and the new Xero account. Once the process is complete, reconciliation of invoices created before the transition date can continue as normal using the new Xero account.
Action Point 12
Unallocated overpayments will need to be manually entered as “new” financial documents into the new Xero account.
Action Point 13
The provider and Enrolmy will complete a final review of balances to ensure all accounts balance as expected.
Awesome! You now have more information regarding a Xero Transition.
Last Updated: