Migration of Invoices from MYOB to FYI and Xero Ledger (Beta)

When migrating to FYI from MYOB, invoices will be first synchronised to FYI, before transferring to the Xero Ledger. This allows FYI to perform an accurate reconciliation of invoices and their balances in both Xero Ledger and FYI.

Before performing these steps, please ensure that:

• Xero Ledger connection has been established. Refer to Connecting Xero Ledger.
  
  
• A Chart of Account is set up with the Code 9999. Refer to section "Creating a Chart of Account in Xero Ledger (MYOB Practice Sync Only)" of the article Connecting Xero Ledger
  
  Note: If the Chart of Account is not created before connecting the Practice Ledger, invoices will not sync from FYI to Xero Ledger. An error will occur in Practice Activity, where an FYI Admin or user with Practice Activity permissions can re-run the process. Refer to Practice Activity.
  
  
• FYI has been enabled as the Practice Management Source. Refer to Practice Management Sync app
  
  
• A Practice Ledger connection has been established. Refer to Configure the Practice Ledger to select a Migration Date.

When these configurations have been set, unpaid invoices synced from MYOB to FYI, will begin to sync to the practice Xero Ledger. Refer to Summary of Migrated Invoices from MYOB.

Invoices Migrated from FYI to Xero Ledger

All invoices migrated from MYOB into FYI will sync with the following information:

• Invoice Number.
• Gross Invoice Amount.
• Tax Amounts.
• Invoice Dates including Created, Due and Paid.
• Invoice Status.

Once a practice Xero Ledger has been connected, invoices with an Awaiting Payment status will be synchronised from FYI, and new invoices will be created in Xero Ledger. The new invoice created in Xero will contain the following information:

• Original Invoice Number.
• Original Invoice Dates including Created, Due and Paid.
  Note: Where no Due Date is set, the Due Date Rule will be used from the FYI Invoice Settings. Refer to Practice Settings Time & Invoices.
• Type set as GST/Tax Inclusive.
• Total Gross Amount.
  Note: Where an invoice has been partially paid in MYOB, FYI will sync the Gross Amount of the invoice amount to Xero Ledger. Practices will need to manually apply the part payment in Xero. Refer to Reconciling Partially Paid Invoices
• Chart of Account will be set as 9999.

Important Note: If you are a multi-entity practice, the first Practice Ledger you connect will be the Ledger that migrated Invoices will sync to. Refer to Connecting Xero Ledger.

Summary of Migrated Invoices from MYOB

The following is a summary of the types of invoices migrated from MYOB to FYI and to Xero Ledger.

Confirming the Invoice Migration from FYI to Xero Ledger

To confirm the Invoices from FYI to Xero Ledger has completed successfully:

1. Check the count of Invoices in Practice - Invoices. 
   
   
2. Confirm in Practice - Activity that the MOYB Invoices export has finished. An alert will appear displaying the number of Invoices Exported. 
   Note: If any Invoices have failed to sync, ensure that the Practice - Activity Log has been checked for any 'Action Required' and the error has been resolved. Once resolved, the Re-Run option can be selected in the Activity log to re-run the migration. This should be performed before moving to step 3.
3. Check the count of Awaiting Payment Invoices in Xero Blue.

The number of invoices in FYI should match the number of invoices reconciled in both Practice - Activity and in Awaiting Payment status in Xero Ledger.

Reconciling Partially Paid Invoices

Where an invoice has been partially paid in MYOB, FYI will sync the Gross Amount of the invoice amount to Xero Ledger.

For example, where an invoice in MYOB had a total owing of $1,500, with a balance outstanding of $750. FYI will create an invoice for the Gross Amount of $1,500. A new invoice will be created in Xero with an outstanding amount of $1,500.  It is important that a practice manually applies any partial payments against the invoice in Xero Blue to complete the invoice reconciliation.

To manually apply the part payment:

1. In MYOB, run an Aged Debtors Invoices report. Using this report, determine the invoices that were partially paid. Refer to MYOB support article Debtors reporting area.
   
   
2. In Xero Ledger, record the part payment against the corresponding invoice. Refer to Xero support article Record a payment on a custom invoice.
   
   The payment must be recorded against the Chart of Account: Accounts Receivable Clearing (FYI) - Code 9999. This ensures that Xero Ledger payments are accurate. If the payment is made against the bank account, Xero Ledger Invoices will appear inflated compared to the actual amount.