This document covers the process of transferring Invoicing systems from using the aimy Plus Invoice Manager to Xero and how to reconcile the outstanding amounts in your aimy Plus portal.  

Best Practises

• If possible, do this changeover between terms. If the changeover occurs midterm, you will need to edit all existing bookings and reconfirm them under the new Xero settings. If this is at the beginning of a new term, you will not need to edit and reconfirm bookings for the previous term.
  
• Leading up to the change-over, you can choose to confirm bookings without invoices so that they don't generate to the Invoice Manager. In this case, the booking counts as confirmed and attendances are created. You will then simply Confirm with Invoices after the change-over and they will send to Xero.
  

Leading up to Changeover 

1. Determine Date of Cutover
   
2. Finalise Recommended Inventory Codes and Tracking Categories. Ensure they are inputted in Xero.
   
3. Make sure all regular payments are processed and attached to Invoices. With this, also apply any Credit notes that are not yet attached to Invoice (that you wish to apply, as additional CNs will create additional records to import)
   
4. Once all payments are allocated, don't confirm any further bookings or adjustments 
   

Export Process

1. Reporting > All reports (use dedicated reports server for best speed)run an Invoice Report for all customers with the status of "Outstanding Payment"
   
2. Export report as a .csv file
   
3. Go to https://go.xero.com/Import/Import.aspx?type=IMPORTTYPE/ARINVOICES and download the .csv template file - do not alter headings or column order in Xero template for import
   
4. Copy data from exported aimy Plus .csv to the Xero import template .csv following the table details below:
   
• Please ensure that you import these as their appropriate format in the Invoice Number field. These all ascend chronologically from the last recorded Invoice or Credit Note number in your Xero, i.e. if the last INV or CN number in your Xero is __-0052, you would number the next record as __-0053. You will mark this as either CN-0053 or INV-0053 depending on if you would like to import these as credit notes or invoices.
  

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Import into Xero

1. On the same Xero webpage that you downloaded the file from, click the "Browse" button and select the adjusted Xero import .csv file. When importing, make sure dates on csv are in a format that match your Xero date format (specific to your country settings). 
   

Post-Import Follow up

1. Run an Aged Receivables Report from Xero and ensure the totals match the exported numbers from Invoice Manager.
   
2. In Xero you may need to raise an invoice or a credit for a parent depending on their situation after importing 
   
1. If their account is owing, raise a credit note for each customer equalling the value of their outstanding balances (that you have just transferred) and apply this to their outstanding invoices. The description can be "Outstanding balances (transferred to Xero)".
   
2. If their account is in credit, raise an invoice for each customer equalling the value of their credit (that you have just transferred) and apply the outstanding credit notes to this invoice. The description can be "Outstanding balances (transferred to Xero)".
   
3. Run an Invoice Report (Status: Awaiting Payment) out of aimy Plus to ensure there are no Invoices or Credit notes with outstanding amounts.
   

Integrating aimy Plus & Xero (only do this after import into Xero has been completed)

1. Integrate aimy Plus with Xero and pull Inventory Codes & Tracking Categories through: https://support.aimyplus.com/portal/kb/articles/intergrate-aimy-plus-with-xero
   
2. Once these are synced, you will need to update your Programme Library with new Xero Inventory Item Codes & Tracking Categories for all new bookings going forward.
   
3. For any pending bookings in the Booking Manager, update the Item Codes & Tracking Categories.
   
4. For any Confirmed Bookings in the Booking Manager which still have invoices yet to generate, you will need to Edit the Booking. Once this has moved to the Pending tab, you can update the codes and reconfirm the booking with Invoices