1. Beyond Just Outsourcing
Case Study – Xero Setup
Accounting and Bookkeeping
It’s Xero accounts setup for A manufacturing house
BeJO Solutions - 11/13/2015

2. To drive with the aspirations of our customers and to bring more business to our clients through
our Best In Class Accounts and Bookkeeping Outsourcing Services.
BeJO Solutions Pvt. Ltd. – Beyond Just Outsourcing
Email: info@bejosolutions.comContact #. +91-9157276969, Skype ID: bejo.solutions
Objective
Moving to XERO from existing accounting software
The Client
A manufacturing house
Challenge
“A good beginning is half the battle won.”
A perfect first time set-up is must for a successful accounting system to run. The client wanted a
comprehensive set up to be done right at the first time itself so as to avoid any leeway for errors.
This requires an extensive experience and in depth understanding of bookkeeping and accounting &
related functions. The accounting team working for client was quite good with routine day to day
accounting but wasn’t having experience in doing software set ups and also wasn’t having much
knowledge post accounting activities like reporting, auditing, taxation etc.
How BeJO Solutions Helped:
The client approached BeJO solution to support them in moving to XERO from their existing accounting
software. Tem BeJO, which is providing proficient services in the field of bookkeeping, accounting,
auditing, accounts receivable and management services, reconciliation, payroll, cost and management
accounting etc., has also a skilled team to do initial set ups on various accounting software.
A small team of highly experienced accountants, started working on the project. This project was also
delivered in 3 phases:
Phase 1: Information Gathering
The first step taken was data collection for twin purposes, first to understand the process and structure
of the system and second was for software set up.
The information asked for were:
1 Legal name of the organization
2 Type of organization Limited/ Public company, private company, partnership
firm, limited liability partnership or sole proprietary firm
3 Business Line/ Industry So as to consider the common industry practices

3. To drive with the aspirations of our customers and to bring more business to our clients through
our Best In Class Accounts and Bookkeeping Outsourcing Services.
BeJO Solutions Pvt. Ltd. – Beyond Just Outsourcing
Email: info@bejosolutions.comContact #. +91-9157276969, Skype ID: bejo.solutions
4 Country of origin
5 Address:
 Corporate office address
 Other office addresses
6 Currency for the organization:
 Reporting currency
 Other transactional currency
7 financial year end for the
organization
8 Tax settings for filing returns for the
organization:
 Tax ID Number
 Tax ID Display Name
 Tax Period
 Tax Rates
 Tax Basis Cash basis or Accrual
9 Logo
10 Payment Terms
11 Starting number of
 Invoice
 Credit Note
12 Numbering sequence of
 Invoice
 Credit Note
13 Chart of accounts or a list of
categories to organize accounts by
(for example, Rent, Stationery, Sales)
14 Bank and credit card account
numbers for accounts to set up in
Xero
15 Account balances
16 Outstanding transaction details:
 List of Sales invoice or customer
credit note with an outstanding
balance as at conversion date.
 List of Bill or supplier credit note
with an outstanding balance as at
conversion date
17 Conversion date (The date when
business wants to start using Xero for
day to day business)
Facts to be Considered when choosing Conversion date:
Choose a month to get past data for.... As at the day before
Xero conversion date,
 account balances, individual unpaid invoices, bills and
credit notes, unclear funds will be needed
 As far back as conversion date, existing invoices and

4. To drive with the aspirations of our customers and to bring more business to our clients through
our Best In Class Accounts and Bookkeeping Outsourcing Services.
BeJO Solutions Pvt. Ltd. – Beyond Just Outsourcing
Email: info@bejosolutions.comContact #. +91-9157276969, Skype ID: bejo.solutions
bills, bank account statements will be needed to import
into XERO.
 If a conversion date that's part way through current tax
period it won’t be possible to run an accurate Sales Tax
Summary Report for that period in XERO. This is
because Xero won’t have all the relevant transactions
to calculate the tax from.
18 List of users and details
19 Product details
 Product codes
 Product names
 UOM
 Unit rates
20 List of Debtors
21 List of creditors
Phase 2: Data Analysis
The information received during first phase was refined and analyzed. A detailed informative document
was prepared upon in depth analysis of the system and processes of the client. A document, which was
an abstracts of existing financial data; This document then functioned as road map for a perfect set up
process. Testing scenarios also were drawn upon based on the transactions after discussing the same
with client.
Phase 3: Set up and testing
In this phase set ups were done on XERO software by the accounting experts from BeJO Solution and
testing was done considering various testing scenarios agreed in phase 2. The software was finally
handed over to the client and contentedly met all the expectations of the client. This project required a
high degree of involvement between BeJO Solution and the clients. Joint efforts by both teams made
this project a grand success.
Contact information
BeJO Solutions
Beyond Just Outsourcing
WWW.bejosolutions.com
Phone: +91-9157276969
E-mail: info@bejosolutions.com
Skype: bejo.solutions