Transitioning to new reports in Xero: a guide to a smooth switch

As technology advances, software platforms undergo updates and improvements to enhance user experience and functionality. Xero is retiring its old versions of reports on the 30th of July at 7pm. To ensure a seamless transition and avoid any disruptions, it is crucial for users to switch to the new reports before this deadline.

Here we will discuss the upcoming changes, the steps you need to take, and how to make the most of Xero’s new reporting features.

Understanding the Upcoming Changes:

From the 30th of July, the following changes will take effect:

1. Read-only access:
   • Old published and archived reports will be accessible in read-only mode. You can review them for historical purposes but won’t be able to make changes or run them.
2. Inability to run old reports:
   • You will no longer be able to generate old-style reports after the retirement date. It is crucial to migrate any custom layouts to the new system.
3. Removal of saved drafts:
   • Any saved drafts of old reports will be removed from Xero. Ensure that you publish any relevant drafts before the retirement date.
4. Exceptions and upgraded reports:
   • Some reports will not be retired on the specified date. Xero is upgrading them separately or at a later date. Refer to the full list on Xero Central for details, here.

Steps for a Smooth Transition:

To minimise disruption to your reporting, it’s important you do the following:

1. Access the new reports:
   • To find the new reports, click on the ‘Accounting’ menu in Xero, then select ‘Reports.’ This will provide you with access to all the available reports.
2. Familiarise yourself:
   • Take some time to explore the new reports and understand their features and functionalities. Compare them side by side with the old versions to identify any differences and improvements.
3. Custom layouts:
   • If you have customised layouts for your old reports, utilise Xero’s layout importer tool linked at the top of the report. Copy your custom layouts before July 30, as this option will not be available afterwards.
4. Customise new reports:
   • Tailor any of the new reports to meet your specific requirements. If needed, customise the layout and save it as a custom report or default layout. This way, future reports will open exactly how you want them.
5. Finalise any old drafts:
   • If you have any saved draft reports that you wish to retain as read-only reports, make sure to finalise and publish them before the retirement date. Draft reports will be removed from Xero after July 30, 2023.
6. Reliance on export for external systems:
   • If you have workflows outside of Xero, such as exporting data to Excel or other applications for further manipulation, ensure that you connect them to the new versions of your reports.

What next

As usual, we are here to help support you and this migration. Xero support and their support hub Xero Central are great resources if you feel ready to tackle this on your own.

However, if you’d like our help to get the most out of these changes contact a member of our Cloud Team and we’ll be happy to help you.