How to export Farm Focus data to Xero

Before you start

To ensure a smooth export process, complete the following setup:

1. Bank Account Setup in Xero

   • Add a bank account in Xero for each bank account listed in Farm Focus.
   • Follow the Xero instructions for adding a bank account.

2. Farm Focus Setup

   • Have Organisational Access or be the Subscription Administrator.
   • Map your Chart of Accounts under Settings > Codes > Farm Codes.
   • Map your General Ledger account codes under Settings > Codes > General Ledger account codes.
   • Map your Xero GST rates here as well.

Instructions for exporting data to Xero

1. Export transactions from Farm Focus
   • Go to Reports.
   • Click on Export to General Ledger.
   • Choose your settings and make sure to select whether you want to export on a Payment date or Accrual view basis.
   • Click on Export.

After exporting the file

1. Bank Balance Check

   • Verify that the bank balance (sum of Column B) matches the “Movement in Cash” total from Section 1: Balancing report in the Accountant’s Annual Report.

2. If exporting on an Accrual basis:

   • Before importing the file into Xero, manually enter:
     • Total closing debtors (Accounts Receivable) and creditors (Accounts Payable) for the reporting period.
     • Total opening debtors (Accounts Receivable) and creditors (Accounts Payable) for the reporting period.
   • These figures are found in Section 1: Balancing report of the Accountant’s Annual Report.

   

   TIP: When exporting on an Accrual basis, all transactions in the Closing AR/AP section of the Accountant’s Annual Report will automatically export to Xero. This helps reduce manual data entry.

Importing your Farm Focus file into Xero

1. In Xero, go to Accounting > Bank Accounts.
2. Click Manage Account for the relevant bank account, then select Import a Statement.
3. In File to upload, drag and drop your exported file or select it from your computer.
4. Click Next.
5. Map the columns from the Farm Focus export file to the correct fields in the Xero import.
6. If prompted, select the date format used in your bank statement.
7. Review the imported transactions and clear any unwanted items.
8. Click Complete Import.

For more details, visit Xero’s guide on importing a CSV bank statement.

Final Checks

1. Use Cash Coding to code any items that remain unclassified after import.
2. Run a General Ledger summary report in Xero for the reporting period.
3. Check the bank, debtors, and creditors accounts to ensure everything reconciles correctly.

TIP: You can map Quantities (column 4) in the export file to the Reference field in Xero, as Xero does not have a dedicated quantities field.

Once you’ve completed these steps and confirmed that your data has been correctly imported and reconciled, you're done! ✅

A special thanks to Vicki Worker for her contribution to this article