Before You Start

This guide assumes you have Advisor-level access in Xero. Always back up your data before making bulk changes.

Overview

15 min
Estimated Time
Advanced
Difficulty
Periodic
Maintenance

What You’ll Learn

  • Setting up precise search parameters for accurate identification
  • Creating a safe, recoverable backup before executing changes
  • Executing the recoding process for multiple transactions
  • Understanding the limitations and best practices of the tool

1. Preparation Steps

Before using Find and Recode, ensure you understand the scope of your changes and potential impact:

Key Considerations

  • Identify target accounts/contacts
  • Understand affected date ranges
  • Confirm user permissions (Advisor role)

Safety Protocols

  • Export a backup of your General Ledger
  • Work in a non-production environment if possible
  • Inform relevant team members of upcoming changes

2. Understanding Find and Recode

Xero’s Find and Recode is specifically designed for batch modifications. It allows you to search for transactions based on various criteria and reassign them.

Core Functionality

What it can do:
  • Batch reclassify accounts.
  • Update contacts for transactions.
  • Modify tax rates or tracking categories.
What to watch for:
  • Irreversible changes if not careful.
  • No direct undo button for a recode operation.
  • Requires high precision in search criteria.

Key Considerations

Expert Tip: Always perform a dry run or small batch test if unsure. The ‘Find and Recode’ tool is extremely powerful and changes are permanent once applied.

3. The Find and Recode Workflow

Here is the high-level workflow for a clean setup.

Here is a sample code block to show how an API call might look.

{
  "transaction_id": "XR-2025-001",
  "old_account": "400-Sales Income",
  "new_account": "410-Service Revenue",
  "amount": 550.00
}

4. Executing Find and Recode

  1. 1

    Access the Tool

    Navigate to Accounting > Advanced > Find & Recode in Xero.

  2. 2

    Define Search Criteria

    Specify accounts, contacts, descriptions, or amounts. Be as precise as possible.

  3. 3

    Review and Select Transactions

    Carefully review the list of transactions found. Select only those you intend to modify.

Critical Warning: Irreversible Changes

Once a recode is executed, it cannot be undone with a single click. Always have a backup and double-check your selection before proceeding.

5. Verification and Best Practices

Post-Recode Checklist

  • Run a detailed General Ledger report for affected accounts
  • Verify changes reflect accurately in financial reports
  • Confirm no unintended transactions were affected
  • Communicate changes to relevant stakeholders

Need Help?

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Facing complex recoding challenges? Our experts specialize in Xero data cleanup and can help streamline your process.

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