Xavier Focus allows you to select from a library of tools and build a workflow that suits the business processes you have developed around specific accounting jobs such as Tax Returns, Monthly Bookkeeping or Year End.
Short on time? Check out our video as a quickstart:
# Focus Glossary
- Check: A tool or task in Xavier, typically with a set of calculated results
- Custom Check: A user-defined Check for directing to non-Xavier tasks
- Flow Template: a selection of Checks in a specific order, that can be assigned to a Flow
- Flow: a Flow Template linked to a Client, User and Reporting Period, with a Due Date
- Flow History: an audit trail of progress on a Flow
Xavier tackles all sorts of accounting insights, and spots many kinds of errors. These are organised into Checks, which you can think of as individual tools or tasks that require review by someone.
If the Check has a down-arrow on the right-hand-side, then it can be expanded to show more detailed information by clicking on the card:
Some Checks have additional configuration options that can be adjusted while you are in Flow Mode. These Checks have cog icons beside their title. Clicking on the cog will bring up the options that can be adjusted:
Sometimes if a Check raises an alert then you are prompted to take action and fix whatever Xavier has found to be the issue. Focus provides a library of these Checks that can be combined together into Flow Templates.
# Check Master List
A list of all checks available in Xavier (last updated 17/5/20)
|Aged Receivables||A review of your aged receivables balance, find out who is late in paying you!|
|Average Debtor Days||The Debtor Days ratio shows the average number of days your customers are taking to pay you.|
|Bank Reconciliation||This shows the total of unreconciled transactions across all bank accounts in Xero, as well as the oldest item. Ideally all transactions should be reconciled as quickly as possible.|
|Aged Payables||A review of your aged payables balance - the invoices you have not paid yet.|
|Client has paid PAYE||Confirm with the client that they have paid PAYE as per HMRC|
|Contact Defaults||Search each Contact's transaction history to suggest default reporting codes or VAT Rates which are then pushed back into Xero.|
|Customer Reliance||Monitor business reliance on key customers and assess associated risk.|
|Dividends Status||Keep track of who has declared dividends, how much they have declared and when they declared them.|
|Dormant Accounts||Give your chart of accounts a spring clean - review all of the account codes which have not had activity in a while and archive them.|
|Draft Invoices||Highlights any draft bills or sales invoices in Xero|
|Duplicate Contacts||Duplicate contacts goes through all your Xero contacts and matches contacts that we think are the same supplier or customer.|
|Duplicate Transactions||Xavier looks across invoices and bank transactions and highlights records that it thinks could be unwanted duplicates.|
|Entertainment Accounts||A useful tool that tracks your spend on client and staff entertainment and will let you know if you have breached any thresholds|
|Estimated Corporation Tax||A simple Corporation Tax estimate to keep track of how much tax your client needs to pay.|
|Estimated VAT||An estimation of VAT liability for the period|
|Fixed Asset Account Reconciliation||We will take your fixed asset balance compare it to your balance sheet balance, highlight imbalances and then tell you the date that the imbalance started.|
|Fixed Asset Accounts||Checks that Fixed Asset Account Types match up to a corresponding General Ledger Account|
|Fixed Asset Depreciation Reconciliation||We will take your fixed asset depreciation account and compare it to your balance sheet depreciation account, highlight imbalances and then tell you the date that the imbalance started.|
|Fixed Asset Depreciation Run Date||Shows you the last time depreciation was run.|
|Fixed Asset Drafts||Review all draft assets to check none need to be published to balance the register|
|Historical Changes||Detects changes in a defined period of historical data, since a defined date (such as a filing date).|
|HMRC Status||Filing and Payment amounts and dates, direct from HMRC|
|Lock Dates Status||Track changes to Xero's lock dates and combine with account filing information from Companies House (where available) to help you keep Xero data stable|
|Multi-Coded Contacts||Multi-coded contacts searches through your contacts history to highlight where a contact has been coded against multiple account codes of VAT rates.|
|Net Assets||Keep track of net assets over time, and compare current status with previous periods.|
|Overpayments||Stay on top of overpayments|
|PAYE Status||Ensure the PAYE control account is behaving as it should.|
|Regular Suppliers||Designed to analyse payments to suppliers over time and automatically detect issues.|
|Revenue Movement||Keep track of revenue over time, and compare performance with previous periods.|
|Supplier Reliance||Monitor business reliance on key suppliers and assess associated risk.|
|Tax Review By Code||Review all transactions for the period over a certain value, grouped by sales tax code|
|Transactions with Attachments||Review attachments for all transactions over a certain value for the period|
|Transactions without Attachments||Review all transactions per the period over a certain value that don't have attachments|
|VAT Balance Sheet Review||For VAT Review - highlights any Balance Sheet transactions with sales tax applied|
|VAT Control Account||Review the balance of the VAT Control Account against pending liabilities|
|VAT Expense Account Review||For VAT Review - highlights high-risk Expense transactions such as Entertainment, Printing and Travel|
|VAT Revenue Account Review||For VAT Review - finds Revenue transactions that have a non-revenue tax type|
|VAT Scheme Threshold||Compares rolling turnover with the business's VAT Scheme thresholds to ensure compliance|
|Xero Activity||Monitor for sales and bills activity within Xero and raise alerts if none are detected for 30 days|
# Custom Checks
There's often non-Xavier tasks that you'd like your team members to work on during jobs like Management Reporting or Year End. That's where Custom Checks come in. You can create your own Custom Checks that can be added to any Flow Template you like. You can also include links in the description of the Check so your colleagues know where to go, by highlighting a word:
# Flow Templates
A selection of Xavier's Checks can be combined together in a logical order into Flow Templates, designed for guiding your colleagues through a specific job without needing to build lengthy internal process documents. Flow Templates can be built on-the-fly when creating a Flow, at which point you can decide whether you only need the template once or you'd like to save the template for re-use. They can also be created from the Flow Templates view.
Once multiple Checks have been added to a template they can be re-ordered by dragging and dropping.
# Creating Flows
Creating a Flow involves assigning a Flow Template to one or more Clients, assigning a team member to the Client, and selecting a reporting period and a due date for when the Flow needs to be completed. You can select a pre-existing Flow Template, or build your own as you go.
If you add multiple Clients when building a Flow, a Flow will be created for each Client.
In the final step, if any of the Checks require your input to specify additional parameters, you will be prompted to provide these before Saving the Flow.
If you are creating the Flow for just one Client there will also be the option to "Save & Start". This provides a shortcut where the Flow will be both created and started in one go, and you will be taken directly into Flow Mode.
Flows in Xavier can have up to two reviewers which you assign when creating the Flow. These reviewers are sent an email when the Flow is ready for review, starting with the first reviewer, who can either hand it back to the assigned user with any comments, or pass it on to the second reviewer (if assigned). The Flow can only be marked as complete once approved by the reviewer(s). Details of the reviewers and status are listed in the sidebar in Focus Mode.
# The Flow List
The Flow List shows all Flows for your team, and provides various filters to quickly find the Flows you are looking for. You can filter Flows by their status (Not Started, In Progress, Complete), and order by different values such as Due Date and Period End. Use the search box to filter based on the Flow Template name. If the Flow is not yet completed, warnings will be displayed as the Due Date set for the Flow is approaching.
There are options available for each Flow by clicking on the menu on the right of the card. Note that Flows that have been started cannot be edited.
A version of the Flow List is available when viewing an individual Client too, which is automatically filtered to Flows for that Client.
# Inside a Flow
When you click on a Flow, you are taken to a special "Flow Mode", which hides the distractions of the rest of Xavier and allows you to focus on the job at hand. From here you can run through the Checks in a logical order and mark each one as complete once you are happy.
From the left hand menu you can head back to the Flow List by clicking on Focus Home, and go to the Client Overview by clicking on the name of the Client.
# Exporting a Flow
You can export a Flow to both PDF and Excel. The PDF is an export with the health score and top-level check information, plus the comments. The final section of the export is the Flow History.
Regular Flows will export directly to your browser, like the other PDF exports in Xavier, however large Flows of 25+ checks will be emailed to the email address of the exporter (this is the email address you use to log into Xavier). This will still use the same 'Export to PDF' button, but you'll get a pop-up notification to let you know if it's been emailed. Please bear in mind; the larger the Flow, the more time it will take to be emailed to you, so it could take more than a few minutes in some cases.
The Excel export contains the same data as the PDF, but simply formatted and always downloaded immediately to the browser. It's a good format if you want to create your own Flow export layouts, or edit the information before you provide it to the client.
# Completing Flows
Progress is made on a Flow by completing Checks. This is done by clicking on the ticks beside each Check:
If needed, you can click the tick again to change the Check back to incomplete. Only once you've completed all Checks will Xavier allow you to mark the Flow as Complete:
Once a Flow is completed this cannot be reversed, so make sure you're happy with all the Checks before performing this final step.
# Flow History
Xavier tracks the progress of a Flow via an audit trail called Flow History. In the "History" view of the Flow you can see key events for the Flow laid out in a timeline:
This includes events such as a user rolling back a completed Check. A snapshot of the Health Score is also captured at the time of these events, so you can track the improvement of this over the course of the Flow.