Introduction
The Find and Recode feature in Xero allows accountants and advisors to quickly correct large numbers of transactions at once. It’s especially useful when multiple entries have been coded to the wrong account, tax rate, or tracking category. This tool helps ensure data accuracy and saves time compared to manually editing each transaction.
How to Access the Find and Recode Function
Step 1: Ensure you have Advisor user access — only advisors can use the Find and Recode feature in Xero.
Step 2: From your Xero dashboard, go to Accounting and select Find and recode.
Step 3: Once opened, you’ll see the available options to Recode or view History and Notes for past recoding actions.
How to Review and Select Transactions for Recode?
Step 1: From your Xero dashboard, go to Accounting and select Find and recode.
Step 2: Click Find and recode.
Step 3: Click Add a condition.
Step 4: Use filters such as date, account, contact, or user to locate specific transactions.
Step 5: Enter the details or date range for each filter, then click Search.
Xero will display a list of matching transactions, allowing you to review and proceed with the recoding process.
How to Recode Transactions?
Follow the steps as above.
Step 1: Xero will show all transactions that match your filters. Review the search results and tick the boxes beside the transactions you wish to include in the recode.
Step 2: Click Recode in the toolbar.
Step 3: Choose what you want to recode — Contact, Account, or Tax Rate. Select the correct values from the dropdown list, then click Review. This specifies which details you want to change for each transaction. If a field doesn’t need to be updated, leave it blank.
Step 4: Check the summary to ensure everything is correct, then click Confirm.
Xero will instantly update all selected transactions with your chosen details.
How to Undo or Correct a Recode (If Done Incorrectly)?
If you make a mistake, you can reverse the changes:
Step 1: Go to Find and Recode, then click History and Notes to view previous recoding actions.
Step 2: Locate the affected recode entry and open the transaction.
Step 3: Click Options, then Edit to manually correct the account or other details.
If you need to fix multiple transactions, you can use the Find and Recode feature again to adjust them in bulk.
Best Practices for Using Find and Recode in Xero
Always review filters carefully before confirming a recode to avoid unintended bulk changes.
Use tracking categories and tax rate filters to ensure accuracy.
Keep a record of major recodes for audit trail and review.
Only perform recodes when you’re certain about the correct classification — they cannot be undone in bulk.
Frequently Asked Questions (FAQs) about Find and Recode feature in Xero
Q: Who can use the Find and Recode feature?
A: Only users with the Adviser role can access and perform recodes.
Q: Can I recode bank transactions that are not reconciled?
A: No, only reconciled transactions can be recoded.
Q: Will recoding affect attached files or notes?
A: No, attachments and notes stay with the transaction after recoding.
Q: Can I recode payroll or fixed asset transactions?
A: No, these transactions are excluded from Find and Recode for compliance reasons.
Q: Is there an audit trail for recoded transactions?
A: Yes, all recodes are logged under the History and Notes section for tracking and review.
Conclusion
Find and Recode in Xero is a powerful tool for cleaning up and correcting bulk transaction errors efficiently. By following best practices and reviewing filters carefully, you can maintain accurate financial data, streamline your bookkeeping process, and ensure compliance with reporting standards.