Actuals Import
This article explains how to import historical actuals from Xero after you have mapped the Chart of Accounts and how those actuals flow into your Model Reef model.
You will learn how to:
Choose a date range for actuals import.
Pull transaction totals from Xero by period.
See how actuals become Data Library series and variables.
Blend historical actuals with forward forecasts.
Prerequisites
Before you run an actuals import you should have:
Connected your Xero organisation via Authentication (OAuth).
Run the COA Import and mapped accounts to variable types, categories and branches.
Saved those mappings for the model.
Without these steps, Model Reef will not know how to translate Xero accounts into structured model variables.
Step 1: Choosing the actuals period
In the Xero integration panel:
Select Import Actuals.
Choose a start date and end date for the historical actuals you want to pull.
Confirm the frequency (usually monthly) that matches your Xero reporting.
Typical patterns:
Import the last 2 to 5 years of history when first building a model.
For updates, import from the end of the last imported period to the current month.
Step 2: Pulling actuals from Xero
When you run the import:
Model Reef asks Xero for transaction or balance data per mapped account, per period.
For P&L style accounts, this is typically movement over each period.
For Balance Sheet accounts, this is typically period end balances.
Using your COA mapping, Model Reef then constructs:
A time series for each mapped account over the chosen period range.
A set of Data Library entries representing those series.
No changes are made to your Xero data. All processing happens within Model Reef.
Step 3: Creating and updating variables
For each mapped account, Model Reef either:
Creates a new variable if no variable exists yet for that account mapping.
Updates an existing variable if one already exists and is linked to that account.
The variable will:
Live in the branch chosen during COA mapping.
Have the variable type mapped from the account type.
Use a Data Library series representing the imported actuals as its historical base.
These variables immediately start contributing to:
P&L (historical actuals).
Balance Sheet (opening balances and movements where appropriate).
Cashflow Statement and Cashflow Waterfall (through the timing engine).
Step 4: Blending historical actuals with forecasts
Once actuals are imported, you can:
Set a model start date and horizon so that historical periods contain imported actuals.
Configure forecast logic (drivers, growth rates, schedules) for periods beyond the imported range.
Allow Model Reef to blend historical series with forecast series for each variable.
Typical pattern:
Historical actuals populate periods up to a cut off date.
Forward periods are driven by assumptions and drivers.
Charts and statements show a continuous series where history flows into forecast.
You can also compare actuals versus forecast or budget using scenario and report tools.
Step 5: Checking imported actuals
After the actuals import completes, always:
Check a sample of revenue, cost and key Balance Sheet lines against Xero reports for a couple of periods.
Confirm that totals match on a per period basis.
Check that branch allocation is as expected.
Review the Cashflow Statement and Waterfall to ensure cash behaviour looks sensible.
If something is off, it usually comes down to:
Incorrect COA mapping.
Unintended account exclusions.
Misaligned date ranges.
You can adjust mappings and rerun the import for the affected accounts or periods.
Updating actuals over time
To keep your model in sync with Xero:
Re run Import Actuals periodically (for example monthly) with a new end date.
The integration will fetch new data and update the existing series in the Data Library.
Variables linked to those series will update automatically.
Forecast logic for future periods remains unchanged unless you decide to adjust it.
You can also set up a process to routinely refresh actuals after each accounting close.
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