Add or edit text blocks within report pack layouts

Work with text blocks within older style report pack templates in My Xero (Partner Edition).

You currently have a choice between the existing report packs and their replacement, the new report templates. This page provides information on using the old report packs in Xero.

Add or modify text blocks

In the Movements in Equity, Profit and Loss report, and Balance Sheet, you'll need to name and save your layout on the Data tab before you can select the Text tab of that report's layout screen.

Image of the Text tab next to the Data tab, in a report layout that has it.

To add or modify text blocks:

  1. Create a new report layout
  2. Click Add Text to add a text box to the bottom of the report layout.
  3. Click on New Note to open the text editor.
  4. Enter your text and format as required
  5. Save your changes to each text field

Format text and insert report fields

Click into any summary or note to open up the rich text editor. Here you can use standard text formatting tools such as bold, italics and underline; bulleted or numbered lists. The following tools are also available.

Paste from Excel or Word

Paste from an Excel spreadsheet or Word document and preserve some formatting (including tables) in the editor.

  1. In Excel or Word, copy the content to your clipboard in your usual way (for example, Ctrl + C for Windows or Cmd + C for Mac).
  2. In the rich text editor, place the cursor where you would like to paste your content.
  3. Click the Paste button Image of the Paste button..
  4. Use the key combination Ctrl + V (Windows) or Cmd + V (Mac) to paste your content into the pop-up window.
  5. Click OK to insert the content into the summary or note.
  6. Save your changes to each text field

Insert a table

  1. Click the Table button Image of the Table button..
  2. Enter the number of rows and columns for the table.
  3. Select where any headers should go (first column, first row, both or none).
  4. Click OK.
  5. Save your changes to each text field
You can alter table properties after you've inserted a table (including one you've pasted from Word or Excel). Use Right-click (Windows) or Cmd + click (Mac) and select Table Properties.

Edit a table

  1. Place the cursor inside the table you want to edit.
  2. Right-click (Windows) or Cmd + click (Mac) to bring up table editing options.
  3. Either:
    • Select Paste to paste from Word or Excel
    • Select Row or Column to insert or delete a row or column
    • Select Delete Table to delete the entire table
    • Select Table Properties to change header placement or the number of rows or columns
  4. Save your changes to each text field
When you print to PDF, all tables (including those you've pasted from Word or Excel) will have the same default Xero format, with one column aligned to the left and all other columns aligned to the right. You can't change this.

Insert report fields

Insert a report field placeholder that will automatically populate when you run the report.

  1. Place the cursor where you want to insert the report field.
  2. Click the Insert button Insert button..
  3. From the list, select the report field you wish to insert.
  4. Click Insert.
  5. Save your changes to each text field

Image of the Insert button.

Image of selecting the type of report field to insert.

Edit report fields you've inserted into a note

  1. Place your cursor in the field you want to change.
  2. Right-click (Windows) or Cmd + click (Mac) and select Edit Substitution.
  3. Select a different report field as desired.
  4. Click Insert to insert the new field.
  5. Save your changes to each text field
Remove fields from a note in the same way as you would text. (For example, by highlighting and using the Delete or Backspace keys.)

Save your changes to each text field

Each editable text field has its own Save and Cancel buttons. You will need to save the content of each field you edit on each report before progressing to the next report screen, otherwise you'll lose the content you've entered. To return to the previously saved or default text (if any), click the Cancel button.

Image of the Save button.

Edit titles and numbering

Image of the Options drop-down.

Remove numbering from the title of a text block, remove the title and number, or delete the entire note using the options to the right of the note header. You can do this on your own note or one of Xero's. If you hide the note numbering, subsequent numbers will automatically adjust.

  1. Click Options.
  2. Select:
    • Hide Number to remove the number from this note but keep the note title.
    • Image of a note with the number removed.

    • Hide Title & Number to remove both the number and the title from this note.
    • Image of a note with the report title and number removed.

    • Delete to delete the entire note. This action can't be reversed.

Reorder text blocks

Drag and drop text notes.

You can move text notes within text-based reports by dragging and dropping them. Click and drag to where you want the note to appear and let go when the blue line(s) are in the right place.

  • Drag between two items in the same level by dragging the note until your cursor is above the blue line (if you want to insert above it) or below the blue line (if you want to insert below it).
  • Move a note into another group by dragging the note until two blue lines appear either side of your chosen group.
The numbering will automatically reorder as you move the note.