Journal report

The Journal report lists all items going into and out of your general ledger (chart of accounts) as the result of transactions and other actions performed in Xero (e.g. invoices, manual journals, conversion balances).

This report is available:

Your user role will determine whether you can see this report, and if so, whether you can save and publish it or just view it.
Reports and budget role comparison

Use the Journal Report screen to:

You can also:

Journal report main

Choose the data to show in the report then generate it

Xero generates the Journal Report, listing all items posted to your general ledger in the current month.

Choose or update the report options then generate the report again. Use the:

  • From field to choose the date of the transaction that you want to start listing journals from
  • To field to choose the date of the last transaction you want listed
  • Order by field to display the journals falling between the two dates chosen in order of either:
    • Journal date - the date that the transaction occurred or is to occur i.e. the date of a spend money transaction or the invoice date of an approved invoice, or
    • Journal ID - an automatically assigned sequence number to track entries in your general ledger
  • Show Tracking checkbox to see which option each journal line was tracked as on the original transaction. This checkbox shows only if you have set up tracking categories for this organisation
  • Show Posted Manual Journals Only checkbox to display these journals only.

Then use the Update button to generate your report. Use the Update button each time you change the date or other report options.

Fields

Set up tracking categories to monitor different areas of your business

View journal entries

Whenever you do something in Xero that creates an entry in your general ledger, Xero creates a journal showing the components of that transaction.

Here's an example of an approved invoice (i.e. has a status Awaiting Payment):

AR Invoice

and its corresponding journal entry:

Journal

Regardless of the date of a transaction, Xero only records its amount against an account in your chart of accounts (general ledger) once it shows approved i.e. invoices on the Accounts Receivable Awaiting Payment or Accounts Payable Awaiting Payment tabs, or authorised expense claims. Bank transactions display immediately i.e. receive or spend money, bank account transfers and invoice payments.

Each journal entry on the report contains a:

  • narration which is the system description of the journal entry representing the transaction and includes the:
    • contact's name
    • user's name (and if the transaction was automatically created from a repeating schedule then 'System Generated' replaces the user's name).
    • user's description if they made a manual journal entry and the date they created the journal
    • invoice date or payment date
  • tracking column if you've chosen to display this option. If the transaction has multiple line items, then Xero applies tracking to each component of that line i.e. account, tax, accounts payable/receivable or bank

    Tracking on

  • Account column showing the accounts used in the construction of the transaction. If the same account has been used across multiple line items on the transaction, then Xero will display a journal line corresponding to each line item on the transaction
  • Debit and Credit columns displaying the amounts against each account that make up the transaction, and the totals.

If you are viewing a report produced by someone with the Adviser user role, you may see notes or a summary on the report. You may be able to export, archive or edit the report, depending on your user role.
Reports and budget role comparison

Select individual journal entry to view account summary

View an account summary by selecting the account on an individual journal entry.

Select account

Account summary report

View or add manual journal entries

You are able to view manual journals from the Journal Report page, and if you have the Adviser or Standard user role you'll also be able to create an entry directly in the journal.

View a list of all the manual journal entries using the Manual Journals link.

Add a new manual journal - for things like accruals or depreciation and in cases where you cannot add or edit a transaction or invoice in Xero - using the Add New Journal link.

Seek the advice of your accountant or bookkeeper if you don't have experience creating manual journals or are at all unsure about them.

Invite your accountant or bookkeeper into your organisation in Xero so they can access your accounts and create management reports for you.

Image showing Manual Journals and Add New Journal links on the Journal Report screen.

Export your report

To export the report:

  1. Click Export, then select your preferred export option:

    • Excel
    • PDF (printable format)
    • Google Sheets
  2. Open, save or print the file as you need.