Tracking Summary Report

The Tracking Summary Report allows you to report on your accounts from a tracking point of view. Use this report to generate a list of your tracking options showing the activity in a particular group of accounts for a particular time period. If you don't have tracking categories set up in Xero or have them set up but haven't used them, you won't be able to run this report.

This report is available from Xero's Report Centre: Reports > All Reports.

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

Tracking summary

What can you see and do with the Tracking Summary?

Enter or edit

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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.
User roles in Xero

The report will be empty until you choose the account groups and tracking category that you want to run the report for.

Report fields

From/To:

The period you want to run the report for (set to the current month by default).

Account Groups:

Choose a group of accounts that you want to report on - the groups represent the account types from your chart of accounts, and are the same groupings used by the default Balance Sheet and Profit and Loss report.

  • One group will contain many accounts depending on how you've set up your chart of accounts e.g. 'Expenses' will contain accounts like Advertising, Cleaning, Entertainment, General Expenses, Printing or 'Bank Accounts' will contain all the bank accounts you've set up in Xero.
  • You can only report on one Account Group at a time.
  • You can change the layout of this report which means you can see the accounts included in each Account Group, move accounts between the groups or create your own groups to contain specific accounts (you can mix any type of accounts).

Tracking Category:

Choose which of your tracking categories you want the report to be broken down by. Tracking Categories are created and managed in Settings > General Settings > Tracking.

Options

  • The report will be run based on all the options you have created for the chosen category.
  • If you only have one category, this will be selected by default.
  • You can only report on one category at a time.
  • If you have categories listed that you have never used, the report will have no values to display.

Set up tracking categories to monitor different areas of your business

Update

When the date and options are entered or updated, click Update to generate the report.

Whenever you click Update the report will reload using the default layout - if you have customised the layout for this report and are not currently viewing the layout you have set as the default, it will revert to the default.

View report

If you are using multi-currency footnotes will display when viewing the account groups 'Bank Accounts', 'Current Assets' and 'Current Liabilities' where movement from foreign currency transactions is included. These figures will be converted to your base currency and the source, rate and date of the rate used will be shown. Find out more on how multi-currency reports in Xero work.

What displays on the report?

View report

  • All options in the tracking category that have transactions (except purchase orders) assigned to accounts within the Account Group during the period of the report will display.
  • The accounts reported on will be all the accounts that belong in that group in your chart of accounts or the groups you have changed or set up if you have created your own layout for this report.
  • If none of the options for the tracking category have transactions assigned to the accounts covered by the report, no activity will display (perhaps just an opening or closing balance depending on where and when you last used the tracking option).
  • If there are transactions occurring in the Account Group chosen that were not tracked, these are displayed as 'Unassigned'.
  • Opening and closing balances are displayed for each category option across all accounts used by that option based on the To and From dates entered. The balances are based on the financial year to date for revenue and expense-based account groups and a balance of all transactions for asset, liability and equity-based groups.
  • Net activity shows the outcome of all transactions (except purchase orders) in and out of the accounts belonging to the Account Group.

Regardless of the date of a transaction, its amount will only be recorded against an account in your chart of accounts or tracking category once it has been approved i.e. invoices or bills that have been approved and are awaiting payment, or expense claims that have been authorised. Bank transactions display immediately i.e. receive or spend money, bank account transfers, and invoice or bill payments.

Select

Individual balances

Click on the Opening or Closing Balance or Net Activity balance (expense or revenue account groups only) for any option to view the individual accounts and balances that make up the total for the option.

Select balance

The accounts in that group that make up the balance for that option are shown as an Account Summary Report. From that report you can drill further to see the individual transactions (except purchase orders) that were coded to the tracking option.

Account group

If you have customised the report and made your own group of accounts, the accounts belonging to that group will display.

Format, save or export

Layout options

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Export options

If you have the Adviser user role you will also be able to Save as Draft, or Publish this report and change the default PDF preferences. If you’re using Partner Edition your practice logo will display if your Principal has set it up.

 

Layout Options

Unless you specify otherwise by choosing or creating a different layout, the report will be displayed in Xero's standard format by default. Use the Layout Options button to change the format of the report.

You might decide to create your own layout if you want to include only a subset of accounts when reporting on a tracking category e.g. to look at only staff-related expenses when reporting on a 'Consultants' category you might create a group called 'Staff expenses' and put accounts in it like 'Entertainment', 'Staff Training', 'Staff Travel' and any other staff-specific accounts you've created. Following this example, if you didn't create your own 'Staff expenses' group then you'd need to use the default 'Expenses' Account Group which includes all expense categories. In this case, making a small specific Account Group of your own gives you the option of exporting the report that's appropriate to give to your consultants and doesn't include details of the rest of your organisation's expenditure. By creating and saving this Account Group as layout you can quickly and easily run this report again.

The Layout Options button will show one or more options depending on how the report is currently being displayed:

  • Create new layout - available at all times whether you're viewing the report using the Xero standard layout or one that's been created for the report.
  • Edit this layout - available if you're viewing the report using a layout created by you or someone else in your organisation. You can't edit the Xero standard layout.
  • Choose layout - switch to another layout (including the Xero standard layout) created by you or someone else in your organisation.
  • Save as favourite - make the layout available for the report in all the organisations you have access to in Xero

Note: you will only be able to choose another layout for the report if one has been created and saved for this organisation. Regardless of whether you (or someone else) has created layouts for this organisation, the Xero default report layout will always be displayed. Check the Make this the default option on the layout you've created that you want to use as the default instead of Xero's.

Print

Print the report directly from your browser.

Export

Choose where you want to export the report to. You can either view it or save it once it's exported into the chosen format.

Excel

Open the report directly into Excel or save it to your computer and open it from there.

Excel

PDF

Open the report directly as a PDF or save it to your computer and open it from there. Zero figures will show on the PDF as '-' and do not show decimal places so numbers are rounded for display purposes only. In many cases PDF amounts may not add up correctly due to rounding, but in Xero and other exported formats the calculations are correct.

PDF

Google Sheets

If you use Gmail, you can set up your account to access Google Sheets (Google's document viewer). You can then export the report to Google Sheets and edit, save or share it. You’re prompted to log into Gmail (if you're not already) and you’re prompted to confirm that Xero is a 'trusted' site each time you start a Google Sheets session.

Google

When you authenticate your connection to Google Drive and export to Google Sheets, a connection is made to your Xero account. You can break the connection at any time.

Disconnect Xero from Google Sheets

Google Help (Google website)