Create report layouts within report packs in Partner Edition

Customise layouts for report packs: move and group report codes in the Profit and Loss, Balance Sheet and Movements in Equity reports and create customised text layouts for other reports.

Important. 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.

Try out the new report templates

Report pack templates are only available within Xero's Partner Edition.

Other useful links:

Create a new report layout

Whether you're creating a new report pack or editing an existing one, use the steps below to make your own customised layouts.

  1. From the header, click the list icon Image showing the list icon, then select My Xero.

  2. Select Reports.

  3. Click View Old Packs.

  4. Click + New Report Pack to create a new pack from scratch or copy an existing one.

  5. Click Add a Report and use the report drop-down to add the reports you need if they are not in your report pack already.

    Report drop-down.

    You can create your own text report from scratch by selecting 'User Defined Report'.

  6. Click Options next to the customisable report you want to work on.

  7. Select Create New Layout.

  8. Layout Name: give your new layout a name.

  9. (Optional) Layout Description: add a description to explain your intended use for the layout.

  10. When you've made your changes, scroll to the bottom of the screen to save or cancel.

Your new layout for this report will be available for anyone in your practice when they create or edit report pack templates.

Customise report pack layouts

Customise report code layouts

You can customise the report code layout on the following standard management reports within a report pack template:

  • Movements in Equity
  • Profit and Loss
  • Balance Sheet

Do this when you are creating a new report pack template (or copying and editing an existing one).
Create report pack templates

Anyone in your practice who has the Adviser user role can create a layout or make changes to any existing layouts (even if they didn't originally create them).

Click Options to the right of one of these three reports.

  • Choose Create New Layout to create a new layout from scratch.
  • Choose Edit Layout to edit an existing customised layout. This option won't be displayed unless you have selected one of your practice's customised layouts for this report.

Options drop-down.

You can then:

Group codes on the Data tab

Create a group for report codes to be sorted and subtotalled by.

  1. Create a new report code layout.
  2. On the Data tab, do one of the following to create the group:
      • Check the boxes next to the report codes you want to group together and click Group codes... or
      • Click Add group... (you can then move codes into the group)

      After you have selected the report codes you want to group, the Add group... button changes to the Group codes... button.

    • Enter a name for the group.
    • Select the existing group you wish to place the new group within.
    • Tick the boxes to select your preferred display options. Select:
      • 'Show opening balance' (if available) to show an opening balance for all the report codes and subgroups within the group.
      • 'Show by account names' to display by report code names with a breakdown of mapped accounts underneath each.
      • 'Show summary only' to show only the top level account groups. (Leave this option unticked to show each entry in each account group in reports.)
    • Click OK to save your report code group or Cancel to go back to the previous screen without saving.
    • If you are ready to save the layout, make sure you have entered a name for the layout in the Layout Name field.
    • Scroll to the bottom of the screen to save or cancel.

Next:

Move report codes using the Move button

Move report codes out of their existing group into another when customising layouts for the Profit and Loss, Balance Sheet and Movements in Equity reports.

You can also drag and drop report codes to move them into a different group, or to rearrange them.

  1. Create a new report code layout.
  2. On the Data tab, check the boxes next to the report codes you want to move and click Move.
  3. From the drop-down, select the group you want to move the codes into. For example, you can move codes currently under Operating Revenue to a sub-group within it that you've created.
  4. Click OK to move the report codes (or Cancel to return to the previous screen without moving the codes).
  5. Scroll to the bottom of the screen to save or cancel.

Drag and drop report codes

This option is only available for the Profit and Loss, Balance Sheet and Movements in Equity reports.

  1. Create a new report code layout.
  2. On the Data tab, select the grab handle to the left of the report code(s) or group you want to move.
  3. Drag to where you want the codes to appear and let go when your cursor is in the right place.
    • To drag code(s) to another position in the same level, let go when the cursor is where you want the code(s) to go in relation to the single blue line (above or below it). In the image below, we are inserting Other Current Assets below Cash and Bank Balances.
    • Dropping codes into a new place.

    • To move code(s) into another group, let go when two blue lines appear either side of your chosen group. In the image below, we are inserting Other Non Current Assets into the Intangibles group.

      Drag and drop a group into another group.

  4. When you are ready to save the layout, make sure you have entered a name for the layout in the Layout Name field.
  5. Scroll to the bottom of the screen to save or cancel.

Next: Save template as draft or ready to use

Edit report code groups

Click 'Edit Group' to the right of an account group. You have the following options, which are the same as when you add a new group.
Group codes on the Data tab

  • Change the name of the account group. Enter your preferred account group name into the Group Name field. This will flow through to how it appears on reports.
  • Show the opening balance of the account group. (Not available for the Profit and Loss report).
  • Show the account names for accounts in this group. This will display by report code names with a breakdown of mapped accounts underneath each. Check the 'Show by account names' box.
  • Show the accounts by top level summary only: this group won't get broken down into individual accounts. Check the 'Show summary only' box.

P and L layouts.

Apply a layout to a report

Apply Xero's layouts, or any customised layouts your practice has created, to reports within report pack templates.

  1. From the header, click the list icon Image showing the list icon, then select My Xero.

  2. Select Reports.

  3. Click View Old Packs.

  4. Open the report pack you want to modify.

  5. Click Options next to the report you want to modify.

  6. Click Select a Layout.

    Select a new layout using the Options drop-down.

  7. Select a layout from the list of Xero's default layouts and any created by your practice.

  8. Click Apply layout.

Delete a layout

You can delete any customised layouts that have been created by someone in your practice. Xero's default layouts cannot be deleted.

  1. From the header, click the list icon Image showing the list icon, then select My Xero.

  2. Select Reports.

  3. Click View Old Packs.

  4. Open any report pack with that layout applied.

  5. Click the Options button next to a report which uses that layout and either select Edit Layout or Select a Layout.

    • If you select Edit Layout, you can click the Delete Layout button at the bottom of the layout screen.
    • If you select Select a Layout, you can click the 'X' next to the customised layout you want to delete.

      Delete layout from 'Choose layout' window.

  6. A pop-up will let you know which report packs are using it, if any. Confirm you want to delete by clicking Yes, or click No to cancel.

Edit a layout

Editing a customised layout allows you the same options as when you are creating a new report layout.
Create a new report code layout

This option is only available if a customised layout is currently selected for this report. You can't edit Xero's standard default layouts.

  1. From the header, click the list icon Image showing the list icon, then select My Xero.

  2. Select Reports.

  3. Click View Old Packs.

  4. Open any report pack with that layout applied.

  5. Click the Options button next to a report which uses that layout and select Edit Layout.

    Edit Layout option on layout option.

    Changes you can make to report pack layouts

  6. Once you've modified a report layout, click Save. You will be notified which report packs are currently using that layout in your practice (if any).
  7. Click Save to confirm you want to save the new layout. Any report packs listed as currently using the layout will be updated to use this layout.

Changes you can make to report pack layouts

If you are modifying a report template with a Data tab, you can edit report code groups.
Edit report code groups

On the Text tab, you can add or modify text blocks, edit titles and numbering or insert report fields.
Add or edit text blocks within report pack layouts

You can also add report schedules.
Add a report schedule to a report pack template