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
Enter or edit
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.
The report will be empty until you choose the account groups and tracking category that you want to run the report for.
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.
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.
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.
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?
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.
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.
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.
If you have customised the report and made your own group of accounts, the accounts belonging to that group will display.
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.
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:
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 the report directly from your browser.
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.
Open the report directly into Excel or save it to your computer and open it from there.
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.
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.
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.
Google Help (Google website)