Detailed Account Transactions Report

The Detailed Account Transactions report can be used as part of your end of year or end of period requirements to identify transactions which have the incorrect tax rate applied. It may also be useful in support of a set of financial statements.

The report shows transactions with a sales tax component within your selected date range, including those with a sales tax rate of zero. In other words, it shows invoices, bills, credit notes, expense claims, and bank transactions, but it excludes adjustments and bank transfers. You have the option of only displaying cash transactions in the report if you want.

Other things you can do with this report:

Reports are available from 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

Generate the Detailed Account Transactions report

Access the Detailed Account Transactions report from the All Reports screen, under Accounting.

Choose or update the options by which to run the report.

Date range

If you are creating the report from scratch, you will be prompted to choose the date range first of all.

The date 'From' and 'To' fields will default to the current month, but you can select any date range.

Type your preferred dates into the fields or click the arrows to use the calendar and select the dates from there.

Cash Basis

If the 'Cash Basis' box is checked, the report shows only cash transactions within the specified date range.

Update

When the details of the report you want to run are entered or updated, click Update to generate the report.

It is not possible to print the Detailed Account Transactions report from Xero due to the breadth of the report. You can export it to Excel, where you can apply more filters if you want.

View transactions

If you are using multi-currency, the report only displays in your base currency.

The report only shows transactions which have a sales tax component (i.e. it excludes minor adjustments and bank transfers). However, the sales tax rate can be zero.

Viewing wide reports - use the full window view, the horizontal bar at the bottom of the screen, or export the report to print or change its size.

Invoices, bills and credit notes will show where the date the invoice, bill or credit note was raised is within the selected date range.

Bank account transactions will show where the date of the transaction is within the selected date range.

Expense claims will display where the specified reporting date is within the selected date range.

Pay run bills and employee payments will display if there are any transactions associated with a pay run (e.g. payslips and taxes) where the transaction date falls between the two report dates. These can be drilled into but any details apart from total amounts will only be visible if your user role gives you access to Pay Run information. They will display the generic name 'Wage Payable Invoice - Employee Payment' unless you have Payroll Admin or Payroll Read Only access, in which case you'll be able to see employee and payee names and can drill into each item to see the full payslip or invoice details.

If the 'Cash Basis' box is checked, the report shows only cash transactions within the specified date range.

The 'type' shows the original source of the transaction:

    • INV: Invoices
    • PAY: Payment or cash refund
    • MJ: Manual journal
    • EC: Expense claim
    • CN: Credit note (date of credit note)
    • APP: Date credit note applied to invoice
    • SB: Starting balance
    • PR: Pay run

The 'Reference' column will be based on the type as follows. On a Sales:

    • invoice: it will show the invoice number.
    • credit note: it will show the credit note number. On a refund, it will show first the payment Reference field, then (if none) the credit note number.
    • invoice payment, it will show first the payment Reference field and then the invoice number.

On an Purchases:

    • bill, expense claim receipt, spend money or receive money transaction, it will show the reference (if any).
    • credit note, it will show the reference. On a refund, it will show first the payment Reference field, then (if none) the credit note reference.
    • bill payment, it will show first the payment Reference field and then the reference.
    • expense claim payment, it will show first the payment Reference field and then the reference (if a single claim - otherwise it will be blank).
    • Manual Journals: it will show the journal number which appears on a posted journal and journal report.
    • On a payslip or wage payable bill, it will show the reference.

The report will only show up to two tracking columns, as Xero only allows two active tracking categories at any one time.

Click on any of the links in each row to drill into the source transaction, for example view the invoice, bill, credit note, payment, receipt or journal details.

Transactions in Detailed Report showing gross amounts and other details.

Viewing invoice from clicking on link in report.

Regardless of the date of a transaction, it will only display on the Detailed Account Transactions Report once it has been approved.

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.