Printed from https://zeropos.shop/help/export-for-your-accountant
Export your figures for your accountant
Send your accountant a month's sales and VAT, payments by method, expenses and pay, each as a spreadsheet from the screen that holds it.
Owners can change what each role may do.
What an accountant usually asks for sits in a handful of screens, each with Export CSV. A file holds what the screen shows, with the filters you picked, and opens in Excel, Numbers or Google Sheets.
When to use it
At month end or year end. To read the profit yourself: Read the Accounting overview.
Before you start
- By default the owner, administrators and managers export the reports; pay is exported by the owner and administrators.
- Close the month first: every day closed (Close the day), every expense logged (Record an expense (including wages you paid)) and check-ins fixed (Check in and out).
Steps
Sales and VAT
- Step 1
Open INSIGHTS › Reports and tap Sales.
- Step 2
Pick Last month at the top and set Group by to Day or Month.
- Step 3
Tap Export CSV: a row per day or month with Sales, Refunds, Net and VAT, and the total at the bottom.
- Step 4
Back on the hub, open Payments, pick Last month again and tap Export CSV for what came in by each payment method.
Expenses and pay
- Step 5
Open INSIGHTS › Accounting › Expenses, tap Last month, then Export CSV: every expense on its own line.
- Step 6
For pay, open INSIGHTS › Payroll › Team salary, choose the month under Period and tap Export CSV (Team salary and payroll runs).
- Step 7
Check that what you actually paid the team is logged as expenses: a payroll run records the figures but pays nobody.
At the end of the year
- Step 8
On the last day of the year, open Stock Ageing and tap Export CSV: On hand and Value at cost for every product.
- Step 9
The same day, export Gift cards outstanding: what your shops still owe on cards (Gift cards outstanding: what you still owe).
- Step 10
Keep a full copy as well: the owner can download the whole workspace (Workspace & data: download your data or cancel).
What happens next
- Nothing changes: exporting only reads.
- Every CSV names its columns in your language. One from the Reports hub carries the columns you see and is named after its report.
- A CSV opens by double-click in Excel in your language: with the screens in Spanish its cells are separated by semicolons and its amounts carry a decimal comma, as Spanish Excel expects; in English, by commas with a decimal point.
- The figures follow each report's rules: a gift card counts when it is sold, and a layaway on the day it is completed (The Sales report: sales, refunds, VAT and margin).
Make it a monthly habit
On each report, save the filters as a view with Last month picked: next month it opens on the new last month (Save a view and share a link).
Copy link gives a colleague with their own Zero POS sign-in the same filters; they see only what their role allows.
Questions
Expenses is in Reports and in Accounting. Which one do I send?
Can I send everything at once?
Good to know
- Export once the last day of the month is closed at every shop.