One ZIP per kind
Exports, under Settings, has seven downloads of the firm’s records. The four under For your accountant come first.
- The accountant’s ledger: sales, credit notes, VAT and payments as CSV
- Invoices: every invoice sent, void ones included, each with its PDF
- Credit notes: each with the invoice it is against, and its PDF
- Statements: what each account customer was sent, as PDFs
- Certificates and sheets: every completed sheet, as signed
- The firm’s own records: customers, sites, jobs, appliances and the price book
- Audit pack: the certificates and sheets for the whole firm, one customer or one site
Sorted by your VAT period
With no dates picked, a download covers the current two-month VAT period so far. The firm’s own records, and an Audit pack for one customer or one site, cover the whole history instead. A period you pick covers at most a year.
An invoice counts on the day it was sent, a credit note on the day it was issued and a payment on the day the money came in. Days are counted in your own time zone.
The VAT file lists the VAT on each invoice that still stands, with the rate, the VAT basis and the customer’s VAT number. A supply put at 23% by the two-thirds rule, or charged under the reverse charge, says so. A void invoice is left out of the VAT file and kept in the Invoices ZIP, so the numbering has no gap. Credit notes have a file of their own.
Laid out for Sage 50 and Xero
The accountant’s ledger also holds two files laid out for import. The Sage 50 file follows Sage’s audit trail layout, with invoices and credit notes. The Xero file follows Xero’s invoice import, with invoices only. Both give each line its own row, with dates as DD/MM/YYYY.
The Sage file prints the nominal codes for labour and for materials, and the tax codes, set under Settings, Accounting. A code not set is left blank rather than guessed, because a wrong tax code is a wrong VAT return. The customer’s account reference is left blank too, and Sage works out the tax from the tax code.
RCT, one return period at a time
RCT kept back by a customer whose type is Principal contractor is recorded on the invoice as a Tax withheld at source payment. Withheld at source, reached from Payments, lists it by return period. The Return period, Monthly or Quarterly, is set under Settings, Tax.
Download CSV gives a row per payment with RCT deducted in the period: its date, customer, invoice, rate, gross and deduction. Add their figure records what the principal’s deduction authorisation says, beside your own figure. Any difference is shown.
On the bigger plans, what you deduct from your own subcontractors has its own screen and CSV per period, with the authorisation number on each payment.
Lists, as CSV
The lists of invoices, payments, jobs, customers, quotes, findings, certificates and parts each export as CSV. The file holds every row that matches the filter on screen, not only the page shown.
Every CSV opens in Excel with a double-click, and a name like Ó Súilleabháin arrives intact.
Yours when you leave
The firm’s own records also holds the contacts, the hours recorded, the parts used with their cost, and the visits. With no dates picked, that includes the visits still to come.
Exports also has Everything recorded about you, a ZIP of what is held about the administrator signed in. Any other member of the firm who signs in gets their own from Download my data.
Close this business, under Settings, first offers The accountant’s ledger for the current VAT period, and Your own data. The business closes only once its registered name is typed. Every record and file is then deleted for good.