Accounting export formats and accounts

The journal lines each document creates, the default account codes, and the columns of the generic, Xero, QuickBooks, Zoho Books and Odoo files.

ReferenceUpdated 2026-10-21

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This page lists what the Accounting export puts in the file: the entries for each kind of document, the accounts they post to, and the columns of each format. To download the file, see Export the journal to your accounting software.

Entries by document

Each document of the period is one entry, dated on its own day, in its branch's currency. Debits always equal credits.

Document	Debit	Credit
Invoice, debit note (issue date)	Customer receivables: the total	Sales, by tax category (standard rated, zero rated, exempt, out of scope): the net amount; VAT output: the VAT; Rounding differences: any rounding (on either side)
Credit note (issue date)	The same lines, the other way round
Payment (day received)	The money account of the method (see below): the amount	Customer receivables: the amount
Refund (day paid)	Customer receivables	The money account of the method
Gateway fee, when the payment provider reported one	Payment gateway fees	The money account of the payment
Supplier cost (day entered)	Cost of sales: the cost less the VAT you can claim back; VAT input: the reclaimable VAT	Supplier payables: the full cost
Supplier payment (day paid)	Supplier payables	The money account of the method

Void invoices are left out.
A per-traveller supplier cost counts once for every traveller on the trip's confirmed bookings.
VAT input only appears for costs that are Standard rated with Claim this VAT back in the VAT return ticked. Other VAT stays in cost of sales.
Each supplier payment, partial or full, is its own entry.

Exchange differences

Amounts in another currency are converted to the branch's currency through the main currency, at the rate of the document's day. A customer's receivable is carried at the invoice's rate, and a supplier's payable at the cost's saved rate. When the payment comes on another day at another rate, the difference posts to Exchange gain or loss. Differences of one smallest unit per line or less are rounding and go to the largest line; anything bigger makes the entry Not balanced.

Accounts and their default codes

Set your own codes and names in Settings → Accounting → Chart of accounts.

Posts	Default code and name
Sales, standard rated	4000 Sales
Sales, zero rated	4010 Sales zero rated
Sales, exempt	4020 Sales exempt
Sales, out of scope	4030 Sales out of scope
VAT output (payable)	2200 VAT output
VAT input (reclaimable)	1300 VAT input
Customer receivables	1100 Accounts receivable
Customer deposits (unearned)	2300 Customer deposits (the journal does not post to it at present: payments go against receivables)
Cash	1000 Cash on hand
Bank	1010 Bank
Card clearing	1020 Card clearing
Payment gateway fees	6100 Payment processing fees
Supplier payables	2100 Accounts payable
Cost of sales	5000 Cost of sales
Exchange gain or loss	7900 FX gain/loss
Rounding differences	7950 Rounding differences
Customer credit (liability)	2310 Customer credit
Loyalty points (liability)	2320 Loyalty points liability

The money account of each payment

Payment method kind	Account
Cash	Cash
Bank transfer, cheque	Bank
Card machine, online payment, payment link	Card clearing, or the provider's account in Card payments by provider
Customer credit	Customer credit (liability)
Points	Loyalty points (liability)
Anything else	Bank

A method with its own account in Payment methods always posts there. Supplier payments use cash, card clearing or bank in the same way; a supplier payment without a method is a bank transfer.

Columns of each format

Generic (CSV / Excel): Date (2026-12-31), Entry, Document type (Invoice, Debit note, Credit note, Payment, Refund, Supplier cost, Supplier payment), Document, Branch, Account code, Account name, Description, Partner, Debit, Credit, Currency, Debit (base), Credit (base), Base currency, Document currency, Document amount, Exchange rate, Balanced. On an Arabic screen the headings and document types are in Arabic and the Excel file reads from right to left.

Xero manual journals: *Narration, *Date, Description, *AccountCode, *TaxRate (your Xero tax rate, else "No VAT"), *Amount (debits positive, credits negative), TrackingName1 ("Branch"), TrackingOption1 (the branch), TrackingName2, TrackingOption2. Xero matches the account by code.

QuickBooks Online journal entries: Journal No, Journal Date, Currency, Memo, Account Name, Debits, Credits, Description, Name (customer or supplier), Location (the branch), Class. QuickBooks matches the account by name, so type the account names in the mapping.

Zoho Books manual journals: Journal Date, Reference Number, Notes, Journal Type ("both"), Currency, Exchange Rate, Account (by name), Description, Contact Name, Debit, Credit, Branch Name, Status ("draft", so you review before publishing).

Odoo journal entries: journal_id (your Odoo journal, else MISC), date (2026-12-31) and ref, on the first line of each entry only; then for every line line_ids/account_id (the code), line_ids/name, line_ids/partner_id, line_ids/debit, line_ids/credit.

Dates in the files sets the date in the Xero, QuickBooks and Zoho Books files: 31/12/2026, 12/31/2026 or 2026-12-31. Until you save a choice, all three use 31/12/2026 (day first). The generic and Odoo files always use 2026-12-31.

File types

CSV: UTF-8, readable by Excel in Arabic, one line per journal line.
Excel: a Journal sheet, plus a Not balanced sheet when some entries do not balance.