Reports: common questions

Why do Sales and Profit show different totals for the same period?

They count different things. Sales counts confirmed bookings made in the period. Profit counts trips that depart in the period, with all their confirmed bookings, whenever they were made. A booking made in March for a June trip is in March's sales and in June's profit.

Why does Receivables not change when I change the period?

Receivables and Payables always show everything still owed today, so the period is hidden on them. Use the age boxes on Receivables to see how late the balances are.

Does Collections include refunds?

Yes. Collected is the payments received in the period less the refunds paid. Refunded shows the refunds on their own, and they appear in red with a minus in the Payments list.

Why did last year's sales change when I switched the currency?

They did not change in their own currencies. With Rate of each day, each amount keeps the rate of its own day, whichever currency you read in. With Today’s rates, everything is converted at today's rates, so totals move as rates move. See Branches, currencies and exchange rates in reports.

How do I see one branch only?

Choose it in Branch at the top. If you only see one branch and no All branches, your role is limited to that branch. The Branch box is hidden when the agency has a single branch.

Who can download reports?

Anyone with permission to export reports: by default the owner, managers and finance. The Profit download also needs permission to see profit, and Payables needs permission to see supplier costs and margins. The Accounting export tab only shows to people who can export reports.

Is the VAT report my VAT return?

It gives you the figures for it: output VAT by category and rate, input VAT on supplier costs and the net, per branch. You still file the return yourself, with your accountant. See Use the VAT report for your return.

Why is there no input VAT in the VAT report?

Input VAT only counts supplier costs recorded as Standard rated with Claim this VAT back in the VAT return ticked, dated in the period by the supplier's invoice date. Costs without tax information, or from suppliers registered abroad, do not count.

Can I send the numbers straight to my accounting software?

Yes, as a file. Accounting export creates a journal for Xero, QuickBooks Online, Zoho Books, Odoo or a generic CSV/Excel file, which you import. See Export the journal to your accounting software.

Where do the report and dashboard currencies come from?

The first currency is set in Settings → Currencies → Reports open in. Each person can then switch with Show amounts in; the choice is kept on their device and also applies to the dashboard and the owner's phone.