Document Checklist & Export Guide, Xero reports

All Xero reports required for a Zato job, with step-by-step export instructions for each.

This guide lists every document required for a Zato job with step-by-step instructions for exporting each one in the correct format. Start with the Xero reports below, then see the separate articles for Inland Revenue Department (IRD), Companies Office, and source documents.

Document & Format

How to Export

X01, Aged Payable Summary [Excel]
Including GST column

  1. Go to Reporting > All Reports.

  2. Under Payables & Receivables, select Aged Payables Summary.

  3. Select End of Last Financial Year (31 March or equivalent) as your period.

  4. Ensure columns include: Contact, 1 Month, 2 Months, 3 Months, Total, Outstanding GST.

  5. Export as Excel.

X02, Aged Receivable Summary [Excel]
Including GST column

  1. Go to Reporting > All Reports.

  2. Under Payables & Receivables, select Aged Receivables Summary.

  3. Select End of Last Financial Year (31 March or equivalent) as your period.

  4. Ensure columns include: Contact, 1 Month, 2 Months, 3 Months, Total, Outstanding GST.

  5. Export as Excel.

X03, Depreciation Schedule [Excel]
Including purchase/sale date and all relevant columns

  1. Go to Reporting > All Reports.

  2. Under Financial Statements, select Depreciation Schedule.

  3. Select Last Financial Year. Select all 32 columns.

  4. Export as Excel.

Note: These steps should be followed after running depreciation in Xero to 31 March.

X04, General Ledger Detail, Current Year [Excel]
Requires 12 specific columns

  1. Go to Reporting > All Reports. Under Taxes and Balances, select General Ledger Detail.

  2. Select Period as Last Financial Year (31 March or equivalent).

  3. Group by Account Code and Name.

  4. Under More, select Opening and Closing Balance.

  5. Add 12 columns in alphabetical order: Account Code, Account Type, Credit, Date, Debit, Description, GST, GST Rate, GST Rate Name, Reference, Running Balance, Source.

  6. Export as Excel.

X05, General Ledger Detail, Last Year [Excel]
Same 12 columns as Current Year

  1. Go to Reporting > All Reports. Under Taxes and Balances, select General Ledger Detail.

  2. Select Period as Previous Financial Year.

  3. Group by Account Code and Name.

  4. Under More, select Opening and Closing Balance.

  5. Add 12 columns in alphabetical order: Account Code, Account Type, Credit, Date, Debit, Description, GST, GST Rate, GST Rate Name, Reference, Running Balance, Source.

  6. Export as Excel.

X06, General Ledger Detail, GST [Excel]
Accrual or Cash basis as applicable

  1. Go to Reporting > All Reports. Under Taxes and Balances, select General Ledger Detail.

  2. Select Period as Last Financial Year.

  3. From Accounts, deselect all except GST codes, click Update.

  4. Group by Account Code and Name.

  5. Under More, select Accrual only (deselect Cash), plus Opening/Closing Balances and Decimals.

  6. Ensure same 12 columns in alphabetical order: Account Code, Account Type, Credit, Date, Debit, Description, GST, GST Rate, GST Rate Name, Reference, Running Balance, Source. Export as Excel.

X07, Trial Balance [Excel]
Not required once Xero sync is enabled

  1. Go to Reporting > All Reports.

  2. Under Taxes and Balances, select Trial Balance.

  3. Select End of Last Financial Year (31 March or equivalent) as your period.

  4. Export as Excel.

X08, Chart of Accounts [Excel]
Not required once Xero sync is enabled

  1. Go to Accounting > Chart of Accounts.

  2. Click Export.