Xero Export (accrual accounting)

This report produces the export required to import data into Xero for accounting purposes using accrual accounting, where revenue is recognized on the date the service is delivered (ie when the guest visits or the activity occurs), not when payment is received.

When to use

Use this report to export a .csv file that is specifically formatted for importing into Xero, where journal entries reflect revenue recognized on the date of redemption or booking attendance, not on payment date.

How does it work?

Before using this report, make sure the Xero Integration page is fully configured in Venue Manager, including:

• GL account codes
• Tax descriptors (with exact names as used in Xero)
• Optional tracking categories (eg venue name)

Make sure your reporting categories are also set up and the correct GL codes are assigned. 

From Venue Manager, go to Reports > All reports > Xero Export. Once selected:

• A pop-up modal will appear prompting you to select a start and end date.
• Export no more than one month at a time, particularly for high-volume venues.
• Select Alert me when complete.
• An alert appears on the Notifications icon (bell) at the bottom of the main menu when the export is ready.

What data does it include?

The downloaded .csv file contains journal entries broken down by day, which aligns with how Xero processes manual journals. 

The file includes:

• Narration: Appears in Xero’s manual journal list and Journal Report. Default format includes “ROLLER import” and the specific date.
• Date: The effective posting date for each journal entry, broken out daily.
• Description: Line-item description.
• Account code: Matches your Xero chart of accounts. Configurable via the Xero Integration page.
• Tax rate: Maps to Xero’s tax names (must be exact). Can be standard, custom or multiple depending on your region.
• Amounts: Credit or debit values. Xero calculates the tax portion based on this and applies it during import.
• Tracking name: Typically the venue name from your ROLLER platform. Useful for tagging and filtering journal entries.
• (Optional): A rounding row may appear to help balance totals if there are minor discrepancies due to rounding.

Important configuration notes

• Deferred revenue, accounts receivable and similar accrual-related accounts must be mapped in the Xero Integration page.
• Revenue is split per reporting category, using the GL codes assigned.
• The report will not balance to zero before importing, as tax is added inside Xero. The balancing occurs within Xero upon correct tax allocation.
• If the report doesn’t balance after import, check that tax rates in ROLLER exactly match those in Xero.

How to import into Xero

1. In Xero, go to Accounting > Reports.
2. Search for and open the Journal Report.
3. Select Go to Manual Journals, then select Import.
4. On the import screen:
    
   • Select Browse, select the .csv file.
   • Select Import.
   • Review and select Complete Import.
      
5. The entries will appear as drafts in Xero. You can make manual adjustments (eg for rounding or tax allocation) before posting.

Tips for large venues

• If the file contains too many line items (eg due to high transaction volume or numerous reporting categories), consider splitting the export into smaller date ranges (eg 1st–15th and 16th–end of month).
• Journal entries must be dated per day in Xero, which is why the ROLLER export splits revenue and debits/credits by each day in the selected range.

Need more help?

If you're having trouble importing the file into Xero (eg due to size or formatting), check:

• That your account codes and tax names match exactly in ROLLER and Xero.
• Whether any GL accounts or tax rates are missing in your Xero chart of accounts.
• For regional issues with date formatting (eg Australian vs US formats).