Export a financial statement

If you have permission, you can export a financial statement as a PDF or XLSX file (Microsoft Excel spreadsheet).

Click the Export button in the top right corner above the grid.
Select your export format. By default, the XLXS export option is selected for you. If you want to export in PDF, select PDF from the Export dropdown list. Alternatively, you can click the blue link under the dropdown list to try out the new version of the Excel exports - see below for more information on this option.
Customize the export format - see settings descriptions and examples below.
Click Create XLXS/PDF. The file downloads to your computer and displays on the bottom of the screen.
Click the file to open it.
- The PDF document opens in your default browser. You can see your headings in the top left and right corners and the statement information underneath. In the header you can see who exported the report and when they did that. On the last page you can see the query details.
- The XLXS file opens in Microsoft Excel. The workbook has two tabs:
  - Data tab - Contains the financial statement data including any formulas and hierarchies. In the header you can see who exported the report and when they did that. On the left hand side, you have the ability to collapse and expand the account groups (rows). When you click a value cell, you can see the underlying formula in the formula bar; when you edit the values in the worksheet, the corresponding values automatically update.
  - Query tab - Contains information about what you were looking at in Financial Statements at the time of exporting, such as the date you exported the file, your name, the database name and the period and columns that were selected.

Export format settings

Expand the sections below for descriptions and examples of each setting. The settings that are available depend on the export format.

Select the Include query details checkbox, if you want to get a snapshot of the data and query performed at the time of exporting. This option adds an additional tab in the XLXS file or page at the end of the PDF, as applicable, with details such as the date you exported the file, your name, the database name and the period and columns that were selected.

As account codes are used for internal reference purposes, they are often surplus to requirements in exported documents. Removing theses codes will make your exports more “report like”, particularly in PDF exports.

By default, the Include accounts codes checkbox is selected, which means the accounts codes are included in exported documents.

To exclude the account codes, clear (deselect) the Include accounts codes checkbox.

You have options for how you want the information to be laid out in the exported document.

All collapsed - Displays the information for the top-level groups only. All the rows in the statement, whether expanded or not, are collapsed in the exported document. This option produces a summarized view of the statement.
All expanded - Displays all the information. All the rows in the statement, whether expanded or not, are expanded in the exported document. This option produces a detailed statement down to the account level.
In their current state - Displays the information exactly as you see it in your current view of the statement. Any rows that are expanded/collapsed are also expanded/collapsed in the exported document.

A “row group total” refers to a row that contains the sum of its child rows, such as Revenue. These rows display in bold font in the exported document.

By default, the Above the group option is selected, which means the row group totals are displayed above their respective child rows in the exported documents.

To display the row group totals below their respective child rows, select the Below the group option.

Enter any information you want to display in the header of the PDF document.

Select the page size, orientation and fit as required.

New Excel exports (beta version, released July 2023)

The new version of the Excel exports is still in development but you can try it out now.

The new version does everything the old version does but it is faster and presents your data in a more similar way to how you see it on the screen. For example, if some levels are expanded but others are collapsed, when you export the statement, it’ll look just the same in Excel. The new version also supports cell comments and has some formatting changes.

Cell comments

Cell comments are supported in the new Excel exports, whereas previously they were not. The comments include the author and date and time of the comment.

Formatting

By default, all levels are expanded in the new Excel exports, whereas previously they were collapsed. The new exports look different to the old one, as illustrated in the images below. We made the following changes to the formatting:

The Code and Name is removed from the column headers.
The dates display in grey.
The shading is removed from group rows.
The accounts are indented.
The column width is set off the account code and name length. Long names and headers will over flow cells.

Old Excel export formatting:

New Excel export formatting:

Try the new Excel export option.