Export for your accountant

Download one journal entry per Local Pass payout, ready to import into QuickBooks Online or Xero, or as a plain CSV.

Each payout Local Pass sends you is made of several parts: your sales, the GST your customers paid, our commission and the tax on it, card and refund fees, and your promotions. Your bank only sees one deposit. Export for your accountant splits each payout into those parts, as one journal entry per payout, so your books match.

We’re not accountants. Ask your accountant which accounts to use and how to file your GST.

Find it

1. Go to Settings → Payments and press Access Wallet.
2. Open the Statements tab.
3. Press Export for your accountant.

Make an export

1. Under Payouts made, pick the dates: This week, Last week, This month, Last month, This quarter, Year to date or Custom range.
2. Under For, pick QuickBooks Online, Xero or Other (CSV).
3. The first time, open Your account names, date format (for Xero, Your account codes, date format and tax rate) and check them. See below.
4. Press Prepare export. You see how many payouts it holds, what was sent to you, and the total for each account.
5. Press Download for QuickBooks Online (or Xero, or Other).

If you’ve recorded payments to producers in those dates, tick Include payments to producers to add them too.

Your accounts

Use the names exactly as they are in your chart of accounts (Parent:Sub for a sub-account). For Xero, use your account codes. Your accountant can tell you which to use. Press Save these to keep them for next time. Only the store’s owner can save them.

Account	What goes there
Payouts go to	A clearing account (asset). Match each bank deposit to it as a transfer. QuickBooks users can name their bank account instead.
Sales	Income. Sales after refunds.
GST collected	Liability. GST your customers paid on your sales.
Local Pass commission	Expense.
GST on the commission	Input tax credit you can claim back.
PST on the commission	Not recoverable, so it usually sits with the fees.
Card and refund fees	Expense.
Driver subsidy	Expense.
Your promotions	Contra-income or expense.
Differences	Only used when a payout doesn’t add up to the cent. Ask Local Pass about any amount here.
Paid to producers	Cost of goods: what you pay farms and makers.
Producers paid from	The account the e-Transfers and cheques come out of.

Also set the Date format to match your software’s company settings. For Xero, the Xero tax rate should be a no-tax rate: the GST is already on its own lines.

Import it

QuickBooks Online

1. In QuickBooks: Settings ⚙ → Import data → Journal entries, and pick the file.
2. Pick the same date format when it asks. Turn account numbers off while you import, and add any account you don’t have yet.
3. When the payout reaches your bank, categorize the deposit as a transfer from your Payouts go to account, so it nets to zero.

Xero

1. In Xero: Accounting → Manual journals → Import, and pick the file.
2. Use your Xero account codes. Xero doesn’t take bank accounts in a manual journal, so keep Payouts go to as a clearing account.
3. When the payout reaches your bank, reconcile it as a transfer from that clearing account.

Other (CSV)

One row per line: date, account, debit, credit, and the Local Pass transfer it belongs to. Each entry balances. Hand it to your bookkeeper, or map the columns in your software’s journal import.

Good to know

• Order sheets paid to you directly aren’t in these payouts. Record those deposits as you normally would.
• If a payout doesn’t add up to the cent, the difference goes on a Differences line so the entry still balances, and the export tells you. Ask us about it.
• If your dates hold more rows than one export can read, you’re told. Pick shorter dates so no payout is left out.

See Payments overview for how payouts work.