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Reports & tax: Manual journals

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Manual Journal - Ability to set default for 'Show journal on cash basis reports'

Ability to set as default whether the "Show journal on cash basis reports" should be ticked or un-ticked on manual journals

Purpose: Because accountants that does the annual journals for clients who do their own GST we don't usually want these journals to show the late GST claims

268 votes

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AdminXero Team (Admin, Xero) shared this idea  ·   ·  Report…  ·  Admin →
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Accepted  ·  AdminKelly Munro (Community Manager, Xero) responded  · 

Hi team! We've been following the conversation here and appreciate you taking the time to explain the need for this feature.

We understand you’re looking for a way to change the default setting for the ‘Show journal on cash basis reports’ checkbox in manual journals, so that it’s unticked, and that having this box ticked by default can create inaccurate cash basis reports, which is particularly challenging when you’re correcting entries or dealing with a high volume of journals.

We may look into this with a finer lens further down the line, but want to share that there's no immediate works planned to enable changing the default for whether a journal is Cash basis.

As many of you have noted, right now you'll need to manually untick the box for each journal entry.

If any change is planned for this we'll be sure to share with you all, here.

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  • Russ Smith commented  ·   ·  Report

    That's great news. I can look forward to continued monthly manual checks of over a hundred journals, and users who aren't as knowledgeable about accounting or the fact Xero has this feature incorrectly set up can keep having incorrect cash reports.

  • Abigail Bruwer commented  ·   ·  Report

    Pretty disappointing to hear this, with over 100 journals coming through a day from our ERP system this makes Xero incapable of cash reporting and cash forecasting for us

  • Sam Gray commented  ·   ·  Report

    I'm not sure what's more concerning - that the original developers who wrote Xero didn't know that manual journals should be non-cash by default - or that 15 years and 208 votes later, Xero still doesn't know...

  • Eve Radford commented  ·   ·  Report

    Manual journals will NEVER be a cash item. The default setting in xero is simply wrong.

  • Jane Godfrey commented  ·   ·  Report

    In the current format there is a significant room for error as most journals done for management accounts are accruals and prepayment so should not affect the cash flow. If this is overlooked it means there are delays whilst the journals are identified and corrected. It should be a function like the date is, a mandatory field that needs ticking as "include in cash" or "exclude from cash" that way it has to be completed and can not be overlooked. This is a very basic requirement and would save errors and lost time.

  • Audrey Connelly commented  ·   ·  Report

    complete pain in the butt, and so easily overlooked, and this was been asked for for a few years now,( By reading the comments) this was asked about in 2016! Come on Xero ....

  • Adele Hardie commented  ·   ·  Report

    I believe this is the only thing I want fixed with Xero. Please attend to this asap. who ever thought it was a good idea to default to cash obviously has never ever worked as an accountant or accounts clerk.!!!

  • Shelby Willitts commented  ·   ·  Report

    Most of our journal entries are for accrual based financial records only. Please allow the default to have this box unchecked as we have to uncheck this box 90% of the time.

  • Freedom Biz Solutions commented  ·   ·  Report

    This feautre needs to be activated ASAP, it should be a function in the background settings where we can choose for GJ to be Accrual and Cash.

    I have a client that their booking platform integrates with Xero as a MJ, I am having to go in every single daily GJ edit it to Cash so I can get the GST lodgements correct. Its crazy considering how expenses Xero is now. Its costing my client more money in paying me to do such a simple task while paying high end subscription fees.

  • Lolla Kruger commented  ·   ·  Report

    We urgently require this functionality as we are wasting a lot of time going back into the journal to edit and untick the journal to not be included in the cash report and cash flow.

  • Freedom Biz Solutions commented  ·   ·  Report

    This is a critical feature with so many different applications integrating into Xero, they all seem to integrate in different ways. This feature will save alot of time. Crazy how I have to go into a GJ every single day and tick a box. It is a big time waster.

  • Martin Outlaw commented  ·   ·  Report

    In addition, could it be possible to create journals that are cash basis only, and not accruals?

  • Russ Smith commented  ·   ·  Report

    Why has this not been fixed yet? It causes me (and doubtless others) so much time every month to double-check that all of our journals have had the default box unticked to ensure the cash reporting is correct. It's absolutely backwards.

  • Bridget McGrath commented  ·   ·  Report

    Critical! Mindblowing that this has not yet been rectified and defaults to cash. We have never used the cash summary report due to these faults, but are using a software that feeds from the cash summary report so have had to go and edit all journals for the last 2 years... absolutely ridiculous

  • Joe Girdwood commented  ·   ·  Report

    Very few journals should ever show on cash basis reports. The default setting should be OFF i.e. unticked.

    The default setting makes cash reports nonsensical and useless. Users who are not accountants or experienced finance staff - which is a big chunk of Xero's user base - will likely never diagnose the problem and simply ignore cash reports altogether.

    More experienced users have to remember to untick a box for every single journal entry & manually correct journals posted from third-party systems. If retrospectively diagnosing the issue, it's necessary to review every single historic journal to correct.

  • Shane McMullen commented  ·   ·  Report

    Default "Show journal on cash basis reports" affects statement of cash flows. It would be good if the default was off or users could choose which default they want to apply.

  • Kellie George commented  ·   ·  Report

    So annoying to have to go in and manually change the journals if we forget to untick the cash basis box on every journal. Xero, please change this so that its an option to tick if required and not the other way around. Grrrrrr

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