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How do I export financial or VAT reports?

Generating billing and tax reports in Octiv

All your financial reports are under Reports in the menu. Each report has its own filters and a CSV Export button.

VAT report

  1. Go to Reports >> Finance >> VAT.
  2. Choose the Location and Status, choose what to Filter dates by (Due Date by default), and set Date From and Date To.
  3. The report lists each invoice with its Sub Total, VAT Amount, VAT % and Total. Click CSV Export to download it.

Other finance reports

Under Reports >> Finance you'll also find Debtors, Discounts, Package Revenue, Payment Types and Store Sales. Open the one you need, set the filters and click CSV Export.

Full finance export

Go to Reports >> Exports, set Type to Finances, choose the Location, Date From and Date To, then click Export.

Paystack settlements

Go to Accounts >> Settlements and choose the Location and dates. This shows when card payments were settled to your bank account.

Debit batches

Go to Accounts >> Debit Batches and choose the Location and Batch to see the members on that batch, the amounts and the invoice status.

VAT / tax compliance (Germany)

In Germany, invoices can't be deleted because tax law requires sequential invoice numbering. Instead, Octiv uses a 'void' (storniert) status to cancel an invoice without removing it. A voided invoice doesn't count as revenue and doesn't need to be paid.

To void an invoice, go to Accounts >> Invoices, click the ⋮ (Actions) menu next to the invoice and choose Void Invoice.

Trainer report

To see how many classes and sessions each trainer has given, go to Reports >> Attendance >> Trainer and choose the Location and dates. The report shows Classes, Earned (Classes), Sessions and Earned (Sessions) for each trainer, and you can download it with CSV Export.

The Earned (Classes) and Earned (Sessions) columns are calculated from the trainer's rates. To set them, go to Staff, click ⋮ >> View/Edit next to the trainer and open the Rates tab. Rates are set per location, under Class Rates and Session Rates, as a Flat Rate and/or a Member-Based Rate (by number of attendees). See How do I manage trainer and staff rates?