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Export Invoices Summary - Accounting

Invoice Run step 5

The tracking of client invoice payments is managed outside of Entire OnHire and so invoice data must be exported to an external system. The majority of companies use MYOB or Xero accounting software to manage client payments, so Entire OnHire supports the export of invoice data in both MYOB and Xero formats, as well as in a general format and a financial institution format.

  •  To export the data, a file is generated within Entire OnHire. The file is then saved and manually uploaded to the external system. To generate the file, access the file generation screen from the menus as follows:
  • Reports / Invoice / Export Invoice Summary The following screen will be displayed.
  •  Select the format of the file by clicking on the relevant radio button, then select the relevant date from the
 

‘Period Ending’ drop down list. If the file is to be generated for a specific client group, select the client group from the ‘Client Group’ drop down list. If the file is to be generated for all clients, then do not select from this drop down list.

  • Click on the Report button. 

The ‘Save As’ pop up screen will then be displayed. Choose the folder in which to save the file, enter the name of the file, choose the file type, then click ‘Save’. The file will then be generated in the folder specified and will be displayed to the screen. Samples of the four different formats that may be generated are displayed below (all using the Excel file type).

1. General Report

Purpose

Used for standard invoice reporting or reconciliation where no accounting platform integration is required.
Ideal for internal financial summaries or sharing invoice data in Excel format.

Columns Explained

Column Name Description
Customer Code Unique client code if used in your system.
Invoice No System-generated invoice reference (e.g. I0000026).
Client Name The business name of the client.
Invoice Date Date when the invoice was issued.
Description Invoice notes, such as week-ending period.
Tax Type Identifies GST or tax category applied.
Hours Total hours worked in the invoiced period.
Sub Total Amount before GST or allowances.
Total Allowances Additional allowances (e.g. travel, meals).
Total GST Exc Amount Subtotal before GST inclusion.
Total GST Total GST charged.
Adjustment Any credit or adjustment applied.
Total Earnings Final invoice total including GST.

Example:

Invoice No Client Name Hours Subtotal GST Total
I0000026 Entire OnHire Factory Melbourne 21.3 $794.00 $79.40 $873.40

2. Financial Institution Report

Purpose

Designed for banking or payment upload systems, allowing invoice totals to be cross-referenced with remittance or deposit data.

Columns Explained

Column Name Description
Customer Number Internal or client reference number.
Document Number Invoice number from the system.
Document Date Date the invoice was issued.
Document Amount The total amount billed (including GST).

Example:

Document No Date Amount
I0000026 23/10/2025 $873.40
I0000027 23/10/2025 $3,030.85

3. Microsoft Dynamics Report

Purpose

This export is formatted for importing invoices into Microsoft Dynamics 365 or Navision.
It includes debit/credit posting structure and account mapping columns.

Columns Explained

Column Name Description
Posting Date The accounting posting date for Dynamics.
Document Date Invoice date for reference.
Document Type Type of transaction (Invoice, Credit Note).
Document No. Invoice reference number.
Account Type The ledger account type (e.g. G/L Account, Customer).
Account No. Account number linked to the entry.
Description Notes, typically the week-ending or job period.
GST Prod. Posting Group Defines tax handling group in Dynamics.
Amount The transaction amount (negative for sales).
State Client’s billing state (e.g. VIC, NSW).
Bal. Account Type / No. Balancing account details for posting.
Applies-to Doc Type / No. If applicable, links to a previous related document.

Example:

Document No Type Description Amount State
I0000026 Invoice W/E 18/10/2025 -873.40 VIC

4. MYOB Service Sales Report

Purpose

Used to import invoices directly into MYOB (AccountRight or Essentials).
The format aligns with MYOB’s Service Sales Journal Import Template.

Columns Explained

Column Name Description
Card ID The customer record ID in MYOB.
Invoice # The invoice number from Entire OnHire.
Job Job or project identifier (if used).
Amount Invoice subtotal excluding GST.
Inc-Tax Amount Total amount including GST.
Date Invoice issue date.
Description Reference such as week-ending or work notes.
Account # MYOB account number (left blank if mapped in import).
Tax Code MYOB tax code (e.g. GST, FRE).
Payment is Due Payment due date, based on client terms.
Tax Amount Total GST on the invoice.
Balance Due Days Days remaining until payment is due.
Tax Inclusive Indicates if the amount includes GST.
Journal Memo Summary memo field visible in MYOB transactions.

Example:

Invoice # Date Amount Inc-Tax Amount Tax Amount Description
I0000026 23/10/2025 $794.00 $873.40 $79.40 W/E 18/10/2025

5. Xero Service Sales Report

Purpose

This report exports invoices in a structure that can be imported directly into Xero.
It includes client contact details, addresses, tax information, and item-level breakdowns.

Columns Explained

Column Name Description
Contact Name Client’s business name in Xero.
Email Address Contact email used in Xero.
PO Address Fields (1–4) Client address details (street, suburb, etc.).
PO City / Region / Postal Code / Country Address information for the invoice.
Invoice Number Invoice reference (e.g. I0000026).
Reference Optional reference field in Xero (e.g. job number).
Invoice Date / Due Date Issue and due dates for payment.
Inventory Item Code Product or service code if mapped.
Description Notes (e.g. W/E 18/10/2025).
Quantity / Unit Amount Quantity and rate of service.
Discount / Account Code Account mapping fields for Xero integration.
Tax Type / Tax Amount GST type and calculated GST value.
Tracking Fields (1–2) Optional cost centre or region tracking codes.
Currency / Branding Theme Invoice currency and template branding in Xero.

Example:

Contact Invoice # Date Due Date Description Unit Amount Tax Amount Total
Entire On Hire Factory Melbourne I0000026 23/10/2025 06/11/2025 W/E 18/10/2025 $794.00 $79.40 $873.40

Summary Comparison

Report Type Primary Use Integration Target
General Internal reporting, Excel analysis None
Financial Institution Bank deposit/reconciliation Banking systems
Microsoft Dynamics Accounting journal import Microsoft Dynamics 365 / Navision
MYOB Service Sales Invoice import MYOB AccountRight / Essentials
Xero Service Sales Invoice import Xero
Once the file has been generated and saved in your chosen folder, navigate to that folder to locate the export file. Next, follow your organisation’s upload procedures for transferring the file into your external accounting or payroll system (such as MYOB, Xero, or another integrated platform). Ensure you select the correct file format matching your external system’s requirements to enable a smooth import process. Completing this last step keeps your invoicing and payment records synchronised between Entire OnHire and your financial software, supporting efficient reconciliation and compliant record-keeping.