Module 8 · Advanced · 7 min read

Exporting and sharing reports

You will be able to: Export a report to Excel, PDF or CSV and know what the file contains; Email or print a report PDF; Set up the Daily Owner Report.

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A report is only useful if the right person reads it. Zeyto lets you take a result out as a file, and push a short summary to the owners every evening.

The Export menu

  • Open the Export menu in the report toolbar (the download-arrow icon). Choose Export XLSX for Excel, Export PDF or Export CSV. It stays grey until the report has rows.
  • The file holds the columns and rows you see, in your order, with the filters used and a totals row when the report has totals.
  • Columns you turned off and rows hidden by a column filter are left out. Prepare the view first, then export.
  • Folded groups on tree statements stay folded in the file. Yearly Statements exports CSV only, with every row.
The Run menu on the Sales Register open to show the export choices such as CSV, XLSX and PDF.

The Export menu: CSV, XLSX and PDF.

The Export menu: CSV, XLSX and PDF.

Pick the format for the reader. Use XLSX for analysis in a spreadsheet, PDF for people who will read it, and CSV for importing into another system.

PDF, email and print

  1. Before exporting a PDF, set the box beside Saved views: Layout Auto, Portrait or Landscape. Auto switches to landscape when there are many columns.
  2. Email PDF (the envelope icon) makes the same PDF and opens your device's share window. Without one, it downloads the PDF and opens your email program, and you attach the file yourself.
  3. There is no Print button on reports. Print the exported PDF. Page size, header and footer come from Settings, Export & Print.
Watch outAmounts in some reports are in each document's own currency and are added as they are. Check the currency before you send a total to someone. Sales Register and Purchase Analysis both say so.
Sending the accountant a monthYou run Trial Balance for 31 October, check that the Difference tile is 0.00, set Layout to Landscape and press Export PDF. Then you export Aging as XLSX with Side on Receivables. Both files name the filters used, so your accountant can see the dates without asking.

The Daily Owner Report

Settings, Daily Owner Report sends the owners one short report every evening: sales, profit, cash, what customers owe, till results and what needs attention. It is built from what is already posted. Nothing is typed in, and sending it changes nothing.

The Daily Owner Report settings screen where the daily summary email is set up.

Settings, Daily Owner Report.

Settings, Daily Owner Report.
  • Tick Send the daily report automatically, choose the Send at time and the Days, and type the e-mail addresses and WhatsApp numbers (with country code). Press Save, then Send now to see it arrive.
  • E-mail goes through the mail account set up in Settings, Sharing. If it is not set up, the report is kept and shown as failed under Recent reports.
  • Zeyto does not send WhatsApp messages by itself. Each number gets a line marked Ready, and Open in WhatsApp opens the message already written for you to send.
  • A part that cannot be worked out is named at the bottom as not available. It is never shown as zero.

Try it in the demo

  1. Open a report with rows, press the Export menu and read the three formats. Do not need to download.
  2. Find the Layout box beside Saved views and read Auto, Portrait and Landscape.
  3. Open Settings, Daily Owner Report and read the right-hand preview. Do not save or send anything in the shared demo.
  4. Open Settings, Export & Print and read the page size options.
Open the live demo

Public demo company, sign in as admin / demoAdmin123. Data refreshes nightly.

Key takeaways
  • Exports contain the visible columns and rows, the filters used and a totals row.
  • Reports have no Print button; export a PDF and print it, or use Email PDF.
  • Check the currency before sharing totals, because some reports add document currencies as they are.
  • The Daily Owner Report is built from posted data and WhatsApp is opened for you to send.

Check yourself

2 questions on this lesson. Not timed, not the exam, and you can try again. Score 60% or more, and read the lesson, to complete it.

1. Zeyto's reports have a Print button in the toolbar.

2. What does Email PDF do when your device has no share window?

Previous: Receivables, payables and VAT reportsNext: Dashboards and the owner overview

Practice questions for this module · Printable study sheet