Skip to main content

Export Accounting Period Summary Information


Export Accounting Period Summary Information

This accounting period Summary Tab Information export is deprecated. This export is being superseded by the more comprehensive Transaction Details export, which is available for download after generating Summary Journal Entries in Zuora.

If you have the Invoice Settlement feature or the Only Generate Action Required in Trial Balance feature enabled, the Download Summary Tab Information button disappears and you are unable to export the accounting period summary information. 

The Invoice Settlement feature is generally available as of Zuora Billing Release 296 (March 2021). This feature includes Unapplied Payments, Credit and Debit Memos, and Invoice Item Settlement. If you want to have access to the feature, see Invoice Settlement Enablement and Checklist Guide for more information. After Invoice Settlement is enabled, the Invoice Item Adjustment feature will be deprecated for your tenant.

After running a trial balance, you can download summary information about the accounting period and use this data to create summary journal entries in your accounting system. This article explains how to download this data and describes the data included in the export and how it may differ from the Account Period Summary view in the Zuora application.

Zuora Sub-ledger 

After running a trial balance, you can download summary information about the accounting period and use that to create summary journal entries in your accounting system. This gives you a "snapshot" of the current state of your accounting period in a comma-separated value (.csv) file.

You can use Zuora as a sub-ledger. After you close your accounting period, the next step is to create summary journal entries in your general ledger. We make this process easier by allowing you to download the accounting period information. This downloads the Summary tab information, but organizes it in a way that allows you to easily create summary journal entries in your accounting system.

Note that you must run a trial balance before you can download the summary information. Running the trial balance generates the information included in the file. 

Differences between the View and the Export

The Accounting Period detail page shows summary information about the transactions in the current accounting period. This includes billing changes (all invoices, adjustments, and credits applied because of credit balances), as well as all changes to the cash and credit balance. This view gives you an overview of what happened in the accounting period. 

The summary information file provides a more detailed view of the transactions. You can use this information to create summary journal entries in your accounting system. 

Exporting Options

You can download and export Accounting Period Summary data to a .csv file from either the Zuora application or through a URL.

If you want to download or export a large CSV file, Zuora recommends you to use text editors other than Microsoft Excel to open the file. The maximum row number that Excel supports is 1,048,576.

Download through a URL

Use the following URL, where accounting period id is  the ID of the accounting period for summary data you want to download for accounting close purposes:{accounting period id}

Note: You can find the accounting period id by viewing the Accounting Period and copying the identifier at the end of the URL. For example, 1z11z0z111223344556677z12z3b4z56.

Download Data from the Zuora Application

  1. Navigate to Finance > Accounting Periods.
  2. Select an accounting period, and click the name of that accounting period for a detailed view. 
  3. On the accounting period detail page, select more > Download Summary Tab Information.
  4. You will be prompted to open or save the file. Select an action and click OK

Exported Summary Information Format

The summary information file shows detailed information about your Billings, Cash, and Credit Balance accounting information.

Accounting Period Information

This section includes basic information about the accounting period, including the accounting period name, the time period, and the status of the accounting period at the time that you generated the trial balance (either Open or Closed).

Transaction Information

The transaction information is separated into two sections. The columns at the left include information about debits and credits. You can copy this information to create summary journal entries in your accounting system. 

The columns to the right describe how Zuora Finance calculated the debits and credits. This detailed information shows posted invoices, adjustments, payments, refunds, and other transactions. 

The following shows a sample summary tab file (click for a larger view): 

Summary Tab Download

Billings Information

This section lists the billing transactions, including posted invoices, additional charges and credits, and changes to the credit balance from invoices. This section also shows your NET BILLINGS, which is the sum of the billing data. 

Cash Information

This section includes debits to the accounts receivable, and credits to bank accounts. This includes credits, payments, refunds, and credit balance adjustments from payments and refunds. 

This section also shows your NET CASH, which is the sum of the cash data. 

Credit Balance Information

This information is included only if you are using Zuora's credit balance features. This section does not include journal entries, because they are included in the Billings and Cash sections. Instead, this section summarizes all changes to your credit balance account. 

The following shows a sample summary tab file:

Credit balance information

This section also shows your CHANGE IN CREDIT BALANCE, which is the sum of the credit balance data. 

Credit Balance Information for Billings and Cash

In the Billings section, Zuora Finance separates credit balance adjustments from regular invoices, because these items require different journal entries.  In the Cash section, Zuora Finance separates regular payments (Net Payments (Accounts Receivable)) from overpayments (Net Credit Balance (customer cash on account)) so that you can more easily create journal entries. 

Even if you use the same accounting code for normal payments and overpayments, Zuora Finance will separate them into different sections because you will create different journal entries that result from these items. As a best practice, Zuora recommends that you use different accounting codes for regular payments and overpayments. Similarly, we recommend that you use different accounting codes for regular refunds and credit balance refunds, and regular invoices versus credit balance adjustments.