The five layouts

Choose the layout that matches your accounting software, so your invoice file uploads without changes.

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What it is#

Each accounting package expects its invoice file in its own shape: its own columns, its own order and its own limits. RotaRound has five ready layouts. Four match the most common accounting software, and the fifth is a plain spreadsheet for whoever does your books.

The layout only changes how the file is laid out. Which visits are included, the invoice numbers and grouping, prices, VAT and totals are the same whichever layout you choose.

When to use it#

Choose a layout before your first download, and change it if you move to different accounting software.

How to do it#

  1. Press Exports on the dashboard.
  2. Under Export settings, choose your software in Accounting software. Until you do, the page says "Choose your accounting software first."
  3. Check Sales account code, VAT rate name and No VAT name. Match each one to the name in your accounting software so the file uploads without changes.
  4. Press Save export settings.
  5. Once saved, the card shows one line with your choice and your next invoice number. Press Change to change it, or Customise columns to adjust the layout.

What your customer sees#

Nothing. The layout is for your accounting software only.

What happens next#

Every download after this uses the layout you chose. The main button gives a CSV file. The Excel button beside it gives the same visits as an Excel file.

Some layouts have limits on how much one file can hold. When a download is larger, it comes as several files, numbered in order, and you upload each one.

One layout puts one row on each invoice with the totals, and the visits on a second sheet. The others put one row for each visit. The How the upload works notes on the Exports page tell you which applies to your choice, and how to upload it.

Good to know#

  • The sales account code starts as "200". The VAT names start as "20% (VAT on Income)" and "No VAT".
  • Changing layout does not change invoices already downloaded. A download again gives the file exactly as it was.
  • The article on uploading names each layout and its upload notes.
  • Nothing here differs between automatic mode and self mode.

Not what you needed? Contact us and say what you were trying to do.