Accounting export bundle

The accounting export creates a private ZIP file for the venue owner. It contains CSV files, a manifest.json, and a row dictionary for the selected date range.

TL;DR

• Accounting export creates an owner-only ZIP of CSV files for accountant handoff.
• Choose service date or payment date before generating the bundle.
• Generated ZIP files expire after 48 hours, but history, warnings, and handoff notes remain visible.
• This is a data extract and card-settlement handoff, not bank reconciliation or tax advice.

Files

The bundle includes:

• sales_summary.csv
• sales_line_items.csv
• transactions.csv
• tax_summary.csv
• stripe_payouts.csv
• stripe_balance_transactions.csv
• external_card_tenders.csv
• till_closes.csv
• gift_cards.csv
• customer_credits.csv
• packages.csv
• memberships.csv
• discount_redemptions.csv
• tips.csv
• refunds_voids_forfeits.csv
• row_dictionary.csv
• manifest.json

manifest.json records the schema version, venue snapshot, selected date basis, generated time, expiry time, source tables, warnings, file names, row counts, and file hashes.

The Accounting Export page also shows an included-files checklist before generation. Files are grouped by revenue/tax, payment clearing, prepaid liabilities, and bundle evidence so you can see which CSVs and mapping areas your accountant will receive before creating the ZIP.

Date Basis

You must choose a date basis before generating the export.

• Service date groups completed orders by the service/order completion date.
• Payment date groups tenders by the transaction date.

Use the basis your accountant requests. If both views matter, generate one export for each basis.

The end date must be on or after the start date. OpenChair shows this before generation so an invalid period does not create an export job.

Liability Movement

Gift cards, customer credits, prepaid packages, memberships, and tips appear in separate CSV files so your accountant can review revenue and liability movement outside the sales rows.

Missing account mappings do not stop generation. They appear as warnings in the app and in the manifest so the accountant can decide how to code those rows. The setup groups mappings into revenue/tax/discounts, liabilities/deferred value, and clearing/fees so owners can fill only the lightweight codes their accountant expects.

Stripe Settlement Evidence

When the venue has a connected Stripe account, OpenChair fetches payout and balance transaction rows server-side during generation.

• transactions.csv is the local tender ledger. Stripe-backed rows include Stripe charge, balance transaction, payout linkage where assigned, known fees, net settlement, fee data quality, and card brand/last-four snapshots where OpenChair already stored them.
• stripe_payouts.csv is payout summary evidence: payout id, arrival date, status, amount, currency, and failure detail.
• stripe_balance_transactions.csv is line-level Stripe settlement evidence for charges, refunds, adjustments, disputes, application fees, payout fees, gross, fee, and net movement where Stripe exposes it.

If Stripe data is unavailable or partial, the export can still complete and records warnings in the app, manifest.json, and the accountant handoff note. Rows with missing settlement detail should be reviewed against Stripe before treating the bundle as final payout reconciliation. External-card rows are terminal references only; OpenChair does not know the fees charged by a separate EFTPOS provider.

Retention

Generated ZIP files expire after 48 hours. The job history, manifest summary, warnings, handoff note, and audit trail remain visible after the artefact expires. Audit and expiry timestamps are shown in UTC for a stable accountant handoff. Regenerate the export to download a fresh ZIP.

Reviewing an Export

The export history shows each job's status, period, date basis, warning count, file count, row count, and download expiry. Failed and expired rows include a short review note so owners can see whether to retry or regenerate. Completed exports can be expanded to review the manifest file list before download, including row counts, data quality labels, file hashes, schema version, generated time, source-table count, source-table names, and the warning review items recorded for that export. Constrained desktop and narrow web screens use compact review cards so period, status, actions, and manifest detail stay visible without sideways table scrolling; very wide screens use a table. Screen-reader users receive polite history status updates while queued or processing jobs refresh. Use the copy manifest summary action when you want a short review note with row totals, warning count, warning next steps, data-quality counts, source-table names, and the bundle hash.

Warnings are review items, not automatic failures. Each warning includes a next step so the owner can decide whether to regenerate, attach another source export, or keep the note with the handoff. When OpenChair can link safely to the relevant local review area, such as account mappings, the warning card includes that action. Keep the warning notes with the accountant handoff when a bundle includes open orders, unsynced offline transactions, missing till closes, missing mappings, or unavailable Stripe payout data.

Accountant Handoff

Send the ZIP to your accountant with the selected date range and date basis. Use the copy handoff note action from export history when you want a short summary of the period, basis, bundle hash, source tables, row totals, warning review details with next steps, expiry, and file list. If the ZIP artefact has expired, the handoff note remains copyable and tells the accountant that a fresh ZIP needs to be regenerated. The row dictionary explains the columns in each CSV. This export is a card settlement handoff and data extract, not bank reconciliation or tax advice.