Financial Data Exports

FlexotiumPOS is designed to be the source of truth for your trading data — and to make that data easy to get out in whatever format your accounting workflow requires. All financial exports are accessible at Settings → Data → Export or from within individual Reports.

Running a Full Transaction Export

A transaction export contains every sale, return, void, and payment event for a period you define.

Go to Settings → Data → Export → Transactions
Set the date range — for monthly close, set it to the first and last day of the month
Choose format: CSV (recommended for accounting software import) or JSON (for custom integrations)
Optional: filter by payment method, location, or cashier
Click Generate Export
A download link is emailed to you when the file is ready (typically within 2 minutes)

The export includes one row per transaction line item, making it suitable for direct import into most accounting systems without transformation.

The VAT-Ready CSV Format

The CSV export is structured to comply with Making Tax Digital (MTD) requirements:

| Column | Description | |--------|-------------| | transaction_date | Date of sale (YYYY-MM-DD) | | transaction_id | Unique reference | | product_name | Product description | | vat_rate | Applied VAT rate (20, 5, 0, or Exempt) | | net_amount | Sale amount excluding VAT | | vat_amount | VAT charged | | gross_amount | Total including VAT | | payment_method | Cash / Card / UPI / Other | | cashier_name | Staff member who processed the sale |

This format meets HMRC's digital record-keeping requirements for VAT-registered businesses and can be submitted directly to MTD-compatible bridging software.

Mapping to Your Chart of Accounts

Xero

Export the monthly transactions CSV from FlexotiumPOS
In Xero, go to Accounting → Import → Bank Transactions
Map the columns:
- transaction_date → Date
- gross_amount → Amount
- transaction_id → Reference
- product_name → Description
After import, use Xero's bank rules to automatically code transactions to the correct account codes

For a cleaner import, use the Daily Summary CSV (one row per day) rather than the transaction-level CSV. This reduces the number of lines and makes reconciliation against your bank statement more straightforward.

QuickBooks

Export the monthly transactions CSV
In QuickBooks, go to Accountant → Import Data → Transactions
Column mapping:
- net_amount → Sales (income account)
- vat_amount → VAT Liability account
- payment_method:cash → Cash account
- payment_method:card → Stripe Clearing account
Review the mapped transactions and click Import

Create a Stripe Clearing bank account in QuickBooks for card transactions. Card receipts go in, Stripe payouts go out. The balance should be near zero after each payout cycle, making reconciliation straightforward.

Sage

Export the monthly transactions CSV
In Sage, go to File → Import → Sales Transactions
Sage expects columns in this order: Date, Reference, Description, Net Amount, VAT Rate, VAT Amount
The FlexotiumPOS CSV matches this order — you can import without column re-mapping
After import, run Bank Reconciliation against your bank statement

Scheduled Monthly Export

Automate your month-end data pull:

Go to Settings → Data → Automated Exports → New Schedule
Set Type: Transaction Export (CSV)
Set Frequency: Monthly, on the 1st
Set Period: Previous calendar month
Enter your email and optionally a cloud storage destination (S3, Google Drive)
Click Save

On the 1st of each month, you'll receive last month's complete transaction data ready for import into your accounting system.

Data Retention and Your Rights

FlexotiumPOS retains your financial data for 7 years by default. You can export your complete data history at any time — including historical data from before you set up automated exports. If you ever migrate to a different platform, use the Full Data Export feature (Settings → Data → Full Export) to get a complete copy of everything.

If you need to delete a specific customer's personal data (GDPR right to erasure), use Customers → [Name] → Anonymise. This replaces personal identifiers with anonymised tokens while preserving the transaction records for accounting and legal purposes.

Congratulations — Finance & Reporting Path Complete!

You've completed the Finance & Reporting Guide. You now know how to process invoices with OCR, manage the approval workflow, generate VAT-compliant sales reports, audit transactions, and export data for your accounting system.

Return to the Academy to explore other role paths, or share individual lessons with colleagues who need a refresher.

Export & Portability