Accounting Exports
Configure exports that send structured payment data from Itsy to your accounting system as plain CSV files.
Accounting exports are workspace-level configurations that define exactly what data leaves Itsy for your accounting system. Unlike the built-in reports -- which are for viewing and analyzing data on screen -- an accounting export is set up once by an admin and then downloaded by anyone as a plain CSV for any date range.
Itsy sends a feed; your accounting system keeps the book. The exports carry no running balances and nothing is marked reconciled. They are chronological lists of cash movements that your accounting system imports and posts against its own chart of accounts.
Available exports
| Export | What it contains | Link |
|---|---|---|
| Payment Ledger | One row per payment, cash in and out. Columns and their order are configurable. Includes payments on cancelled orders. Downloads as a plain CSV. | Full documentation |
How it works
- An admin navigates to Reports > Accounting and sets up the export -- choosing which columns appear, their order, and any scope or date-anchor settings.
- After setup, anyone with access opens the same page, picks a date range, and sees the rows on screen.
- The rows on screen are the file. Click the download button to get a plain CSV.
Who can do what
| Action | Who |
|---|---|
| Set up or change export settings | Admins only |
| View the export and download | Any user |
| Which rows you see | Your segment access, intersected with the export's segment scope |
Settings panels open read-only for non-admins, so you can see the configuration without being able to change it.
Key design choices
These apply across all accounting exports:
- Plain CSV, not ZIP. Accounting importers generally cannot read an archive, so the file downloads without packaging.
- Configurable columns. You choose which columns appear and drag them into the order your accounting system expects. The column order in Itsy is the column order in the file.
- Payments on cancelled orders stay in. Money that moved has to stay booked. A cancellation that genuinely moved money back produces a refund row.
- Failed payments are never included. Nothing that did not settle should reach your books.
- A deduplication key on every row. Each export type has a reference column (e.g., Payment Reference for the Payment Ledger) that lets your accounting system recognise a row it has already imported. Overlapping date ranges are expected -- the key prevents double-posting.
- Periods end yesterday by default. Today is still open, so a partial day belongs in tomorrow's file. Only a custom range can include today, and Itsy warns you when it does.
How it connects
- Payment Ledger -- The first and currently only accounting export. Covers all payment transactions.
- Payments report -- The on-screen report for viewing and analyzing payment activity. It has its own filters, saved views, and ZIP export, separate from the accounting export.
- Payment Methods -- Where the accounting code on each payment method is set. Fill these in before relying on an accounting export.
- Segments -- Exports can be scoped to specific segments so each brand or business unit gets its own feed.
Supplier Lists
Build passenger manifests, rooming lists, and other operational lists to send to your suppliers.
Payment Ledger Export
Configure a payment export once -- columns, order, segments, date anchor -- then download it as a plain CSV for any date range and import it into your accounting system.