Monthly Closing with the Accounting Journal Report
Overview
Section titled “Overview”The Accounting Journal Report turns your e-money transactions into journal data (CSV / XLSX) that accounting software can import directly, such as freee, Money Forward Cloud, or Yayoi.
It covers charges, payments, Points, expiration, refunds, cancellations, and credit card settlement deposits, aggregated into daily double-entry journal slips. Monthly bookkeeping that used to mean typing numbers from the Reports screen becomes importing a file that arrives every month. The file can also be emailed directly to your accounting staff or tax advisor.
⚠️ This page provides general guidance. The account names and tax categories in the report are general examples. Appropriate accounting treatment depends on your business. Confirm the report settings and output with your tax advisor before use.
Only two decisions to make
Section titled “Only two decisions to make”To start using the report, you decide just two things:
- Where sales are recorded — determined by how your shop uses its POS register
- How Points are journaled — when in doubt, choose the sales-discount method
Each is explained below.
Where sales are recorded
Section titled “Where sales are recorded”When creating a report you answer Where should sales be recorded? This chooses which ledger is the source of record for sales.
Record sales in POS
Section titled “Record sales in POS”For shops whose sales already flow from the POS register into accounting software, with the e-money as one of its payment methods. The report records no sales and only fills in what the POS cannot see:
- Unearned revenue from credit card charges and Gift issuance
- Point usage, Point Reward, and Point expiration entries
- Entries that clear the payment clearing account recorded by the POS
Configure the POS to record e-money payments to a dedicated payment method (the clearing account) at the same time as the sale. The report’s payment entries clear this account, preventing sales from being recorded twice.
This option works only when every e-money payment, including cancellations, goes through the POS register. If payments outside the POS are mixed in, the clearing account will not net out and those sales will not be recorded in either ledger.
The daily clearing balance may not be zero because the POS business-day cutoff can differ from the calendar day. A zero balance at month end is what matters.
Record sales in this report
Section titled “Record sales in this report”For shops that do not use a POS register and complete sales entirely through their e-money. Every entry, including sales, is in this one report.
There is one requirement: the report treats all sales as 10% taxable sales. If you sell reduced-tax-rate (8%) items, or need item-level or department-level records, make a POS with item data the source of record and use the previous option instead.
How Points are journaled
Section titled “How Points are journaled”On Accounting Journal Report Settings, choose one of two methods:
- Record redeemed points as a sales discount: Point issuance and expiration are not journaled; redeemed Points are recorded as a sales discount. This produces fewer journal lines and is the simpler choice.
- Record issued points as promotion expense and point liability: a promotion expense and point liability are recorded when Points are issued, and the liability is tracked on the balance sheet. For businesses that want to see their Point balance as a liability.
If you are unsure which fits, export the same period with each method and compare the results with your tax advisor. You can switch the setting and re-export the same period as many times as you like before importing.
Match account names to your accounting software
Section titled “Match account names to your accounting software”The report uses standard account names such as unearned revenue and sales. If your accounting software uses different names, open Customize account names in Accounting Journal Report Settings and add replacements. Removing a replacement restores the standard name.
- Manual Charges: Charges created manually in the Shop App are recorded as cash for convenience. If you receive the funds another way, customize the account name or adjust the entry in your accounting software.
- Charge cash kept in the POS drawer: if cash received for Charges is stored in the POS drawer, record it in the POS as a non-sales receipt using a deposit account, and customize the report’s cash account to the same name. The register cash and the ledger then match without double counting.
Receive the report automatically every month
Section titled “Receive the report automatically every month”Add a monthly schedule for Accounting Journal Report (Double-Entry) in the export screen. The previous month’s file is created automatically. Add your accounting staff or tax advisor as an email recipient and the file arrives every month, ready to import.
Import into accounting software
Section titled “Import into accounting software”The CSV is a general-purpose 12-column format containing the date, slip number, debit and credit accounts, tax categories, amounts, and description. Map these columns when importing the file.
- Do not import the same period twice. Each description contains its aggregation date, so duplicates can be checked mechanically.
- When first adopting the report, enter the current Charged Balance (unearned revenue) and similar balances once as opening balances in your accounting software. The report covers subsequent changes.
Credit card settlement deposits
Section titled “Credit card settlement deposits”Credit Card Charges are recorded as accounts receivable. When a settlement from the card company completes, the report outputs the deposit, processing fee, tax on the fee, and clearing of the receivable. The settlement entry uses the actual deposit date, so even when the closing period and the deposit month differ, it appears in the deposit month’s report.
Settlements received through providers other than Pokepay’s standard card payment provider are not included. Clear those receivables manually.
What happens after settings change
Section titled “What happens after settings change”The Point journal method and customized account names are shared across the e-money and apply to every report generated after the change. Re-exporting a past period also uses the current settings.
Existing files and journals already imported into accounting software do not change automatically. Ask your tax advisor how to adjust previously imported periods after changing the settings.
