The zistemo Payments Collected is a quick and handy reporting tool which helps freelancers, startups and small businesses. Use the ‘Payments Collected’ to see how much money you have received from your clients.

Where can I find the ‘Payments Collected’?

You can easily access it by going to: ‘Reporting’ -> ‘Accounting Reports’ and choose ‘‘Payments Collected’.
Here you can customize, filter and organize data in many ways, for instance, you can group information by invoices, clients, payment methods, date or amount – just click on this green parameter in the table header.

You can also filter information by date range, clients and payment methods.

If you want to print this report – simply do it by clicking the ‘Print’ button or export it to PDF, CSV or Excel file by clicking ‘Export as’.

zistemo Payments Collected helps you:

• Monitor and analyze received payments;
• Save time and skip the manual creation of payments collected reports;
• Organize budget information;
• Automate payments reporting;
• Gain quick access to business intelligence & enterprise-wide data reporting;
• Significantly reduce the risk of error throughout the reporting process.

The zistemo Expense Report is a quick and handy reporting tool which helps freelancers, startups and small businesses. Use the ‘Expense Report’ to track your business spending.

Using the Expense Report?

You can easily access it by going to ‘Reporting’, then click on ‘Accounting Reports’ and choose ‘Expense Report’.
Here you can customize, filter and organize the data in many ways, for instance, you can group the information by an expense category, a vendor, an author of the expense, a client or a project (if you have assigned specific expenses to the clients or the projects)

You can filter for expenses by author – the person who claims the expense

If you only want to see the expenses related to some projects, simply pick these specific projects from the special filter:

If you’re interested in viewing the expenses with some statuses – unbilled, billed, non-billable, paid, partial – just pick the statuses yourself from the advanced filter, as shown below:

Also, you can filter for specific currencies:

As well as you can switch to see the amount of taxes in the total expense amount – just mark the ‘Print Taxes’ checkbox:

You can review the expense report in your base currency only:

You can filter data by the Reimbursement (more about expense reimbursement here):

Furthermore, if you want to:
– print this report – just click the ‘Print’ button;
– export it to a PDF, a CSV or an Excel file, simply click the ‘Export as’ button.

The zistemo Expense Report helps you:
– Monitor and analyze spending;
– Automate expense reporting;
– Organize useful budget information;
– Access business intelligence & enterprise-wide data reporting;
– Save the time used to manually create expense reports yourself;
– Significantly reduces the risk of error throughout the reporting process.

Expense Categories Numbers in Expense Report

In the Expense Report, the expense category number appears next to each Category name.

For your convenience and to make it easier for your accountant we’ve added an ‘expense category number’ column to your Excel report. So now you have it all organized:

These are DATEV expense numbers that you can find in Purchases -> Expense Categories.

Very Important: If your company is in Germany, the Expense Categories will have SKR03 or SKR04 numbers:

You can choose SKR03 or SKR04 in the Company Profile Settings:

Therefore these numbers will be displayed in the Expense Report for German companies.

Use filters to view only the data you’re interested in, for instance, you can select the information by date range, projects, staff members, tasks and type of hours.

You can also export the report as CSV or Excel by simply clicking “Export as” or you can print it – click the “Print” button.

Time format

By default, the time format is displayed with a colon (for example 03:15), but it can be shown in a decimal format (for instance 3.25) after checking the box “Time format is decimal” and clicking “Update”.

Note: we don’t just replace the colon with a decimal separator, we also convert standard time format into a decimal number format. So that 3:15=3.25 hrs. or 5:30=5.5 hrs. etc. It can be helpful if you export this report as CSV or Excel – and use different formulas to calculate the information.

On this report, you can filter information by date or choose to display only invoices or only expenses:

You can print this report or export it as a PDF/CSV/Excel file.

This report has one special tool: “Package as ZIP”.

By clicking this button, both you and your Tax Consultant will receive the report in a ZIP file, by email. The file will include all invoices as PDF and expense attachments.

– The Mileage Report 1 (go to: Reporting -> Accounting Reports -> Mileage Report)
– The Mileage Report 2 (path: Reporting -> Client Reports -> Mileage Report)

The Mileage Report 1 (Accounting Reports -> Mileage Report) only shows information about private mileages. By the way, your mileage is Private if you choose this option on the “Mileage” page, as shown below:

The Mileage Report 2 (Client Reports -> Mileage Report) shows information about all mileages. Here you can group info by Member (who created the mileages), Client or Project (to which the mileage is assigned).

Also, you can filter information by date range, clients, projects, mileage status, team members or the compensation – so the report will only feature data related to these parameters.

Next, you can print this report or export as Excel, CSV or PDF files.

1. VAT Report

The VAT Report shows your company’s activity by including the following:
– how much money you got from selling goods or services;
– how much money you spent on purchasing goods or services;
– the VAT amount from sales and purchases, which can be a negative or a positive value.

The VAT Report is divided into two tabs: Sales and Expenses.

The Sales tab
The Sales tab shows the company’s revenue and the related taxes amount. It includes only invoices (active and archived) with the next statuses: “Activated”, “Viewed”, “Disputed”, “Paid”, “Overdue” and “Partial”.
Hint: You can review an invoice by clicking its number in the report table.
The Invoice Amount is split into Net Amount and VAT Amount. The Net Amount is displayed with discount (if a discount is applied).

The Expenses tab

The Expenses tab includes the expenses (active and archived) with all statuses: “Non – Billable”, “Unbilled”, “Billed”, “Partial” and “Paid”.
Hint: You can review an expense by clicking that expense name in the report table.
The expense amount is split into Net Amount and VAT Amount (if the tax is applied). The net amount is displayed without admin fees.

In the report header, you can compare the total net amount of the sales, the total net amount of the expenses and the VAT amount for the current period.

VAT amount from the sales – it’s a summary of invoices taxes for the chosen period ( a month or quarter) – part of products’ cost sold to or paid by the buyer.
VAT amount from the expenses – it’s a summary of expenses taxes for the chosen timeframe (month, quarter) – part of products’ cost purchased by your company.

So:

VAT payable = VAT from sales – VAT from expenses

You can group the VAT Report data by month or quarter – just pick the desired timeframe from the drop-down list.

Another useful tool is the “Taxation” filter, which includes two options: Imputed taxation and Actual value taxation, where:
– “Imputed taxation” displays data for all invoices.
– “Actual value taxation” shows only “Paid Invoices” data.

2. The “Generate VAT Report” function

If you’re interested in a summary of the data comprised in your VAT Report, then you should use the “Generate VAT Report” button. This Report is an extension of the VAT Report and it groups data in 4 blocks: Outgoing VAT, Incoming VAT, Remaining VAT to pay and Sales and Purchases. All the information can be grouped on a Monthly or Quarterly basis, depending on which period is chosen in the VAT Report.
The Report distributes data separately for the foreign clients and the clients located in the same country as the company account.

The block “Outgoing VAT” includes the first, second and third rows of this Report:
1. VAT due in this period on sales and other revenue – it’s the total amount of taxes from the invoices created for clients located in the same country as the company account.
2. VAT due in this period on acquisitions from other countries – it’s the total amount of taxes from invoices created for the foreign clients.
3. Total VAT due summarizes the first row (VAT due in this period on sales and other revenue) and second row (VAT due in this period on acquisitions from other countries).

The block “Incoming VAT” includes the fourth row of this Report:
4. VAT reclaimed in this period on purchases and other inputs (including acquisitions from other countries) – it’s the total amount of taxes for all the expenses created (except non–billable) which are assigned to all clients, disregarding their location.

The block “Remaining VAT to pay” includes the fifth row of this Report and shows the difference between the fifth row and third row of the Report:

VAT reclaimed in this period on purchases and other inputs (including acquisitions from other countries) – Total VAT due

The block “Sales Purchases” includes information about the next row:
– The total value of sales and all other outputs excluding VAT – it’s the total amount of invoices created for all clients. This total amount includes “Discount” and “Without Taxes”.
– The total value of purchases and all other inputs excluding VAT – it’s the total amount of the expenses created (except non-billable), related to all clients. This total amount excludes “Taxes” and “Admin Fees”.
– The total value of all supplies of goods and related costs, excluding any VAT, to other countries – it’s the total amount of invoices created, related only to foreign clients. This total amount also includes “Discount” and “Without Taxes”.

Note: even if you change the country on the “Invoice” page, the amount of this invoice and the amount of taxes will always be related to the country indicated in the address tab of your client. The country in the address tab has a higher priority if it is the foreign client or the client located in the same country as the company account.

You can also download your VAT Report as PDF or Print it:

– Taxable Operation Income – a summary of all taxable items and tasks, included in invoices (active and archived) with the following statuses: “Activated”, “Viewed”, “Disputed”, “Paid”, “Overdue” and “Partial”. These items and tasks are displayed with the discount amount (if a discount is applied) and without taxes amount (if the tax is applied).

– Non-Taxable Operation Income – a summary of all non–taxable items and tasks, from invoices (active and archived) that have statuses such as: “Activated”, “Viewed”, “Disputed”, “Paid”, “Overdue” and “Partial”. These items and tasks are displayed with the discount amount (if a discount is applied).

– Incoming Sales Tax – a summary of all taxes which are excluded from the “Taxable Operation Income” (taxes amount of taxable items and tasks).

In zistemo, “Costs” refers to your company’s expenses (active and archived). The costs in this report show the expenses summary without Taxes and Admin Fees.

The “Cost” category includes next subcategories:

– Direct Cost (includes the Sales Costs, Inventory Purchase, Wage, and Salaries):

  Income – Direct Cost = Gross Profit

– Indirect Cost (includes the Marketing Expenses; Business service; Office; Facilities and Buildings; Cars and Other Vehicles; Properties, Plans, and Equipment; Intangibles; Insurance and Fees, Legal and Accounting Fees; Extra; Sales and No Category).
Note: the subcategory “No Category” includes the expenses without category – in zistemo, it could happen when you automatically create an expense by sending an email – more here. 

Gross Profit – Indirect Cost = Net Profit

– Bank and Financial Cost:

Net Profit – Bank and Financial Cost = Profit Before Taxes

– Taxes (includes the Taxes and Outgoing VAT).
The subcategory “Outgoing VAT” is the taxes summary of the all taxable expenses.

Profit Before Taxes – Taxes = Profit After Taxes

The “Profit and Loss” Report allows you to compare data from a specific period or from the beginning of the year, up to date.
The column “Period” shows the data according to the chosen date range from the drop-down list (or date range from “start date” to “end date” chosen manually).

The column “Year to date” displays data from the start of the year – from the first invoice/expense of the current year to this year’s last-created invoice/expense.
Also, you can use the “Taxation” filter, which includes two options: Imputed taxation and Actual value taxation, where:
– “Imputed taxation” displays data for all invoices.
– “Actual value taxation” shows only “Paid Invoices” data.

At any time, you can export as PDF or print the “Profit and Loss” Report:

Important: the “Profit and Loss” Report doesn’t include the following expenses: Owner Payment and Owner Withdrawal.

More about Imputed and Actual Taxation here and here

Depreciations

For some types of expenses, you can apply a depreciation. These expenses categories could be any of the following:

Office Equipment, Small Equipment, Software, Hardware, Other Office Equipment, Cars, and other Vehicles, Car Purchase, Other Vehicle Purchase, Properties, Plants and Equipment, Land, Buildings, Equipment, Machinery, Deposits, Intangibles, Investments, Patents and Rights, Inventory Purchase, Raw Materials.

Therefore, on the Expense page, choose one of these categories and switch on the ‘Treat this item as an asset’ button as it’s shown below:

Then enter the amount, tax, the asset’s useful life, and its residual value:

Click on the ‘Show the depreciation table’ link to see the depreciation calculation based on the entered data:

Once you save this expense, you will see its depreciation entries in the depreciation table (Purchases -> Depreciations).

This is where you can track the value of this asset.
Each month, the depreciation value will increase according to the Depreciation table so, at the end of the asset’s life, its value will be equal to the residual value.

Depreciations Report

In zistemo reports you can also view your depreciations report and have the total overview.
You can set you date range, the start or end date also. Also you can filter after the current “status”

You also also export as PDF, CSV, EXCEL or jsut print it directly.

Please note that on the date filter, you select the date of the purchase itself, not the depreciation.