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Accounting accountant report (PDF reconciliation)

Accounting accountant report (PDF reconciliation)

Last updated: February 3, 2026

The Accountant report is your accountant-ready reconciliation document. It’s designed to explain—month by month, and year-wide—how money moves from:
  • Customer payments (income)
  • minus Alba’s billed fees (invoices)
  • minus payouts from the payment provider (what hits your bank)
…into a clear opening balance and closing balance.
If you’ve ever wondered “why doesn’t the payout match the month?”, this report is the cleanest answer.

Where to find it

Go to Admin panel → Location → Accounting → Accountant report.
Depending on language, the page title may show as Accounting (Regnskap).

What this page is for (and when to use it)

Use the Accountant report when you need to:
  • Reconcile revenue, fees, invoices, and payouts
  • Explain timing differences (sales vs invoicing vs bank deposits)
  • Produce a clean PDF for bookkeeping or your accountant
  • Track opening and closing balances from period to period
This is not an operations report. For daily performance and activity, use Statistics.

What reports are available


Monthly accountant report (most commonly used)

This is the primary month-end reconciliation.
  • Period selector: You choose a completed month (shown as YYYY-MM).
  • Current month is not available (to avoid partial accounting periods).
  • You typically get the last 12 completed months as options.
  • Click Generate accountant report to open a PDF in a new tab.

Availability rule (important)

A monthly report is only available after the month has been invoiced.

If the invoice isn’t ready yet, you’ll see a message like:

  • “The accountant report is only available after the month has been invoiced…”
That’s intentional: it ensures the report includes the final billed fees for the month.

Yearly accountant report

This is a higher-level view for a whole year (or year-to-date).
  • Year selector: available from 2024 and onwards
  • Click Generate yearly report to open a PDF

Availability rules for yearly reports

  • Past years: only available once all 12 months have been invoiced.
  • Current year: generated as year-to-date, and only includes the months that are already invoiced.
The PDF will show exactly which months are included.

How the reconciliation works (the simple mental model)

Think of the report as a “balance tracker” that ties together three timelines that don’t always match:
  • Revenue: grouped by when customers paid
  • Alba fees: grouped by the invoice period (normal accounting treatment)
  • Payouts: grouped by the date money was paid out by the provider

Opening balance (IB)

This is “what was still outstanding at the start of the period”.

In practice, it represents:

  • total historical customer payments
minus total historical Alba invoices
minus total historical payouts

Closing balance (UB)

This is the “new outstanding balance” after this period’s movements.
The report uses the reconciliation formula:
Closing balance = Opening balance + Income − Alba fee billed − Payouts received
The closing balance for one month becomes the opening balance for the next month.

What you’ll find inside the PDF


Always included (monthly and yearly)

  • Opening balance (IB) and Closing balance (UB)
  • Income for the period (refunds reduce income)
  • Alba fee billed for the period (from invoices)
  • Payouts received in the period (settlements actually paid out)
  • A category breakdown of income (refunds reduce the original category)

Tax / VAT overview (only when relevant)

If your location has VAT/tax configured (> 0), the PDF also includes a simple tax overview:

  • Estimated tax/VAT on venue sales by category (informational helper)
  • Tax/VAT on Alba’s services (should match the tax lines on Alba invoices)

Monthly-only extra fields (informational)

The monthly report may also include extra lines that help accountants understand cashflow mechanics, such as invoice-related movements and “accrued, not yet invoiced” estimates.

Yearly-only extra content

The yearly report can include:

  • A month-by-month breakdown of categories (for the included months)
  • Whether the report is year-to-date
  • The first and last included month

Refunds and the special 2025 adjustment (only for some months)

Refunds generally reduce the month’s income (they appear as negative amounts).
For some months in January–November 2025, the report may also show:
“Historical refund adjustment (covered by Alba)”

What it means (in plain language):

  • It’s a historical correction line related to how refunds were handled earlier in 2025.
  • It’s informational only, covered by Alba.
  • It does not change the opening/closing balance formula in the report.
  • From December 2025 onwards, this correction is no longer needed.

How accountants typically use this (quick checklist)

  • Check continuity: last month’s closing balance should match this month’s opening balance.
  • Verify income: does “Income for the period” match your expected card revenue?
  • Match Alba fee billed: reconcile it against Accounting → Invoices.
  • Match payouts received: reconcile it against your bank statement and Accounting → Settlements.
  • If there’s a historical refund adjustment line (2025 only), treat it as an explanation note rather than a separate item you need to “fix”.

Summary

The Accountant report gives you:
  • Accountant-ready PDFs (monthly + yearly)
  • A clear opening/closing balance model that reconciles timing differences
  • Income, invoices/fees, payouts, and category breakdowns
  • Optional VAT/tax overview (when configured)
Use it as your authoritative accounting reference, and use Statistics for operational insight.