Month-End Report

💻 Billing > Month End Rpt

This guide walks through the Month End Report step by step, using one worked example month (June 2026) so you can follow every number. It is written for centre admins and bookkeepers. No accounting background needed, though your accountant will recognise the concepts.

OWNA bills by the week (Monday to Sunday), but months don't end on Sundays. June 2026 ends on a Tuesday. In the transaction log, a whole week's fees are dated on the Sunday of that week - so the week below would normally land entirely in July, even though two of its days belong to June:

Figure 1 — The "straddling week": billed as one week, dated Sun 5 Jul, but its first two days fall in June.

Figure 2 — The filter bar. The Close Month button appears only after generating a whole-centre report.

• Date period - defaults to the previous full calendar month. You can run any range up to 6 months.
• Family - leave on All Families for month-end. Selecting one family produces a mini version of the same report for that account.
• View - All Transactions is the normal report. Adjusted Transactions is the audit view (section 6).
• Click Generate Report.

When to run it: CCS clears in arrears, so run your month end 1–2 weeks after the month ends, after your usual balancing/invoicing cycle. Run it earlier and the CCS column will be understated simply because the money hasn't arrived yet.

One row per day that had activity. Our example family attends Mon–Thu; fees for the two children total $314.00 a day, CCS covers $218.06 and NSW fee relief $2.07:

Figure 3 — Daily Summary for June 2026 (one family shown for simplicity).

How to read a row: on Mon Jun 1, the family was charged $314.00 in fees; CCS covered $218.06 and state funding $2.07, leaving a "gap" of $93.87 that the family owes. On Thursdays, a $375.46 direct debit lands, so the day's net movement goes negative - the family's balance went down that day.

CR and DR in the totals: DR (debit) means family balances went up - charges. CR (credit) means they went down - subsidies, funding and payments. Simple check that always holds:

Below the summary is every allocated line — the drill-down your accountant can trace:

Figure 4 — Allocated Transactions. Note the GL Code column and the coloured audit labels.

• GL Code - transaction items stamped with a GL code (like the Cake Fee) show it here, and it flows into the journal export (section 8).
• GST - GST-inclusive items show 1/11th of the amount. Standard childcare fees and CCS are GST-free and show blank.
• Coloured labels mark rows that need an accountant's eye:

This panel is the accountant's favourite part. It answers: "can I trust these numbers?" using two identities that must always hold. Here's a real-shaped example:

Figure 5 — Control Totals with the allocation bridge.

• Opening Balance - what all families together owed at the start of June: $31,468.84.
• Ledger Movement - adding up every transaction dated inside June, balances fell by $11,413.68. This is the raw transaction-log view.
• Closing Balance - opening + movement: 31,468.84 − 11,413.68 = $20,055.16. If the period ends today or later, the report also compares this against the live family balances and shows green/red.
• Allocated Net Movement - June's movement once every dollar sits on its true date: $2,339.61 DR. This is "the June number" for reporting.
• Timing difference - the gap between the two views, and the bridge explains all of it:
• Allocated in $2,325.49 DR - the Jun 29–30 straddling days pulled into June (their ledger entry is dated July).
• Allocated out $11,427.80 CR - mostly May's trailing-week CCS that cleared in early June, pushed back where it belongs.

2,339.61 − (−11,413.68) = 13,753.29 ✓ and 2,325.49 − (−11,427.80) = 13,753.29 ✓

Remember: CR figures are negative in the maths. The two checks above ties to the cent on every run — if they ever didn't, that would indicate a fault worth reporting. Ledger Movement and Allocated Net are meant to differ; the difference is precisely the month-end cut-off adjustment this report exists to compute.

• backdated entries made after the period ended,
• prior period late arrivals booked into this period, and
• deleted entries removed after the period ended (audit-only, excluded from totals).

Figure 6 — Adjusted Transactions view: yellow = backdated, red = deleted, blue = prior period.

Why this view can show more than the variance banner: this view lists everything entered after the period ended. The closed-month variance (section 7) only counts changes after the close date. Entries backdated between period end and your close are in this view but were already inside the snapshot - that's expected, not a discrepancy.

When the numbers are final, click Close Month (whole-centre, All Transactions run only) and confirm. OWNA re-generates the report fresh and stores a snapshot - your locked statement of record: every allocated row, all control totals, who closed it and when. Every close is also written to the System Audit Log.

From then on, re-running that period shows a status banner:

Figure 7 — Green: the closed month hasn't moved. Red: something changed after close, broken down by category.

If the banner goes red: switch to Adjusted Transactions to find what changed (the labels tell you who/when), then either book the difference in the current month or, if the change genuinely belongs in the closed month, click Re-Close Month (v2). The old snapshot is kept and marked superseded, so there is always a full history of what was reported and when.

Below the report is the Journal Export panel with two tabs.

Enter the account codes from your accounting system's chart of accounts — ask your accountant to fill this in once:

Why clearing accounts? Your bank feed in Xero/MYOB records the actual cash. If the journal posted CCS and payments straight to the bank, income would be counted twice. Instead, the journal posts them to clearing accounts, and your bookkeeper matches bank feed lines against those accounts - they should return to zero each month.

Transaction items stamped with their own GL Code in OWNA override these defaults, so a "Late Collection Fee" can post to its own account while everything else uses the mapping.

Once the month is closed, the panel shows a balanced journal preview built from the snapshot:

Figure 8 — Journal preview (always balances — debits equal credits) and the export options.

• Download Journal - pick your accounting system's tile and download a ready-to-import file. Import it via your package's journal import screen.
• Push to Xero - connect once per session, choose the organisation, and push. The journal lands in Xero as a DRAFT manual journal for your accountant to review and post. The Xero journal ID is recorded against the snapshot.

Exports only work on a closed month and always generate from the snapshot, so what reaches your accounting system provably matches the locked statement of record, even if the live ledger moves later.

• They're the same money on two different date bases. The ledger dates weeks on Sundays and CCS on clearing dates; the report re-dates everything to actual session dates. The difference is your month-end cut-off adjustment, and the bridge itemises every dollar of it. Across a full year, the differences cancel out exactly.

• Different baselines: the Adjusted view shows everything entered after the period ended; the variance counts only changes after the close. Anything backdated between the period end and your close date appears in the Adjusted view but was already inside the snapshot.

What counts as a Prior Period Adjustment?

• A week-keyed amount (usually CCS) whose care week is 15+ days before the report start, landing in this period's ledger - e.g. January CCS paid in May. It shows in the month it arrived, tagged with its care week. Recent trailing weeks (within 15 days) are not treated this way - they belong to last month's normal late close.

Can I re-run an old month?

• Yes, any time. If it was closed, the banner instantly tells you whether it still matches what you reported. The archived Excel plus the snapshot are your statement of record; re-runs are for investigation.

• Admin staff with CCS access. Every close, re-close, export and push is written to the System Audit Log with the staff member and timestamp.

1. Was balancing run recently?
2. Is the stored-balances check red? (Rebatch the affected families.)
3. Check the Adjusted view for backdated/deleted entries. 
4. If the bridge components don't sum to the timing difference, contact OWNA support - that specific tie is guaranteed.