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Must know
  • Money reports need View Financials. Staff without it don’t see the Revenue, Invoices, Payments, Ledger or Tax & Receipts types, even when your plan includes Reports. The fix is their role, not your plan.
  • Tax Collection is net. It shows tax collected on settled invoices minus tax refunded, by month. Sales count on the invoice date and refunds on the day they settled.
  • The General Ledger and Revenue reports leave tax out. The Payments > Revenue Ledger does not: it splits each payment into GL-coded revenue, sales tax, service fee and surcharge rows.
  • Aged Receivables is as of a date and includes a Not yet due bucket.
Where to find it. Click Reports in the sidebar, then pick a type. Each report is a tab across the top, and the tab uses a short name (for example Settlements). The report’s full title (Adyen Settlements) shows above the table. Which report answers what. Revenue. Tabs: By Program, By Product, By Category, Details, Monthly and By Category × Location. By Program lists Program, Status, Athletes, Gross, Discounts, Net Revenue and GL Code. By Product also needs the Store. Invoices. Tabs: Detailed, Summary, Unbalanced and Aged Receivables.
  • A balance is owed only on sent, overdue and partially paid invoices. Invoices imported as paid count as paid in full, and chargebacks show in a Charged Back column.
  • The processing fee (Fee on Detailed, Payout Processing Fee on Unbalanced) shows only when a card or bank payment came in.
  • Unbalanced flags invoices whose total is not subtotal + tax + service fee + surcharge, whose subtotal doesn’t match their line items, or that are overpaid. A processing fee never puts an invoice here by itself: the Issue column says why it’s listed (Subtotal≠Lines, Total≠Charges or Overpaid), and Payout Processing Fee is shown for information only, because it comes out of your payout, not the family’s total.
  • Aged Receivables buckets each open balance as Not yet due, Current (0 to 30), 31 to 60, 61 to 90 or 90+, as of the As of date. Drafts and cancelled invoices are left out.
Payments. Tabs: Payments Summary, Invoice Reconciliation, Payment Reconciliation, Revenue Ledger, Settlements, Gift Cards and Gift Card Activity.
  • On Payment Reconciliation, only card and bank (ACH) payments are expected to match a processor transaction. Cash, cheque, e-transfer, bank transfer, account credit and gift card payments show No PSP (expected).
  • Revenue Ledger shows a Heads up banner: refunds are not subtracted, and tax, fees and surcharges get their own rows.
  • Settlements shows Gross, Uplifter Commission and Net.
  • On Gift Cards, Outstanding Liability counts every card, whatever its issue date. The rows and Total Redeemed (net of refunds) cover cards issued in the date range. Gift Card Activity lists every change on a card. Both need the Gift Cards feature. See How do I use the Gift Cards and Gift Card Activity reports?.
Ledger. General Ledger lists Manual, Revenue and Gift card entries (Date, Source, Reference, GL Code, Description, Debit, Credit). Only fully paid invoices count, dated by invoice date. GL by Account totals each code and has a Location filter; picking a location leaves out gift card spending. Tax & Receipts. Tax Collection has the columns Month, Invoices, Tax Collected, Tax Refunded, Net Tax and Gross Volume, and its date filter reads Invoice or refund date. A month with only refunds still gets a row. If you charge named taxes such as GST or HST, you also get a card per tax name, for example HST Net. Payment Receipts lets you search by invoice # or guardian and click Print on a matching invoice. It has no Export. Dates, exports and limits. Report dates and monthly totals follow your club’s time zone, and the date range carries across tabs and reloads. Click Export to choose CSV or Excel, your columns, then Download. A report that hits its limit shows This report hit its row limit and marks affected cards Partial. See How do I run, filter, and export business reports? and How do I save and share a report view?. For revenue trends as charts, use the Analytics dashboard. Related: How do I run, filter, and export business reports? · Which reports are available, and what does each one show? · What are GL codes and my chart of accounts? · How do I set up sales tax at checkout?