Reports guide: Accounting

This guide covers the 5 reports for accounting and month-end figures. New to reports? See Run, schedule and read reports to learn how to run, schedule and read them.

In this article

• Accounting: Bookings
• Accounting: Credit Trace
• Accounting: Credits
• Accounting: Events
• Accounting: Unused Credits

Accounting: Bookings

What it does: Lists every booking for classes whose class start date falls in your chosen range, with the value of each booking. Refunded bookings are left out by default; late cancellations, no-shows, attended and upcoming bookings are all included.

Why use it: To see the revenue earned from classes in a period, such as a month-end recognised-revenue figure, split by credits or memberships, location, class type and instructor.

Filters

What's in the file: One row per booking, sorted by booking ID. Columns: ID, Event ID, Customer ID, Slot Label, Event Start Date, Event Start Time, Event Type, Studio Name, Location Name, Instructor First Name, Credits Used, Paid Value, Booked Using, Credit Types Used, Subscription Name, Subscription ID, Subscription Invoice ID, Attended DateTime, Booked At, Status.

Good to know

• Paid Value for credit bookings is the price paid for the credits used.
• Paid Value for membership bookings is the membership invoice covering the class date, divided by the plan's bookings-per-period allowance, times the credits used. It is 0 when Include Membership Revenue is No, and 0 for unlimited plans (no allowance).
• Status is one of Booked, Attended, No-show, Late Cancellation, Cancelled or Refunded, worked out when you run the report.
• Video bookings are included.

Accounting: Credit Trace

What it does: For a single credit number, shows when the credit was created, for which customer and by whom (the customer or a staff member). It then shows the credit's current status: unused, booked, used (with the booking number and class start time), expired (with the expiry date) or refunded (with the refund date).

Why use it: To answer a question about one specific credit, such as whether it was used and on which booking.

Filters

What's in the file: One row with a single Log column holding a short text summary.

Good to know

• The log shows the credit's creation and its status at the time you run the report, not every change along the way. A credit that was booked, cancelled and rebooked shows only its latest state.
• If the credit number doesn't exist, the file is empty.

Accounting: Credits

What it does: Lists credits in customer accounts, filtered by status and by the date of your choice. Status is judged as at the end of the To date.

Why use it: For accounting snapshots: credits sold in a month (by created date), credits used on classes in a month, or credits that expired in a period, with their value, tax, discount and cost centre.

Filters

What's in the file: One row per credit. Minimal columns: ID, Customer ID, Credit Type Name, Bundle Handle, Cost Centre, Price Paid, Tax Paid, Discount Applied, Discount Reason Name, Payment Method, Payment ID, Used For Booking ID, Booked At Date, Used At Date, Expires At Date, Created At Date, Deleted At Date, Status. Extended adds Discount Reason ID, Voucher ID, Location Restriction ID, Purchased At Location ID, Added By Customer ID and Added By User ID.

Good to know

• Used, Booked and Expired leave out any credit that has ever been refunded, even if the refund came after your period.
• Refunded lists refunded credits from any time; the date filter narrows it.
• Deleted At Date is the date the credit was refunded.
• Who made the purchase (customer or staff) appears only in the Extended version.
• Some combinations return nothing, such as Unused with Refund Date.

Accounting: Events

What it does: Lists every class that started in your chosen range, oldest first. Deleted classes are left out.

Why use it: To get a record of the classes run in a period, with type, studio, location, instructor, duration and credit cost, for example to reconcile against bookings or payroll.

Filters

What's in the file: One row per class. Columns: ID, Start At, Event Type Name, Studio Name, Location Name, Instructor First Name, Instructor Last Name, Duration, Required Credits, Is Visible, Cancel Period.

Good to know

• Duration is in minutes. Is Visible shows 1 for visible classes and is blank otherwise.
• Cancel Period shows the class's own cancellation window (for example "12 hours") and is blank when the class uses your default.
• Only the class's main instructor is shown. Video and on-demand classes are included.

Accounting: Unused Credits

What it does: Lists credits still available to spend at the end of the day you choose: created by then, and not yet used, expired or refunded by then. Credits already booked onto a class are left out unless you include them.

Why use it: For your month-end unspent-credit (deferred revenue) figure. Enter the last day of the month, such as 31 August, not 1 September.

Filters

What's in the file: One row per credit, with the same columns as Accounting: Credits (Minimal or Extended), in lower case.

Good to know

• Status is judged at the as-at moment. With booked credits included, Status can be booked as well as unused.
• There is no location filter.