Overview of Five Reports
Systems users can open any of the five financial reports on the side menu. Click the TRANSACTIONS tab and select a report option.
Transaction List - This comprehensive report displays line-by-line transactions. Easy to configure, system users can sort and filter individual fees, payments, and refunds of all types. Recommended for specific transaction reporting.
Sales Summary - The most common end-of-month report, the Sales Summary report centers on fees and is often used to sort revenue by fee type or revenue category.
Payment Summary - Specifically designed for reporting on applied payments within the system, this report centers on payments applied to fees.
Terms
Sales Summary is sometimes confused with the Payment Summary. A Sales Summary can include paid and/or unpaid transactions. In contrast, a Payment Summary includes only payments applied to fees. The Payment Summary does not include payments to a member's balance that have not yet been applied to a fee.
One key difference between a Sales Summary and a Payment Summary is the Fee Status filter.
EOD (End of Day) Report - This report is similar to the Payment Summary. Both reports show payments made into your CourtReserve account during a given day (or any other time frame). The difference between the two is EOD will record preloads to member balances as soon as the funds are received. Payment Summary defers reporting the funds until they are applied to a fee.
Daily Revenue Report - This report combines the Sales Summary (using FEE DATE) and Payment Summary and displays data in a chart. It is best used as a visual supplement, we do not recommend it as a primary report
Running reports and filters
When generating a report, it is helpful to understand how the different filters work. To see the differences in action, this use case looks at the Sales Summary.
The top of the Sales Summary page has two sets of filters: Fee Date from/to, and Reservation Date from/to. If the system users set the Fee Status to Paid (instead of the default ALL), CourtReserve displays the Payment Date From / To filters.
System users normally use the Sales Summary report to display fees and not payments. However, this report can show fees that have been fully or partially paid vs. unpaid. It can also show the payment date of each paid fee.
Fee Date - The date when a system user posts a fee to a player's account. Every created fee has a Fee Date.
Reservation Date - The date when the fee for an event or reservation actually occurs. If the fee does not have a reservation date (e.g. membership dues, point of sale charges, etc.), CourtReserve uses the Fee Date in place of a Reservation Date. This substitution means filtering by Reservation Date will include all fees, and no revenue is missed by using only the Reservation Date filter.
Payment Date - When the club received the fee payment.
Example
A player signs up for a clinic on January 1st. The clinic starts on February 1st. The player does not pay until March 1st.
The FEE DATE = January 1st.
The RESERVATION DATE = February 1st.
The PAYMENT DATE = March 1st.
Best Practice
When generating a report, enable only one of these filters. If a system user enables multiple filters, the report uses AND logic. That means the report only shows fees that meet ALL filter criteria. While multiple filters are occasionally helpful for isolating specific fees, this configuration is strongly discouraged for end-of-month reporting because it can lead to missed revenue. The suggested approach is to enable one of these three filters (fee date, reservation, date, or payment date), and then leave the other two empty. Payment Date is the most common of the 3 filters to use, followed closely by Reservation Date. Fee Date is generally not recommended for most End of Month reporting.
Cash vs accrual
Cash Basis is the most common accounting type for CourtReserve clubs. This method uses the Payment Date, which means revenue is tracked when customers make payments.
Accrual Basis typically uses Reservation Date to track when services are rendered. It is often to calculate instructor revenue.
A quick note
This article references Cash Basis and Accrual Basis accounting. In short, Cash accounting records income and expenses as they are paid. With accrual accounting, you record income and expenses as they are billed/earned. For more information, read Intuit's great article here.
Filters on other reports
The Transaction List is similar to the Sales Summary report. The main filter difference is that the Transaction List combines the Fee Date and Payment Date into a single set of filters, called Start Date and End Date.
The Transaction List, unlike the Sales Summary report, can show Fees and/or Payments. When using Start/End Date filters for a payment, the dates become Payment Dates. When using Start/End Date filters for a fee, the dates become Fee Dates (i.e. the day the fee was posted).
The Daily Revenue report shows a chart and two tables: SALES REPORT and PAYMENT SUMMARY.
Figures in the Sales Report table show data filtered by FEE DATE for that day.
Figures in the Payment Summary table should always match the full report of the Payment Summary Report.
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