Index
Section: Main Menu > Reports
Billing Report (Coming Soon)
Liquidation report
Collections Report (Coming Soon)
Production Report (Coming Soon)
Consumed Sales Report (Coming Soon)
Journal Report (Coming Soon)
Liquidation Report. Introduction.
This report is specially designed to help the accounting reconciliation of collections, production (sales) and invoices. It shows you a section with all the collections made on the selected date, a summary of the payment status of your sales, and a grouping of all the sales issued by the system grouped by families, subfamilies and products. It basically consists of changing the program's default concept of issuing a simplified invoice after each payment to the concept of a receipt. The system now issues a receipt after each payment and does not issue any invoice. To convert this receipt to an invoice, the club must issue the simplified or regular invoice to appear on the billing report. This simplified invoice process can be automated using the advanced option Advanced Setup: Create Invoice and Receipt.
Payment Information
The Payment Information section shows the following information:
Cash: Shows the information of what was collected in the chosen period divided by payment method.
Prepayment: Shows the information of the amount collected in the chosen period, which is enjoyed in the future and its form of payment.
Deposits: Displays the information of the deposits collected in the chosen period and to be enjoyed in the future.
Vouchers: Displays the information of what was collected in the chosen period with voucher payment form (virtual money).
NOTE: the name of some columns are in blue and if you select it, it will take you directly to the list.
This section is designed to match the collections with the invoicing
- Prepayments. Collections made in the selected period and that belong to invoices dated after the selected period. This case can happen when a booking for December is charged in November, and in December it is invoiced. When you look at this report for the month of November, these collections you made do not belong to this period, but will appear under the Prepayments column.
-Collections made in the selected period and that belong to invoices with dates within the selected period. This is the most common case.
- Postpayments. Collections made in the selected period and that belong to invoices with dates prior to the selected period. This case can occur when in December you charge something that has already been invoiced from November. If you are one of the clubs that allow things to go "unpaid," this will happen frequently. If you are a club that does not leave anything "pending payment" this column will always remain at 0.
-Unbilled. Collections made in the selected period and that are not associated with any invoice. This case can occur if in November you charge a booking for December, and the day of invoicing has not yet arrived. Therefore, there may be collections without an invoice, and this must be taken into account in order to balance all payments. For clubs that use the cash basis of accounting, this column will always remain at 0.
-Deposits. Payments made in the period selected to debit a customer's account. These payments are carried in parallel to the normal payments, so they must be taken into account to balance all payments.
-On account. Payments made in the selected period of type "delivery on account". This situation can occur when from a GF of 100€ you pay 50€ that you leave as a payment on account, and the remaining amount is pending payment. When the remaining €50 is paid, the system will cancel the delivery on account and will create the definitive collection.
- Tips. Tips collected in the selected period and necessary to balance the payments. These tips are saved in each ticket.
Alerts
In the Alerts section you will find the information of the Advances.
Production Summary
In the Production Summary section we find, apart from everything collected and enjoyed in the chosen period with its different forms of payment. This section is designed to alert of sales that are pending payment or unbilled:
Pending payment:
On Credit: are all sales enjoyed in the chosen period that are on credit and will be paid in the future (Usually related to TTOO and similar). Sales made with date of use or service in the period, marked as "on credit" and which are not paid. This case is frequent with tour operators or agencies, when you give the service but you invoice them at the end of the month and subsequently paid. For clubs that do not leave sales "pending payment" this row will always be set to 0.
Direct debit: these are all the sales enjoyed in the chosen period and that will be paid in the future. Sales made with date of use or service in the period, marked as "to direct debit" and which are not paid. This case will occur with fields that direct debit installments before the month of use arrives, and want to wait until that month to invoice and collect Q19.
Remaining: are all unpaid sales, this list is important because it reflects all unpaid sales of the chosen period that should be paid. The ideal in this list is to end the day at 0€. Sales made with date of use or service in the period, which are not marked as "to credit" or "to direct debit" and which are not paid. This case, if it occurs, is dangerous since they are considered debts or arrears. An attempt should be made to leave these sales at 0.
Paid:
This section is designed to help the accounting department balance the receivables with the invoicing for the selected period.
Before period: Invoices dated within the period, and which have been paid before the period. This case can be frequent if in November you book and pay for a December booking, and you invoice it on game day in December. In this case something invoiced in December may have been paid earlier in November.
After the period: Invoices dated within the period, and which have been paid after the period. This case can be frequent if in November you book for tour operators and you invoice in November, but are paid in December. In this case something invoiced in November could have been paid later in December.
During the period: Invoices dated within the period, and that have been paid in the same period. This is the most common case. This amount will match the "payments" column in the "Payment information" section.
Grouping of invoiced items.
This section is designed to give visibility to the accounting department of all invoiced items grouped by families, subfamilies, product, and agencies... showing the columns of units, base, taxes and total.
Comments on the report.
This report is intended to make it easier for clubs using the accrual basis. Simply change the current concept of "simplified invoice" to "receipt". A "simplified" type of invoice will also need to be created. With these changes and this report the following problems are solved:
- The advanced option to leave future payments as a delivery on account is no longer necessary. Before it was necessary because we did not want to make a simplified invoice until game day. But now it is no longer necessary to save as payment on account because the system no longer invoices automatically.
- The advanced option to cancel tickets when invoicing would no longer be necessary because now these tickets are considered as receipts.
- The advanced option to not invoice if the payment is in the future is no longer necessary because now a receipt is created and not an invoice.
- The option to save future payments as payment on account, several days at a time, had the problem that on day 1 of the game you had to activate part of the payment on account to invoice those first green fees of the total. The problem was greater when this advance payment had been split. Now with this system we do not have this problem, because the sale will appear as paid and you do not have to activate anything
- Now all the invoices (simplified and normal) are in the same list, thus avoiding that a sale could be invoiced twice, simplified and normal type. What the clubs used to do was to "ignore" the simplified invoice and they would only take to accounting the sales invoiced normally (excluding the simplified ones) not being able to duplicate the accounting.
- The report, that previously pulled from sales and now from invoices, will no longer vary in the past. Before you could cancel a past booking by altering the past report. Now an amendment invoice would be generated so you could cancel a past sale without changing past reports. The club can allow its users to modify the past if they wish without affecting the report. the advanced option of not modifying something past is still active
- Allows an existing club to continue as before, and a club to adapt to the new
- Now, when another department (tennis) sells services from another department (golf), the report can be filtered by cashier since the department that invoices is the one that does the check-in. Before with sales you could not filter by user and have a real data.