Program Summary Report

Program Summary Report

The Program Summary Detail report allows you to select a date range (a maximum range of two weeks is allowed) and will give you a summary of all the transactions that occurred during the date range selected, summarizing the registrations, orders, payments, refunds and Blue Sombrero fees all broken out by Program.

This report can be especially useful if you prefer to keep your club's accounting books by Program. This report will summarize the orders and payments by Program and allow you to easily input these amounts into your accounting software (Quickbooks, Peachtree Accounting, etc.).

Steps to View/Export a Program Summary Report:

  1. Go to Reports >> then click on the Billing Reports tab.

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  2. Click on View next to the Program Summary Report. Select a Start Date and End Date (32 day maximum).  

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  3. Click on View Report. See below for report summary explanations.
     
  4. Export the Program Summary Details by clicking on the Export Order Details button at the bottom of the page. Exporting the order details will show each order on a row. Every line item detail of that order will have its own column. 

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    Explanation of Terms:

    Order Amount
    The sum of all orders placed during the selected period. You can use this to book your “sales” for the period.

    Canceled Regs from prev period
    This is the sum of all orders placed in a previous period that were canceled during the current period. For example, if a $100 order was placed in Jan of 09 and canceled in the current billing period (May of 09), then there would be ($100) OR -$100 listed here. This is to account for the “loss” of revenue that occurred during the current period.

    Another example would be the case of a Transfer whereby the original order would be Canceled and a New Order would be placed in the current period. For example, a Player registered in Jan of 09 to Fall 2009 Soccer, U10 Boys for $100 is transferred in the current billing period (May of 09) to Fall 2009 Soccer, U12 Boys for $150. The result would be a ($100) or 0$100 listed in Canceled Regs from prev period (canceled or transfer) AND $150 listed in the New Orders.

    Visa/MC
    Total amount of Visa or Mastercard payments made in the current period. This will include payments made to New Orders AND payments made to orders placed in a previous period.

    Amex
    Total amount of American Express payments made in the current period. This will include payments made to New Orders AND payments made to orders placed in a previous period.

    Check Amount
    Total amount of check payments received in the current period. This will include payments made to New Orders AND payments made to orders placed in a previous period. It is important to note that Check Amt only includes check payments received by the Administrator and does NOT include “pending” check payments (occurs when a user chooses check as the method of payment).

    Total Payment
    The sum of all payments made: V/M + AM + Check Payments.

    Refund Visa/MC
    Total amount of Visa or Mastercard refunds made in the current period. This will include refunds made to New Orders AND refunds made to orders placed in a previous billing period. Refunds can only be issued up to 120 days after the transaction takes place.

    Refund Amex
    Total amount of American Express refunds made in the current period. This will include refunds made to New Orders AND refunds made to orders placed in a previous period. Refunds can only be issued up to 120 days after the transaction takes place.

    Refund Check
    Total amount of check refunds received in the current period. This will include refunds made to New Orders AND refunds made to orders placed in a previous period.

    Total Refund
    The sum of all refunds made: V/M + AM + Check refunds.

    Total Proc Fee
    Processing fees charged by Blue Sombrero for all credit card Payments made in the current period. V/MC Rate can be viewed on Payment Configuration.

    Order Details
    This section deals with all items that cannot be associated with a Program. Although uncommon, there are some fees and discounts that can be assessed at the Order Level and therefore unable to be linked to a Program. For example, a Coupon Discount is an order level discount and is not directly related to a Program. In addition, if a payment was made to an order during the current period and the order was canceled, it will appear in this section since there is no Program to associate the payment with.

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