Register Summary Report: FAQ

The following are some of the frequently asked questions on the Register Summary report.

1. Why do the sale value numbers in organization-level Sales report and Daily
Summary report not match the sale value in the Register Summary report?

The Daily Summary report shows data based on the Sale-Value calculation. This
means the report shows the paid and unpaid amounts for transactions of sales done
using the Cash, Card, Check, or Custom payment types.

The Register Summary report shows data based on the Accrual-Sales calculation.
You may find similar sales information in both the reports. However, the Register
Summary report also includes redemptions, so the sales values don’t match.

2. In the Register Summary report, when redemptions are included in the Sales
column, why do we also see the ‘Redemptions (Current)’ and ‘Redemptions
(Other)’ columns?

In accrual-based accounting, we treat redemptions as delayed payments. In other
words, when you sell liabilities such as a gift card, prepaid card, membership, or
package, its value is realized only after redemption.

Therefore, Zenoti considers redemption of liabilities on core items such as services,
products, and classes as 'Sale' but not the purchase of liabilities.

For example, the sale of a gift card is an accrued liability. A gift card becomes
income only when a guest redeems it. To make sure the numbers tally across, you should include redemptions as part of sales.

Important: Zenoti treats liabilities purchased at other centers and redeemed at the
current center differently. This is because, as per the accounting process, cross-
purchased liabilities are not considered for the current center and posting such
redemptions will not tally.

Zenoti treats cross-center redemptions as 'Receivables' - the amount the current
center will collect from the other center for cross-center redemption.

3. Why are the values in the Total to Collect and Total Collected fields not matching when there are no open invoices?

The value in the Total to Collect and Total Collected fields may not match in the
following scenarios:

If past or future sales were collected in the reporting period: This happens if any outstanding invoice had a sale date in the past but the collection date is within the reporting period. This amount will reflect under Collections (outside time period). For example, a service was performed on 25/2/2019, but payment was received on 01/03/2019. For the Register Summary report generated on 01/03/2019, the sale of the service is not considered, however the collection is considered and hence the discrepancy.
Current service sale was done but advance payment was received in past: For any service booked for a future date, its payment can be collected today. However, on the day of service since there will be no payment to collect, this already collected amount will reflect under the Collections (from past for time period) field and hence the discrepancy.
Outstanding balance or dues were not paid: If there are items sold for which the payment has not been received, that amount appears in Current Outstanding.
For example, a product is sold for $400 but payment is not collected yet. The $400 amount appears in the Current Outstanding column.
Collections from Other Center: Any invoice that is created in the current center but paid at another center, as these invoices are not part of the sale in the current center. This amount will reflect under Collections (other center).
For example, a product worth $500 was sold in Center A for $500 but only $250 was collected. The following week the customer visits Center B and pays the remaining $250. This $250 will appear in the Collections (other center) column.

4. What is the ‘Collections (outside time period)’ column? Can you give an example
of how the values appear in this column?

If you have any unpaid amounts or advance payments collected on an invoice with
a sale date in the past and the collection date is within the reporting period, the
values appear in the Collections (outside time period) column.

For example, a guest has called on Jan 5th to book an appointment for Feb 25th.
The front-desk staff has collected payment of $500 for that future appointment on
the current day, i.e., Jan 5th.
When you generate the Register Summary report, on Jan 5th, the collection
amount shows $500 as the amount has been collected. However, since the service
is not performed yet, the sale of service is not considered in the report. This $500
appears in the Collections (outside time period) column.

5. What is the Collections (from past for time period) column? Can you give an
example of how the values appear in this column?

Let’s say you have collected payment for a service booked for a future date, if you
are running the Register Summary report on the day the service is performed, you
will notice there is no payment to collect as this was already collected. So, this
previously collected amount will reflect under the Collections (from past for time
period) column.

For example, a guest has called on Jan 5th to book an appointment for Feb 25th.
The front-desk staff has collected payment of $500 for that future appointment on
the current day, i.e., Jan 5th.
When you generate the Register Summary report, on Feb 25th, the Collections
(from past for time period) column shows $500 as this was already collected. Since
the service is performed, the sale of service is considered in the report.

6. What is the Collections (other center) column? Can you give an example of how
the values appear in this column?

If an invoice is created at another center but paid in the current center, the amount
in these invoices is not part of the sale value in the current center. Any such amount collected on behalf of other centers will reflect in the Collections (other center)
column.
For example, a guest bought a $500 product at Center A but the guest paid only
$300. The following week, if the guest visits Center B and pays the remaining $200
the Collections (other center) column shows $200.

7. Explain the definitions and calculations for Current Outstanding with examples?

In your business, you may have sold items for which you have not received payment
yet. Such amounts appear in the Current Outstanding column.
For example, a product is sold for $400 but payment is not collected yet. This $400
amount appears in the Current Outstanding column.

8. What reports should I compare to match the sales figures on the Register
Summary?

You can compare the sales figure available in the Register Summary with any sales
reports. However, we have to total up the Sale Value column with total redemptions.
Hint: To match the values easily for sales, enable the Include Redemption in Sales
setting at the organization level for your business (Admin > Organizations > Settings
> General).

9. Will Open invoices also be considered as sales in Register Summary?

Yes. Open invoices are also considered as sales in the Register Summary report.

10. What is the Total Collected column? Can you share an example?

The total amount collected through monetary and non-monetary payment types
appear in the Total Collected column.
Monetary payment types include cash, check, credit card, and other custom
payment methods.

Non-monetary payment types include gift cards, loyalty points, prepaid cards,
membership credits.
Total Collected values are calculated as the sum of Total Cash/Check/CC/Custom plus total custom non-financial and redemption done using liabilities such as
membership credits, loyalty points, gift cards, prepaid cards except packages.

11. Why am I seeing Redemption both on the right and left side of the Register
Summary report?

Redemptions in Zenoti differ based on liability, irrespective of the tax.
So, if the liability sale is inclusive of tax, the redemptions value appears on the left
side. If liability was sold without tax redemptions value appears on the right side.
For example: A gift card is sold for $100 to a guest. That guest uses a gift card to
purchase a product that has a sale price of $90 and tax of $10.

If the same gift card was sold for $90 with $10 as tax, $90 will be redeemed from
the gift card towards product payment and no tax is charged on the product. This is
because during the purchase of a gift card, the tax was already collected.

12. How do we determine the sales value for Service or Classes?

We recognize the amount on the sales of Services or Classes on the day they are
performed and not on the day of booking.

13. What is the difference between the Outstanding Balance and Current
Outstanding columns? Can you give an example?

The Outstanding Balance column shows you the amount you are yet to collect for
the sales done for the current or selected date.
The Current Outstanding Balance column shows the present day outstanding
amount that you are yet to collect for the sales made today or on the selected date.
Example: You run the report on 5th December to check for collections made on 30th
November.
If the Outstanding Balance shows $1000 and Current Outstanding shows $600, it
means the following:

On 30th November, the amount to be collected was $1000.
On 5th December, the amount to be collected is $600. This means you have received the payment of $400 between 1st and 5th December. As on the present date (in this case, 5th December), the amount yet to be collected for the sales between 1st November to 30th, November is $600. Meaning, guests have made payments worth $400 between 1st and 5th December.

Register Summary Report: FAQ

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