As a center manager, when want to know your center's performance, you consolidate numbers for sales, collections, expenses, and other transactions at your center, and compare these numbers. But, the numbers do not match; this might be because you are comparing columns in different v2 reports that may look the same, but the calculations are different. Some of the reasons are:​​

  • One report is based on the date on which an item is sold, while the other report is based on the date on which the item is fully paid and the invoice is closed.

  • Sales and redemptions are not the same

  • For services and classes, sale date is the date on which the service is performed or the class is conducted, and for all other item types, sale date is the date on which an item is added to invoice

  • For cash equivalents, payment date is the date on which the payment is added to the invoice, and for redemptions the payment date is the date on which the redemption is added to the invoice

​Sales-Accrual report vs Collections report

​The Sales-Accrual report is based on sale date, while the Collections report is based on payment date. Moreover, the Sales-Accrual report shows sales of each item on an invoice, and the Collections report shows each payment made on an invoice.

The table lists the columns that are compared in the two reports, and the scenarios when these columns can and cannot be compared.​

​Sales - Accrual report​

​Collections report​

​Compare​

​Do not compare​

​Column​​: Sales (Inc. Tax)

​Column​​: Amount Paid

NA

Invoices with a different sale date and full payment date.

​Reason​

​Sales-Accrual is based on the sale date and collections are based on the payment date.

​Column​​: Collected

​Filter​​: No specific filter

​Column​​: Amount Paid

​Filter​​: Payment type

​Options​​: Cash, Card, Check, Custom

Invoices with the same sale date and full payment date.

Invoices with a different sale date and full payment date.

​Reason​

​​​Amount Paid​ is based on the payment date, whereas ​Collected​​ is based on the total amount collected for an item till the current date.

​Column​​: Redeemed

​Filter​​: No specific filter

​Column​​: Amount Paid

​Filter​​: Payment Type

​Options​​: Gift Card, Prepaid Card, Membership, Packages, Loyalty Points

Invoices with the same sale date and full redemption date.

Invoices with a different sale date and full redemption date.

​Reason​

​​​Amount Paid​ is based on the payment date or redemption date, whereas ​Redeemed is based on the total amount redeemed for an item till the current date.

​Sales-Accrual report vs Liability report

​The following table lists the columns that are compared in the two reports, and the scenarios when these columns can and cannot be compared.​

​Sales- Accrual​

​Liability​

​ Compare​

​Do not compare​

​Column​​: Redeemed

​Column​​: Accrued/Sold

NA

Sales and redemption cannot be compared

​Reason​

​Sales accrual is based on the sale date and redemption is based on the payment date.

​Sales-Accrual report vs Package Liability and Packages reports

​The table lists the columns that are compared in the two reports, and the scenarios when these columns can and cannot be compared.

​Sales-Accrual​

​Package​

​Compare​

​Do not compare​

​Column​​: Sales (Inc. Tax)

​Filter 1​​: Item Type

​Option​​: Package

​Filter 2​​: Sale Type

​Options​​: Sale, Recurring

​Column​​: Accrued/Sold

​Filter​​: Liability Type

​Option​​: Sale

Compare these columns except for the reasons listed after this table.

Cannot compare these columns for the reasons listed after this table.

Reasons

  • ​Packages with only discounts​

    Packages with only discounts are considered sales, not liabilities. A transaction using such a package is considered in the Sales-Accrual report, not in the Package Liability and the Packages reports.​

  • ​Packages with scheduled payments​

    ​If the ​Admin > Organization > Organizations > Settings > Packages > Enable Redemptions on Open Packages​​ setting is not enabled, only closed invoices are considered in the Packages and Package Liability reports.

  • ​​​​Cross-center refunds ​

    Cross-center refunds are considered for the center where the refund was done. In the liability report, refunds are considered for the center where the liability was sold, and if this center is deleted, then the refund is not considered in the liability report.

  • ​​​Package refunds​

    When a package is refunded partially, the benefit value is not decreased. So, the amount is tracked under the ​Refund amount​ column and ​Suspense ​​column in the Packages and Package Liability reports. When a package is refunded fully, the package benefits are refunded and the amount shown under the ​Refund Amount ​​column in the Package and Package Liability reports.

  • ​​​​Day and promo packages ​

    ​Day and promo packages are not considered liabilities

  • ​​Sale or refund in the deleted center is not tracked in both the reports

  • ​​IRR settings do not impact calculations for package accruals, redemption, refunds, and expires

  • ​Service benefits that are marked as ​Not for Revenue​​ are not considered redemption

​Sales-Accrual report vs Membership Liability and Memberships reports​

​Sales-Accrual​

​Membership Liability​

​Compare​

​Do not compare​

​Column​​: Sales (Inc. Tax)

​Filter 1​​: Item Type

​Option​​: Membership

​Filter 2​​: Sale Type

​Options​​: Sale, Recurring

​Column​​: Accrued/Sold

​Filter​​: Liability Type

​Option​​: Sale

Compare these columns except for the reasons listed after this table.

Cannot compare these columns for the reasons listed after this table.

Reasons

  • ​​​Memberships with only discounts​
    Memberships with only discounts are considered sales, not liabilities. A transaction using such membership is considered in the Sales-Accrual report, not in the Membership Liability report or Memberships report.

  • ​​​Memberships with only credit amount ​
    ​Memberships with only credit amount are considered as sales. In the Membership Liability and in Memberships reports, such membership is considered as liability when these reports are generated with the ​Liability Type​ filter selected as ​Value

  • Recurring memberships​
    If the ​Admin > Organization > Organizations > Settings > Membership >Enable Redemptions on Open Membership ​​setting is not enabled, only closed invoices are considered in the Membership and Membership Liability reports.

  • Cross-center refunds ​
    Cross-center refunds are considered for the center where the refund was done. In the liability report, refunds are considered for the center where the liability was sold, and if this center is deleted, then the refund is not considered in the liability report.

  • Memberships with refunds​
    When a membership is refunded partially, the benefit value does not decrease. The amount is tracked under the ​Refund amount​ column and ​Suspense ​​column in the Memberships and Membership Liability reports.

    When a membership is refunded fully, the membership benefits are refunded and the amount is shown under the ​Refund Amount ​​column in the Memberships or Membership Liability reports.

  • Memberships with setup fee and freeze fee are not treated as liabilities.

  • IRR, SCR, and MRR settings have no impact on calculations for membership accruals, redemption, refunds, and expires

  • Memberships with only credit amount are shown in both the reports generated with the ​Liability Type​ filter as ​Value​

​Sales-Accrual​

​Membership Liability​

​Compare​

​Do not compare​

​Column​​: Sales (Inc. Tax)

​Filter 1​​: Item Type

​Options​​: Membership

​Filter 2​​: Sale Type

​Options​​: Sale, Recurring

​Column​​: Accrued/Sold

​Filter​​: Liability Type

​Option​​: Value

Compare these columns except for the reasons listed after this table.

Cannot compare these columns for the reasons listed after this table.

Reasons

  • ​​​Memberships with only discounts​
    Memberships with only discounts are considered sales, not liabilities. A transaction using such membership is considered in the Sales-Accrual report, not in the Membership Liability report or Memberships report.

  • ​Memberships with only service benefits
    ​Memberships with only service benefits are considered as sales. In the Membership Liability and in Memberships reports, such membership is considered as liability when these reports are generated with the ​Liability Type​ filter selected as ​Sale​​.

  • ​Recurring memberships​
    ​If the ​Admin > Organization > Organizations > Settings > Membership >Enable Redemptions on Open Membership ​​setting is not enabled, only closed invoices are considered in the Membership and Membership Liability reports.

  • Cross-center refunds ​
    Cross-center refunds are considered for the center where the refund was done. In the liability report, refunds are considered for the center where the liability was sold, and if this center is deleted, then the refund is not considered in the liability report.

  • Memberships with refunds​
    When a membership is refunded partially, the benefit value does not decrease. The amount is tracked under the ​Refund amount​ column and ​Suspense ​​column in the Memberships and Membership Liability reports.

    When a membership is refunded fully, the membership benefits are refunded and the amount is shown under the ​Refund Amount ​​column in the Memberships or Membership Liability reports.

  • Memberships with setup fee and freeze fee are not treated as liabilities.

  • IRR, SCR, and MRR settings have no impact on calculations for membership accruals, redemption, refunds, and expires.

  • Memberships with only service benefits are shown in both the reports generated with the ​Liability Type​ filter as ​Sale​.

  • Memberships with both service benefits and credit amount are shown in both the reports generated with the ​Liability Type​ filter as both ​Sale ​​and ​Value.

Sales-Accrual report vs Prepaid Card report and Gift Card Liability report

​The table lists the columns that are compared in the three reports, and the scenarios when these columns can and cannot be compared.

​Sales-Accrual​

​Prepaid Card / Gift Card Liability​

​Compare​

​Do not compare​

​Column​​: Sales (Inc. Tax)

​Filter 1​​: Item Type

​Option​​: Gift Card

​Filter 2​​: Sale Type

​Option​​: Sale

​Column​​: Accrued/Sold

​Filter​​: Liability Type (Sale)

All closed invoices with gift cards sold

  • ​Open invoices are not considered in liability reports

  • Gift cards sold with a zero value are not considered in liability reports

​Column​​: Sales (Inc. Tax)

​Filter 1​​: Item Type

​Option​​: Prepaid Card

​Filter 2​​: Sale Type

​Option​​: Sale

​Column​​: Accrued/Sold

​Filter​​: Liability Type

​Option​​: Sale

All closed invoices with prepaid cards sold

  • ​​Open invoices are not considered in liability reports​

  • ​Prepaid cards sold with a zero value are not considered in liability reports

​All liability reports vs Collections report

​The table lists the columns that are compared in these reports, and the scenarios when these columns can and cannot be compared.

Note that amount paid includes taxes and other fees.​

​All liability reports​

​Collections report​

​Compare​

​Do not compare​

​Column​​: Accrued/Sold

​Filter​​: No specific filter

​Column​​: Amount Paid

​Filter​​: No specific filter

NA

​Reason​

The ​Accrued ​​column in all liability reports is based on the sale or recurring payment date whereas Amount Paid in the Collections report is based on the payment date.

​Gift Cards report, Prepaid Cards report, and Memberships report vs Collections report

​The table lists the columns that are compared in the these reports, and the scenarios when these columns can and cannot be compared.

​Gift Cards, Prepaid Cards, Memberships ​

​Collections​

​Compare​

​Do not compare​

​Column​​: Redemptions

​Filter​​: Liability Type

​Option​​: Value

​Column​​: Amount Paid + Tips + SSG

​Filter​​: Payment Type

​Options​​: Prepaid Card, Gift Card, Membership Credits

You can compare these columns except for a few scenarios mentioned in the ​Do not compare​​ column.

  • ​In the ​Collections ​​report, cross-center redemptions are considered for the center where liability is redeemed, whereas in the ​Liability ​​report, cross-center redemptions are considered for the center where liability is sold.

  • ​If the liability sold center is deleted then the redemptions are not considered in the ​Liability ​​report.

  • ​​Memberships with credit amount, the reports are generated with ​Payment Type​ as ​Membership credits ​​and ​Liability Type ​​as ​Value​​.​

Packages report, Memberships report vs Gift Cards report, Prepaid Cards report, Memberships report

​The table lists the columns that are compared in the two reports, and the scenarios when these columns can and cannot be compared.

​Packages and Memberships reports​

​Gift Cards, Prepaid Cards, Memberships reports​

​Compare​

​Do not compare​

​Column​​: Redemptions

​Filter​​: Liability Type

​Option​​: Sale

​Column​​: Amount Paid

​Filter​​: Payment Type

​Options​​: Membership Benefits, Packages

Compare these columns except for a few scenarios mentioned in the ​Do not compare​​ column of this table

  • ​In the ​Collections ​​report, cross-center redemptions are considered for the center where liability is redeemed, whereas in the ​Liability ​​report, cross-center redemptions are considered for the center where liability is sold. If the liability sold center is deleted then the redemptions are not considered in the ​Liability ​​report.

  • ​​Memberships with service benefits with ​Payment Type​ as ​Membership ​​and ​Liability Type ​​as ​Sale​​.

See Also

How to reconcile accounts?

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