Reports
Package Liability v1 report
Overview
The Package Liability report helps you keep track of the liability balance after the sale, redemption, and expiry of packages across your centers. You can use this report to view the following:
Opening and closing liability balance as on date
Total value of packages that have been sold, redeemed, refunded, or have expired
Ensure that you are at the Center level when you want to run this report.
On the Main menu, click the Reports tab. The Reports Dashboard opens.
Click Finance> Accounting (from the filter).
Select the Liability - Packages report from the list. The report opens in a new tab.
Select the appropriate option from the Filter Criteria and click
Refresh.
Tip
To view all columns of a report, export the report by clicking the Excel
or .CSV
icons.
Note
If you have the appropriate permissions, you can generate this report from the organization level to view liability data for packages for all your centers.
What is liability and how is it calculated?
On any given date, Zenoti checks whether guests have redeemed services of a package in accordance with payments they have made. If guests have paid for a package (in part or in whole), but have not redeemed services in accordance, the value of services yet to be redeemed (as part of the package) is the liability on the business. In other words, the center is liable to provide services worth the value of the Closing Balance (see Column Descriptions) as on a given date.
Calculation of Liability for Payment Date Consider a package that costs $100 and guest makes partial payments as follows:
On Day 1: Guest pays $20
On Day 2: Guest pays $30
On Day 3: Guest pays $50
Note
The guest does not redeem any of the services of the package during this time. In this case, Zenoti calculates liability as follows:
On Day 1: Liability is $20 (Guest has paid but not redeemed any services)
On Day 2: Liability is $50 ($20+$30, that is sum of payments made till date and assuming that the guest has not yet redeemed any services)
On Day 3: Liability is $100 ($20+$30+$50, as full payment has been recognized and assuming the guest has still not redeemed any services).
Note
See the Filter Criteria section for more on Payment Date.
Calculation of Liability for Sale Date
Scenario 1: Consider a package that costs $100 and guest makes the full payment on day 1. The invoice is closed.
In this case, Zenoti calculates liability as follows:
On Day 1, 2, and 3: Liability is $100 (Guest has paid in full but has not redeemed any services) The liability on your business reduces as and when guests redeem services from the package.
Scenario 2: Consider a package costs $100 and a guest makes a partial payment on the same day ($30). Since the full payment is not yet recognized, the invoice is open and the Sale Date filter does not consider this invoice.
If the guest pays the balance amount ($70) on day 5, and then the invoice is closed (as full payment has been recognized and assuming that the guest has still not redeemed any services), then the liability report for Sale date will show $100 as the liability from day 6 onwards. The liability on your business reduces as and when guests redeem services from the package.
Note
See the Filter Criteria section for more on Sale Date.
Filters
The filter criteria you view depends on whether the checkbox Enable redemptions on Open packages at the Organizational level is selected or not. Refer to the following table for details to understand why the filter criteria differs.
Is the checkbox selected? | This means... | ...liability data is based on ... | Filter criteria is... | ...and Invoice status is... |
No | Guests need to make full payment for a series package to be able to start redeeming the services of the package. | Sale Date (since the full payment is collected on the date of sale of the package) | Sale Date | Closed |
Yes | Guests can start redeeming the services of the package once they make a partial payment. Guests can redeem services up to the limit for which they have paid - see Note below. | Either the date on which guests make a partial payment (Payment Date) or the date on which guests make the full payment (Sale Date). | Payment Date Sale Date | Open or Closed |
Note
Consider this scenario where a package costs $1000, a guest pays $200, and the option Enable redemptions on Open packages is selected. In such a case, Zenoti allows the guest to redeem services worth $200 only. As and when the guest pays the balance amount, the guest can avail the remaining services of the package.
Scenario 1: If this checkbox Enable redemptions on Open packages is not selected, you can view the following filter criteria.
Note
Since this scenario covers only Sale Date, there is no separate filter for the same.
Criteria | Options | Description |
Time period | 1 Month 2 Months 3 Months 6 Months Custom | Based on your requirement, from the drop-down list, select either 1, 2, 3, or 6 months. You can alternatively choose Custom from the list and specify custom dates. NoteFor custom dates, you can view data for a maximum date range of 6 months at a time. Example: If you wish to see data from January to August, first view data from January to June and then view data from July to August. |
Scenario 2: If the checkbox Enable redemptions on Open packages (Organization level) is selected, you can view the following filter criteria.
Criteria | Options | Description |
Packages filtered by | By Payment Date By Sale Date |
|
Time period | 1 Month 2 Months 3 Months 6 Months Custom | Based on your requirement, from the drop-down list, select either 1, 2, 3, or 6 months. You can also choose Custom from the list and specify custom dates. NoteFor custom dates, you can view data for a maximum date range of 6 months at a time. Example: If you wish to see data from January to August, first view data from January to June and then view data from July to August. |
Column descriptions
Column | Description |
Center | Displays the name of the Center. |
Opening Balance | Displays the opening liability balance for packages of the center on the start date you specify. That is, the balance on the previous date at 11:59:59 P.M. Click the Opening Balance to drill down to view the Packages - Credit Balance report that shows Opening (liability) Balance details for the start date of the date range you specify. If Payment Date is your filter: Opening Balance = Amount paid for packages - (minus) Redemptions as on the starting date of your date range. Example: Cost of a package: $100 Amount paid: $30 Initial Recognition: $5 Redemptions on start date: $15 Opening Balance: 30-20 (15+5) =10 NoteZenoti considers both, closed and open invoices for calculations. If Sale Date is your filter: Opening Balance = Price of the package - (minus) Value of Initial Recognition as on the starting date of your date range. NoteZenoti considers only closed invoices for calculations. Example: Cost of a package: $100 Amount paid: $100 Initial Recognition: $5 Redemptions on start date: $15 Opening Balance: 100-20 (15+5) = 80 |
Sales | Displays the total credit amount (balance) generated by the center for package sales in the date range you specify. Click the Sales amount to drill down to view the Package Details report. If Payment Date is your filter: Sales = Sum of payments made for packages during the duration you specify minus amount of total recognition in that period. Considers both, open and closed invoices (in the date range you specify). If Sale Date is your filter: Sales = Value of packages sold minus value of initial recognition. Considers only closed invoices (in the date range you specify). |
Redemptions | Displays the total value of package redemptions (redemption value) that a center has made in the date range you specify. In other words, this is the total value of services that guests have redeemed (paid for and availed services) during the date range you specify. NoteRedemptions are shown in the center where customers bought the packages. |
Expirations | Displays the total value of packages that have expired and have not been redeemed at a center in the date range you specify. Expirations become part of revenue reports. Zenoti considers both, open and closed invoices to get the total value of package expirations. Click the Expirations value to drill down to view the Package Expirations report. |
Refunded | Displays the amount that has been refunded from packages during the date range you specify. This column is available only if you choose the Payment Date as your filter. |
Closing Balance | Displays the closing balance or liability of packages that the center has on the last date in the date range you specify. If Payment Date is your filter: Closing Balance = [Opening Balance + Payments made during the duration (Sales)] - (minus) [Redemptions + Expirations + Refunds] as on the last date of your date range. If Sale Date is your filter: Closing Balance = [Opening Balance + Value of packages sold (Sales)] - (minus) [Redemptions + Expirations] as on the last date of your date range. |
Important notes
The figures in the Package Liability report will not match with the Collections by Item report in the following cases:
If the package is bought in one center and payment is done at another center, the Package Liability report considers only the balance in the center where the package was sold and not in the center where the payment was made. But the Collections by Item report shows the collection for the center where the payment was made.
If the package has initial recognition configured, the Package Liability report deducts the initial recognition from the amount paid by the guest and then show only the balance amount. But the Collections by Item report shows the total amount collected.
If the open invoice contains a product and a package, Zenoti does not apportion the paid amount to both package and product in Package Liability report. First, the payment is given to the product and the remaining amount is taken for the package. But the Collections by Item report apportions the paid amount between both, the package and the product.
Package Status report
Overview
The package status report gives a snapshot of details around packages such as the names of guests who purchased packages, the names of the packages and the package categories, the invoice status, the package status, and details about recurring scheduled payments that are due. Zenoti allows you to sell custom and series packages such that guests make an initial payment and pay the balance based on a recurring schedule.
This article covers the following sections:
When to use this report?
You may want to run this report to check the:
The invoice status or the package status of packages or package categories.
The amount paid and the amount due towards a package.
The amount due towards a particular package.
The number of scheduled payments pending for a package where guests chose to pay on a recurring basis (based on a schedule>.
The last scheduled date for a pending payment where guests chose to pay on a recurring basis based on a schedule.
Ensure that you are at the Center for which you want to run the report.
On the main menu. Click the Reports tab.
On the Reports Dashboard, click Marketing > Packages (from the filter>.
From the list of reports, click Status. The report opens in a new tab.
Make your selections in the filter criteria and click Refresh.
To export the report, click the Excel or .CSV icons.
Filters
Criteria | Options | Description |
Category | All Names of specific package categories | Select the name of any specific package category such as hair care or body care to filter your report. Else, view results for all categories of packages. |
Invoice Status | All OpenClosed | Select the invoice status you want to view the report for. For example, if you choose Open, the report considers package-related invoices with the Open status, that is, invoices where part of the payment is due. If you choose Closed status, the report considers invoices that are closed, that is invoices where full payment is received. The default status is All. |
Package Status | Active Frozen Expired Canceled/Refund | A package may have any one of the following statuses:
|
Package Name | Lists the names of the packages that you have in your center. | Select the name of the package for which you want to view the report. |
Show schedule payment dates | Select this checkbox if you want to view details of packages that have pending schedule payments. ImportantIf you select this checkbox, you can view additional columns in the report. See column descriptions section for details. |
Column descriptions
Column | Description |
Package Name | Displays the name of the package. |
Guest | Displays the name of the guest. |
Start Date | Displays the start date of the package. |
End Date | Displays the end date of the package. Example: If the package is valid for 6 months and the start date is 1 Feb, then the end date will be 1 July. |
Purchase Price | Displays the price at which guests purchased the package. |
Credit Amount | Displays the amount paid by guests towards the purchase of a package. |
Balance | Displays the total amount that is due towards payment of the package. |
# of Scheduled Payments | Displays the total number of scheduled payments for the package. This is relevant in the case where guests choose to pay for the package on a recurring basis based on a schedule. Example: The guest may opt to make 5 scheduled payments. In this case, this column shows 5. ImportantThis column appears only if you select the checkbox Show scheduled payment dates. |
# of Scheduled Payments Completed | Displays the number of scheduled payments that guests have already paid. This is relevant in the case where guests choose to pay for the package on a recurring basis based on a schedule. Example: If the guest has already made 2 payments out of 5 scheduled payments, this column shows 2. ImportantThis column appears only if you select the checkbox Show scheduled payment dates. |
Due Amount | Displays the total amount that is due towards payment for the package. This is relevant in the case where guests choose to pay for the package on a recurring basis based on a schedule. ImportantThis column appears only if you select the checkbox Show scheduled payment dates |
First Scheduled Payment Date | Displays the date on which the guest is due to pay the first scheduled recurring payment for the package. This is relevant in the case where guests choose to pay for the package on a recurring basis based on a schedule. Example: A guest purchases a series package and makes an initial payment at the center on 15 Feb. The guest wants to pay the balance amount on a recurring scheduled basis as follows:
Whenever you run this report, the First Scheduled Payment Date will remain 15 March. ImportantThis column appears only if you select the checkbox Show scheduled payment dates |
Next Scheduled Payment Date | Displays the date on which the guest is due to pay the next scheduled recurring payment for the package. This is relevant in the case where guests choose to pay for the package on a recurring basis based on a schedule. Example: A guest purchases a series package and makes an initial payment at the center on 15 Feb. The guest wants to pay the balance amount on a recurring scheduled basis as follows:
The Next Scheduled Payment Date changes depending on when you run this report. For instance, if you run the report on 20th May, the Next Scheduled Payment Date will be 15th June. If you run the report on 28th June, the Next Scheduled Payment Date will be 15th July. Also, if you generate the report on any date after the guest pays the entire amount, the Next Scheduled Payment Date column will be blank (because no more payment is due from the guest>. ImportantThis column appears only if you select the checkbox Show scheduled payment dates |
Last Scheduled Payment Date | Displays the date on which the guest is due to pay the last scheduled recurring payment for the package. This is relevant in the case where guests choose to pay for the package on a recurring basis based on a schedule. Example: A guest purchases a series package and makes an initial payment at the center on 15 Feb. The guest wants to pay the balance amount on a recurring scheduled basis as follows:
Whenever you run this report, the Last Scheduled Payment Date will remain 15 July. ImportantThis column appears only if you select the checkbox Show scheduled payment dates. |
Status | Displays the status of the package as Active, Frozen, Expired, Closed, or Canceled/Refund. |
Package Refunds report
Depending on your organization level settings, authorized users can process different types of refunds on packages. You can track all these refunds, whether on the package credit amount, on initial recognition amount, or tax amount. You will also find useful details like who processed the refund and the invoice number of the refund and the invoice number of the package.
When to use this report?
Use this report to:
Trace refunds processed on packages within a given time period.
View the break-up of the refund - such as amount refunded in initial recognition amount, tax amount, or package credit amount.
Find out which employee processed the refund on a package and when.
Important notes
Ensure that you turn on the Package Refunds report from the organization level.
At the center level, click the Reports icon.
On the Reports Dashboard, click Marketing > Packages (from the filter).
From the list of reports, click Refunds. The report opens in a new tab.
Make your selections in the filter criteria and click Refresh.
Use the Excel or .CSV icons on the top right corner to export the report. Best Practice: To view all columns of the report, we recommend that you always export the report.
Filters
Criteria | Options | Description |
|---|---|---|
Package Categories | All Categories Names of individual categories of packages |
|
Time Period | Today Last 7 days Last 14 day 1 month 2 months 3 months 6 months Custom | Based on your requirement, from the drop-down list, select either today, last 7 or 14 days, 1, 2, 3, or 6 months. You can alternatively choose Custom from the list and specify custom dates. NoteFor custom dates, you can view data for a maximum date range of 6 months at a time. Example: If you wish to see data from January to August, first view data from January to June and then view data from July to August. |
Column descriptions
Column | Description |
|---|---|
Refund Date | Shows the date on which package. |
Refund Invoice Number | Shows the invoice number of the refund. |
Package Name | Shows the name of the packages for which refunds were processed. |
Guest Name | Shows the name of the guest who purchased the package. |
Credit Amount Refunded | Shows amount refunded from package credit amount. |
Initial Recognition Amount Refunded | Shows amount refunded from the package's IRR amount. |
Tax Refunded | Shows tax amount that was refunded, if any. |
Total Amount Refunded | Shows the total amount that was refunded. Total Amount Refunded = Credit Amount Refunded + IRR Refunded + Tax RefundedExample: Say, $ 118 was refunded on a package which was sold with a tax of 18% and IRR of 30%. Credit Amount Refunded = $70 IRR Refunded = $30 Tax Refunded = $18 Total Amount Refunded = $118. |
Refund Type | Shows the payment types that were used to process the refund such as cash, custom, or a prepaid card. |
Prepaid Card Code | Shows the Prepaid Card Code if a prepaid card was issued for the refund. |
Refunded by | Shows the name of the employee who refunded the package amount. |
Package Invoice Number | Shows the original package sales invoice number. |