Why do some reports not match?

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SUMMARY

Is your Sales report not matching your Cash Drawer report, or are you having trouble understanding why the Auto Detail report doesn't match the Visa/MC section of the Daily Closeout report? The following sections explain why reports don't always match.


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ANSWERS

Why doesn't the Cash Drawer report match the Sales report?

The Cash Drawer report only displays cash equivalent sales (including cash, check, and credit card sales). The report excludes credit card sales that are AutoPays since they are not rung up at the retail point of sale. AutoPays are sales that are made automatically through the software by use of script language. The money from AutoPays does not go into your drawer – it goes directly to your bank. Conversely, while credit card sales rung up at your place of business also go directly to your bank, they are considered a cash drawer sale since an actual person rings up the sales at the retail point of sale.

In order for the Sales report to match the Cash Drawer report:

  1. Run the Sales report and Cash Drawer reports for the same date ranges.
  2. Run the Sales report on cash basis.
  3. Exclude AutoPays on the Sales report.
  4. Add the deposits total at the bottom of the Sales report to the Grand Total of the Sales report.

The total from the Sales report after adding the Grand Total and the Deposit Total will match the Cash Drawer total when run for the same date range, with the parameters set as described.

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Why doesn't the AutoPay Detail report match the Visa/MC total section of the Daily Closeout report?

  1. There could be non-AutoPay sales that were charged to Visa/MC. Try running the Sales report for the same date range on a cash basis and exclude AutoPays to see if there were any Visa/MC sales made. If so, then you'll know that the Daily Closeout report is showing a figure that is higher than the figure stated on the AutoPay Detail report. This is because there are Visa/MC sales made for both AutoPay sales and non-autopay sales.
  2. The Daily Closeout report will not display declined AutoPays. When running the AutoPay Detail report, make sure to filter for successful transactions only or filter it by payment method to see if transactions charged the client's credit card, debit account, or another payment method. Compare the total on the filtered AutoPay Detail report to the Daily Closeout report. If the figure on the Daily Closeout report is lower than the figure on the AutoPay Detail report, this could indicate that some AutoPays were declined or the AutoPay charged a different payment method instead of their credit card.

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Why do the Sales report (or Sales by Service report) and Attendance With Revenue report not match?

Why running the Sales report on a cash basis will not match the Attendance With Revenue report when run for the same date range:

  • When the Sales report is run on a cash basis it will show purchases of service items such as 10-class passes and unlimited class passes.
  • The Attendance With Revenue report displays the clients' visits and what pricing option the clients used to pay for their visit. If a client purchased a pricing option with multiple sessions but did not use all of the sessions, the reports will not match. The Attendance With Revenue report will only show what has been earned when a client has attended a class or appointment.
    • Example: A client purchased a 10-class pass but only went to 4 classes in one month. The Sales report will show the total purchase price for the 10-class pass. The Attendance With Revenue report will show the per session price (or unit price) for each time the client visited, which was four times.
  • Another reason the reports may not match is that the Sales report will include non-service items like payments to account balance.

Why running the Sales reports on accrual basis will not match the Attendance With Revenue report when run for the same date range.

  • Does the site have multiple locations (data-share)? If so, are the reports being run for all locations or only for one location? If running both reports for all locations, the totals should match. If running both reports for only one location and the totals do not match, this indicates that at some point one or more sales were mapped to location "A" while the services were performed at location "B."

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Why don't the Sales report and the Sales by Rep report match?

Question: When the Sales report is run with only a specific Rep selected in the #2 Filters section, and that report total is compared to the Sales by Rep report total run for the same date range and the same rep, why do the amounts not match?

Answer: The Sales report includes returns. If a rep returned a sale it will appear on the Sales report. However the Sales by Rep report will only include returned sales if you check the box "Show Returns" under the #3 Options section.

Then the two reports should match, supposing that the date range is the same, accounting basis is the same, and Rep selected is the same.

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Why does the Cash Drawer report total not match the Sales by Category report total?

Question: The total on the Cash Drawer report is not matching the total on the Sales by Category report when the reports are run for the same date range.
Solution: Be sure to run the Sales report on a cash basis instead of an accrual basis. The Cash Drawer report can only be run on a cash basis. It cannot include sales that were made using Account as a payment method.

  1. Go to Reports > Sales > Sales by Category
  2. In section 3 of the report, Options, change the accounting basis to cash.

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Why does the Settled Transactions report not match the Daily Closeout report nor the Sales report?

Problem encountered: You are attempting to match the Sales report total or Daily Closeout report and Settled Transactions report totals to the money in your bank account for the same day.

Solution: Sales that are displayed in your reports will not always reflect in your bank account for the same day due to the fluctuating amount of time it takes for transactions to settle and transaction fees that are subtracted.

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Why does the total tax on the Sales by Category report not match the total tax on the Sales Tax report?

The problem: You run your Sales by Category report for tax purposes. Based on the tax rate that you entered, you calculate what you think the total amount of tax should have been on sales made. Then you run the Sales Tax report and find that the total tax amount made is less than what it should be according to your manual calculations. Why?

The answer: There are items that have not been taxed. Using the Sales by Category report, you cannot see which items these are.

The solution:

  1. Run the Sales report for the same date range that the Sales Tax report is being run for.
  2. Filter the report by revenue categories and select only the categories that are taxed.
  3. After generating, manually use your eye to scan the tax column and look for sales that were not taxed.
  4. Make a note of any items that were not taxed.
  5. Multiply the un-taxed items by the tax rate and get how much tax would have been charged on those items. Deduct it from how much total tax you think should have been charged. This will equal how much sales tax the Sales by Category and Sales Tax reports shows was actually collected.
  6. Enable tax on those items for future sales. Click here to learn how to enable taxes.

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How do I get a detailed report of the Comp/Guest and Account totals on the Daily Closeout report under Sales by Payment Type?

Issue: If you would like to "drill down" into the Account and Comp/Guest totals from the Daily Closeout report use the following instructions:

For the Comp/Guest total:

  1. Go to Reports > Sales > Sales
  2. Select the same date range as used for the Daily Closeout report.
  3. Select the payment method "Comp/Guest" only.
  4. Choose Accrual for the accounting basis.
  5. Select "Generate."

This total will match the amount for Comp/Guest as shown on the Daily Closeout in the Sales by Payment Type section.

For the Account total:

  1. Go to Reports > Sales > Sales
  2. Select the same date range as used for the Daily Closeout report.
  3. Select the payment method of Account only.
  4. Click the blue "More" link under Cash accounting basis.
  5. Check the Accrual & Cash combined box.
  6. Select "Generate."
  7. Add together the Grand Total and the Deposit total.

The sum of the Grand Total and the Deposit total will equal the amount for Account as shown on the Daily Closeout report in the Sales by Payment Type section.

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Why doesn't the Cash Drawer report match the daily Closeout report?

The Cash Drawer report only displays cash equivalent sales (including cash, check, and credit card sales). The report excludes credit card sales that are AutoPays since they are not rung up at the retail point of sale.

The Daily Closeout report will show all transactions for the day and will break it down by Sales by Payment type and Sales by Category. It will also show a breakdown of earned revenue.

The one item that will match will be the Cash Equivalent Receipts on the Daily Closeout with the grand total of the Cash Drawer report.

 


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