Revenue by Date(s) Report

Kathryn Hamilton
Kathryn Hamilton
  • Updated

Overview: 

This article will cover how to use the Revenue by Date(s) report to extract financial information from Gingr. The Revenue by Date(s) report breaks down the charges and payments recorded in Gingr and summarizes it in a number of different ways to aid you in your accounting. This report is not a profit and loss statement, but instead a display of the invoice charge and payment information recorded in Gingr.

This article includes:

 

Helpful Hints: Before you begin.

  • This article will help you understand Revenue by Date Reports generated for dates on or after August 1st, 2019. For help with reporting prior to that date, please reference this article.
  • We recommended setting up Account Codes in Gingr! This will allow you to see totals for charges based on the type of revenue. You can learn more about setting this feature up here.

 

Video: A helpful tour.

 

 

How-to: Access the Revenue by Date(s) Report.

In order to access the Revenue by Date(s) Report in Gingr, you must belong to a user group that has the permission to view financial reports. To configure this permission, follow these steps:

  1. Navigate to Left-hand Navigation: Reports and More » Groups.
  2. Enable the Can View Financial Reports permission for applicable user groups.

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Important! Only users that belong to a user group that possesses the Can Manage Group Permissions permission are able to adjust this permission.

Once the permission has been enabled for your user group, the Revenue by Date(s) Report can be accessed from Left-hand Navigation: Reports and More » Reports » Financial: Revenue by Date(s).

 

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Field Definition
From Date Start Date and Time
To Date  End Date and Time
Locations
Filter between location(s) to view payment and transaction history
Payment Methods

Filter between payment method(s) to view payment and transaction history.

The report will report any invoice that has at least associated payment with the chosen payment method(s) 


The list of payment method(s) may vary between locations. The following payment methods are delivered with every Gingr app 

  • Credit Card
  • Cash 
  • Check 
  • No Payment (places balance on owner’s accounts) 
  • Admin-Credit Comped (used for waiving fees) 
  • Store Credit

Revenue Summary

The Revenue Summary contains the Payment Type Summary and Invoices Charge Summary. Payments represent money collected and Invoice Charges represent total revenue of services rendered. 

 


Payment Type Summary

This section includes a breakdown of money collected and refunded within the date range of the report, broken down by Payment types and Deposits. 

 

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Type Definition
Total Payments Sum of all payments received within the date range.
Collected Deposits Deposits collected within the date range.
Prepayments
Payments collected 10+ minutes from the time of check-out.
Payments Payments collected at the time of check-out.
Post Payments  Payments collected on or after the next calendar date after the invoice has been opened. 
Total Refunds Sum of all refunds performed during the date range.
Refunded Payments Total refunds of payments within the date range.
Deposit Refunds Total refunded deposits performed within the date range.
Net Total The net total of payments received within the date range. Calculated as Total Payments minus Refunds.

 

 


Invoice Charges Summary

This section includes a breakdown of total revenue services rendered on invoices that were checked out within the date range of the report, broken down by Taxable and Exempt Charges, Tax, Tips, and Refunds processed on invoices.

 

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Type Definition Helpful Hint
Subtotal Charges Total charges of all invoices opened within the date range.

This value does not include Tax. 

This value should equal the Charges by Account Code Total - Tips. 

Taxable Charges Total pre-tax value of all taxable charges on invoices opened within this date range.  
Exempt Charges
Total of all exempt (non-taxable) charges on invoices opened within this date range.  
Tax Charged Tax charged on invoices within this date range. Calculated by charges of taxable items and the location's tax rate. For more information on sales tax, check out the Sales Tax Report. Click here for more info.
Tips Total tips added to invoices within the date range. Tips can be added as open line items or during credit card transactions.
Refunded Items Total pre-tax line item refunds performed during the date range.  
Refunded Tax Total tax refunded during this date range.  
Totals Net total of charges on invoices opened within the date range. This is calculated as the Subtotal plus Tax and Tips charged.  

 

Charges

This section breaks out Invoice Charges into further detail, including the pre-tax charges for line items on invoices opened in Gingr during the date range of the report. Charges can either be viewed by Account Code or by Revenue Type. 

 

 

Charges by Account Code

Account codes are created and defined for each Gingr instance. Account codes allow you to group revenue into categories. For more information on setting up account codes, check out this article: Account Codes   

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The totals represent the total revenue of services rendered within each category. Charges per account code reflect any package credits redeemed, coupons, or pricing rules applied to the line items on the invoices.

No account Code Set represents any line item that is not assigned to an account code or any Store Credit purchased. When store credit is redeemed the charges will be reflected under the line items respective account code. 

 

Coupons by Account Code

This section provides detail of coupon usage per account code.  The amounts in this section are already factored into the Charges by Account Code section and do not need to be calculated separately. 

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Refunds by Account Code

This section provides information on refunded items by Account Code

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Reconciliation Tip: The total in this section should match the Invoice Charges Summary total for Refunded Items.

 

 

Charges by Type

This section breaks down the pre-tax charges by reservation type, service, retail, package, open line item, and store credit from invoices opened during the date range.  Each type displays a breakdown of coupons, rate modifiers, and package credits redeemed towards those items that have already been factored into the Type's total revenue. 

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Type Definition Drilldown
Charges by Reservation Type  Total charges by reservation type line item. Coupons and package credits are already factored into the total revenue. 
  • Reservation Modifiers (Pricing Rules) by Type
  • Redeemed Package Credits by Type
  • Applied Coupons by Type
Charges by Service Type Total charges by service type line item. Coupons and package credits are already factored into the total revenue. 
  • Redeemed Package Credits by Type
  • Applied Coupons by Type
Charges by Retail Items
Total Charges by retail item. Coupons are already factored into the total revenue
  • Applied Coupons by Type
Charges by Package Type (packages sold) Total charges by package type of packages sold during the date range. Coupons are already factored into the total revenue
  • Applied Coupons by Type
Charges by Open Line Item Total charges by open line item type. Coupons are already factored into the total revenue
  • Applied Coupons by Type
Store Credit Purchased The total amount of store credit purchased. This includes an overpaid pre-payment that has been converted to store credit.   
Cancellation Fees by Invoice The total amount of cancellation fees add to a customer's account from the Cancellation by Date Range report.   
Forfeited Deposits

The total amount of deposits forfeited by reservation type. 

The revenue for forfeited deposits is represented in the reservation types assigned account code

 

 

Refunds by Item

This section provides total pre-tax refunds to line items that were performed during the date range. 

 

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Reconciliation Tip: The total in this section should match the Invoice Charges Summary total for Refunded Items.


Payments and Refunds

The Payments and Refunds by Type section breaks down all payments and refunds processed during the selected date/date range. Payments and refunds are broken down by payment type, payment method, and deposits. The Payment and Refund Details section breaks down payment events by invoice. 

 

Payments and Refunds by Type 

This section breaks down all payments and refunds processed during the selected date/date range. Payments and refunds are broken down by payment type, payment method, and deposits. 

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Payments by Payment Type or Payment Method

This section is intended to provide a breakdown of all payments within the date range organized by the payment method and payment type. To view the payments by payment method click the View by Payment Method button. 

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Reconciliation Tip: The total in this section should match the Payment Type Summary total for Total Payments.

 

Refunds by Payment Method/Payment Type

Includes all refunds made within the date range, organized by payment type/payment method. Includes tax. Included in the Payment Type Summary above. 

 
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Deposits

Includes collected, consumed, and forfeited deposits.

 

Collected Deposits

This section provides information for deposits that were paid during the date range, broken down by reservation type. 

 

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Reconciliation Tip: The total in this section should match the Payment Type Summary total for Collected Deposits.

Consumed Deposits

Paid deposits that have been consumed as a payment towards an invoice in the date range. This indicates that the reservation the deposit is associated with was checked out.


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Reconciliation Tip: The total in this section is included in the Payment Type Summary total for Payments.


Forfeited Deposits

This section provides information for deposits that were forfeited during the date range, broken down by reservation type. A forfeited deposit is a paid deposit that will not be refunded to the customer or consumed with the pet's reservation. This is revenue the facility is keeping without rendering any services. 

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Forfeiting a deposit creates a separate closed invoice with the line item Forfeited Deposit: ID ##. This is so the payment shows as consumed on financial reports. 

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Refunded Deposits

This section provides information about deposit refunds performed during the date range, broken down by reservation type.

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Card Brand Breakdown

If your application utilizes Gingr's integrated credit card processing, this section provides a breakdown down of credit card payments by card type!

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Payments and Refund Details

Payment Events by Invoice

This section breaks down all payments made during the date/date range by the invoice ID. 

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Refund Events by Invoice

This section breaks down all processed during the date/date range by the invoice ID. 


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Charges Full Results

This section provides a full list of invoices that were opened during the date/date range. This includes the subtotal, sales tax, tip amount, and overall invoice total for each invoice. 

 

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Payments Full Results

This section provides the full list of payments made during the date/date range. It is segmented by payment type (Payments, Pre-Payments, Post-Payments, Collected Deposits). Each section reports on the invoice opened date, payment date, payment method, and total amount paid with that method. 

Invoices with multiple payment types/methods will be listed for each payment method/type. 

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FAQ: Check this out!

 

Is it possible to see Payments split out by account code?

It is not possible to see Payments by Account Code in Gingr. Payments are associated with a whole invoice, Account Codes are associated with the specific line items on an invoice. 

 

How can I print this report?

Export the entire report to a CSV file or print it to PDF.

 

Why can't I run this report for dates that cross August 1st, 2019?

If you try and run this Revenue by Date report for a date that spans before the release of Gingr's Invoicing functionality on August 1st, 2019, you'll notice that you receive an error that the report cannot span that date. Because of the backend re-organizing that we performed as part of this release, the "new" Revenue by Date(s) report can only be generated for that date and forward. To view the "old" Revenue by Date(s) report, the end date on your report must be no later than July 31st, 2019.

 

How can I use this report to reconcile with the totals on my CardConnect Batch Report?

If you use Gingr's integrated Credit Card Processing, the amount listed on your Left-hand Navigation: Reports and More Icon » Reports » CardConnect Batch report will reflect the amount of credit card payments that were received on that days batch. Depending on your set batch time, you can reconcile this number on the Revenue by Date(s) report by viewing the Payments and Refunds by Type section of the report and referencing the Credit Card payments and refunds total under the Payments by Payment Method and Refunds by Payment Method sections.


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What are account codes?

Account codes are a great tool to use to separate out your charge revenue into separate accounts! You can learn more about setting up account codes here.

 

Why do my Payments and Charges not match? 

“Total Charges” is the cumulative total of charges for transactions. This means “I checked out a customer for this reservation that cost $500". It will show under charges regardless of whether or not a client paid.

“Payments” is the total of all money received for those transactions marked with the payment method. If they did not pay on that specific date, it will not show as a payment.

If you checked out a customer on Tuesday for $500 but they paid $0 on that specific date, the charges would be $500 and payments would be $0. The next day (Wednesday), if they make payment in full, the charges would be $0 but payments would be $500.

If there is a difference between the charges and payments section, this is normally because only partial payments were received for some of these transactions. This is either due to existing credit on customers’ accounts, that was applied to transactions, or because the customer paid partially and will pay the remaining balance later.

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