Overview: What are we talking about?
This article will describe how to run the Sales Receipt report to see at-a-glance sales and payment information for a day or short date range. This report was built hand-in-hand with an industry accounting professional to ensure that the data is delivered in a concise, easy-to-reconcile way, as well as to deliver an accountant-friendly report to help record sales and payment data in your accounting system. This is a great report to provide to your accountant or to reference when entering daily, weekly, or monthly sales data into your accounting platform.
Helpful Hints: Before you begin.
- In Gingr, the Sales Receipt report is a great way to quickly see a summary of sales-related information for a given day or date range including sales, payments received, deposits collected, accounts receivable, and more.
- This report is limited to users that belong to a user group that possesses the Can View Financial Reports permission.
How to: Access and run the report.
- Navigate to Left-hand Navigation: Reports & More » Reports » Sales Receipt.
- Run the report by configuring the following report parameters to your needs:
- Location: Select the location that you want the report to pull data for.
- From Date: Choose a start date to see sales and payment data starting on this date.
- To Date: Choose an end date to complete the date range.
- Location: Select the location that you want the report to pull data for.
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- View Data By: Choose whether you'd like to see the Sales Receipt for the date range day-by-day or as an aggregate of the date range.
Video tutorial:
How to: Use the Quickbooks Online Sales Receipt Export
This report also provides an export formatted for use with Quickbooks Online (QBO). The export is formatted to be imported into QBO as a Sales Receipt, which will then provide activity directly from Gingr for use in generating GAAP reporting in QBO.
If the business is starting fresh on QBO, they will need to use the attached import to create the appropriate Accounts and Products & Services in QBO. If the business already has infrastructure built out in QBO, they will need to review the import and ensure that they either create the accounts or adjust their current infrastructure so that it matches what is shown in the import. The accounts and products & services must match exactly what is shown on the import, otherwise they will receive errors when trying to import their daily sales receipts into QBO.
Sales receipts will need to be imported to quickbooks using a third party service called Saasant. Saasant will link to your QBO account, so the only action will be to upload your Gingr Daily Sales Receipts to Saasant in order to get them into QBO.
Set up Quickbooks Online to be compatible with Gingr’s Sales Receipt export
In order to use this integration, users will need to ensure that the following items are configured in their Quickbooks Online account.
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Review and Import the attached Accounts listing to your Chart of Accounts in Quickbooks Online.
Note: For the payment method accounts and services, ensure that you create a payment method received line in the template that matches every payment method that you use in Gingr.
Example of a CSV template example with unique business payment methods below: -
Review and Import the attached Products and Services import template to your Quickbooks Online account under Products and Services.
Example of a CSV template example with unique business payment methods below: - Create a new Customer in Quickbooks Online called Daily Sales.
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Sign up for a Saasant account and connect in Quickbooks Online from the Apps section.
Using the Gingr Sales Receipt Export for Quickbooks Online
Once configured in Quickbooks Online, users can generate the Sales Receipt report in Gingr via Left-hand Navigation: Reports and More Icon » Reports » Sales Receipt.
On a daily, weekly, or other interval, you'll generate the Gingr Sales receipt in Gingr for the day or date range that you are wanting to move to QBO, using the default View by Day option. Click the Export (X) for Quickbooks Online to download each days' sales receipt to your computer. To ensure that the mapping to QBO is successful, open the .csv file and delete the first row that says Gingr Sales, and then save the file.
Note: We recommend generating the Sales Receipt on a daily basis so that you can easily track any account discrepancies back to a single day rather than trying to find the discrepancy in a date range.
In Quickbooks Online, navigate to the Apps section in the left-hand navigation menu and pull up Saasant. In Saasant, upload each of the .csv files downloaded from Gingr and assign the Quickbooks Entity as a Sales Receipt.
Navigate through the Saasant UI to review the field mapping so that each field on the .csv maps to the appropriate sales receipt field in QBO. The image below represents where each of the fields on the import should be mapped.
Once complete, you'll start to see the historical Sales Receipts for each day under the Daily Sales Customer in QBO. The sales receipts brought over to Gingr will also automatically feed into your Balance Sheet and P&L reports in QBO, allowing you to easily migrate this information from Gingr to Quickbooks Online.
Video tutorial:
FAQ: Check this out!
Who can access the report?
The report is limited to users that belong to a user group that possesses the Can View Financial Reports permission.
Is this report retroactive for all previous invoices or only for invoicing going forward?
The report will work for invoices as far back as September 2019.
What if I already exported to Quickbooks Online but then had invoice adjustments made in Gingr?
If you've already uploaded a day's sales receipt to Quickbooks Online and then made some kind of change, you can delete that day's sales receipt from QBO itself and then reimport it.
Would a negative line item used like a “coupon” be counted in Discounts?
Negative line items will display under the Revenue categories. Only coupon and package discounts will be reported under Discounts.
How are package credit redemption displayed on this report?
The package credit discounts in discounts.csv display as negative value when exported. This can also be seen in the Sales report under the Package Credits Consumed section.
How will manually comped package credits be reported?
These will display as a package sale with a 0.00 value when the package is first comped. When comped credits are used, the business should expect to see the full price for the reservation in the Revenue category, 0.00 under packages consumed (because the value per credit is 0), and the full amount of the credit/reservation under Discounts.
How will manually deducted package credits be reported?
Manually deducted credits will report as a 0.00 entry to Revenue with no other details. In the event that a package credit is not added at checkout, you will see the Revenue for the reservation associated with however it was comped (admin comp payment, 100% discount, etc).
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