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Reporting on Group Sales: https://help.pm.leapevent.tech/a/1006750
Welcome to a lesson on how to report on Group Sales. You've likely either come from the article about how to process Group Sales, or perhaps you just want to learn more about ways to filter and view Group Sales data. In any case, you've come to the right place!
We'll go over the following:
- First, you'll make sure you've cloned the "Ticket Orders with Group Sales and Payments" Report Type.
- Then, you'll create your base report. This report shows Group Sale payments, organized by Group Sale record.
- Finally, we'll suggest how you can make report adjustments and use out-of-the box Financial reports to glean information about your Group Sales, including how to:
- Show in-progress Group Sales, so you can see your outstanding payments.
- Show fully paid Group Sales, so you can see who has paid in full.
- View the full sum of outstanding money in your financial reports.
1. Check to make sure you have the custom Report Type
First things first - make sure you have the "Ticket Orders with Group Sales and Payments Custom" Report Type. The custom Report Type ensures you can add custom fields to the Report Type if needed, and it's a prerequisite for step 2.
This part will walk you through how to find out if you have this custom Report Type, and likewise how to clone the managed Report Type if the custom one doesn't exist yet.
1. Click on the gear and go to Setup
2. Search "report" in the Quick Find box and click on Report Types
3. Click on the "T" to filter for reports that start with the letter T
4. Look for "Ticket Orders with Group Sales and Payments Custom"
If you see the "Ticket Orders with Group Sales and Payments Custom" Report Type, then you can move on to step 2!
1. Find the "Ticket Orders with Group Sales and Payments" Report Type and click on it
2. Click the "Clone" button
3. Fill in the following information
- Report Type Label: Ticket Orders with Group Sales and Payments Custom
-
Report Type Name: Ticket_Orders_with_Group_Sales_and_Payments_Custom
- This will fill in automatically
- Description: Ticket Orders with Group Sales and Payments Custom
- Report Type Category: Other Reports
- Deployment Status: Deployed
- Click "Save"
After you click "Save", you can add custom fields to this newly cloned report type. Learn more about the process in this article.
2. Create a New Report
If you've never created a new report before (as in, you've only ever used template reports provided by PatronManager), this will be a fun adventure. In this section, we'll learn how to build a report from scratch that shows only Group Sale records.
1. Head over to the Reports tab
2. Click "New Report"
3. Search "group sales", select Ticket Orders with Group Sales and Payments Custom, and click "Continue"
Make sure you click on the Custom version. You'll only be able to add custom fields to Custom version of the report type.
If you don't see this Report Type, go back to step 1 for more information about how to clone it.
4. Toggle to the Filters tab in the left panel to change the filter settings
New reports always default to show only records owned by you, and for a specific date range. That won't do! Change them to:
- Show Me: All ticket orders
- Created Date range: All Time
5. Search "donation" and add Donation Record Type as a filter
6. Fill in the following criteria
There are two types of donations that can be tied to Ticket Orders: Group Sales, and donations that come in from Ticket Orders. We want to exclude the latter, so let's add a filter on this report.
- Operator: equals
- Values: Group Sale
- Click "Apply"
7. Toggle to the Outline panel
8. Now let's add a couple groupings! Search and select "ticket order: name" in the Group Rows lookup
9. Now, search and select "donation name" in the Group Rows lookup
Now our report shows all Group Sales, and we've organized the report to see all the Group Sale Payments within a Group Sale.
10. Click "Save & Run"
11. Fill in the following criteria:
- Report Name: Give your report a name that briefly describes what the report shows.
- Unique Report Name: This should auto-populate based on the Report Name.
- Report Description: Give your report a description of what the report shows so you and your colleagues can reference it whenever needed.
- Folder: Put the report in a public folder so everyone can access it.
- Click "Save"
12. Take a look at the report
Once you've saved the report and run it, you can get a good idea of what the report looks like and how you might want to modify it. This is what ours looks like:
3. More ways to report on Group Sales
The report we just built is a good start, but it's likely one size doesn't fit all for every organization. We've gathered a few examples you can use to customize the report you just built in step 2. We've also thrown in a few tips on how to set your financial reports to view Group Sales financial data.
Report on an In-Progress Group Sale
Since payment is collected on the Group Sale "donation" rather than the Ticket Order, you can build reports to help you track your Group Sales payments and any outstanding balances. Here's what a template Outstanding Group Sales report might look like.
Filters
- Record Type = Group Sale
- Amount due greater than 0 (Select Amount Due nested under "Group Sale", not "Ticket Order"
- Add the "Group Sale Total", "Amount Paid", and "Amount Due" fields
The totals of Amount Paid and Amount Due will be summarized on the report in the Grand Totals line.
Report on Fully Paid Group Sales
If a Group Sale has received full payment and been appropriately processed in the corresponding Ticket Order, you can run the regular Performance Report for the instance (or the Event Summary Report for the whole event) to report on the Group Sales. Since you set the Payment Method to Group Sale Payment on the Ticket Order, that money will be broken out appropriately in the Payment Summary section.
Report on the Full Sum of Outstanding Ticket Order Money in your Financial Reports
If you'd like to get a sense for how much money is due to come in from all your Group Sales (in total, not including any Group Sale Payments you've processed), you can also use the Include Receivables view on the Event Summary Report and the Performance Report.
On the Event Summary report, click the "View 'Including Receivables' Version"
The report will now include Reservation orders!
You can now see the totals of your Reservation orders included in the Sales Summary, and the quantities will be broken out from your Complete and Partially Paid orders in the Ticket Summary.
If you create Reservation Ticket Orders for reasons other than Group Sales, note that these will also appear in your Reservation section of the Event Summary Report.
