Use this link to share with your colleagues:
How to Use the Transaction Summary Report: https://help.pm.leapevent.tech/a/1130841
The Transaction Summary Report provides a comprehensive summary of all money transacted through PatronManager in a given timeframe. That includes both Ticket Orders and Donations.
If your organization's contract with us involves per-ticket fees, this is also the report you'll use to reconcile with the Settlement Report you receive from PatronManager.
In this article, we'll cover:
- Where to find the report
- Understanding the report settings
- Reading the report
- A few additional considerations
- Including an important note about Group Sales
- Where to find more details about the transactions in the report
Let's dive in!
Where to find the Transaction Summary report
You'll find this report in the Financial Reports tab, along with your Box Office Reports.
1. Find the Financial Reports tab via the App Launcher
Click on the App Launcher, search "financial", and then click on the Financial Reports link.
2. Or find it via the PatronTicket Hub
3. Click on "Transaction Summary Report" in the Transaction Date Reports section:
Select your report settings
On this page, you'll enter your date range and choose how to display the report:
- Transaction Date Range: enter the date range you'd like to use. This is based on the Transaction Date, a.k.a. the date the payment was processed in PatronManager.
- You can Choose time zone to your organization's time zone or US Eastern Time
- Select My Organization's Time if you're running this report to look at all of your transactions
- Select US Eastern Time if you're reconciling PM Fees with the PatronManager Settlement Report
- Choose whether you'd like to group box office transactions by Event or GL Code (a field on the Ticketable Event).
- Decide if you'd like to include Group Sale Payment Opportunities
- If you use Group Sales, keep in mind that the money for those gets entered in PatronManager twice; be sure to read our notes about that to avoid double-counting.
- Select any Donation Record Types you'd like to exclude, using CTRL+click to select multiple non-consecutive options.
- Once you've made your selections, click "Submit".
Reading the report
Let's go over each section of the report to help you understand what everything means.
Report Header
The header of the report includes the report name, a recap of your settings, contextual warning messages, and an export option. Specifically:
- The report header sometimes includes warning messages; you'll find more information about those below
- Click Back to return to the settings page and make adjustments
- Export the report directly to Excel from here
- Your Organization Name
- The Date Range you entered on the settings page
- Whether you chose to group box office transactions by Event or GL Code
- Whether or not the report includes Group Sale Payment Opportunity records
- Any Donation Record Types you chose to exclude
Transaction Totals
The top section of the report sums up all the information that's split out in more detail in the sections below, to give you a quick at-a-glance summary of all the money you transacted through PatronManager based on the settings you chose.
- Transaction Gross: the total amount of all income you received in the timeframe you chose, before adjustments for P< Fees.
-
Ticket Total: The subtotal across all ticketing transactions within the timeframe you chose, broken out on the indented lines below.
- Included in the Transaction Gross.
-
Buyer Price (Tickets): the subtotal of ticket income, not including buyer fees or sales tax.
- Included in the Ticket Total.
- Does not include Donations, even those made on a Ticket Order.
-
Item Fees: the total amount of per-ticket fees for ticketing transactions in the report. The indented lines below break out each individual item-level fee you have set up. Yours may be different, as those item-level fees are customizable.
- Included in the Ticket Total.
-
Order Fees: the total amount of per-order fees for ticketing transactions in the report. The indented lines below break out each individual order-level fee you have set up. Yours may be different, as those order-level fees are customizable.
- Included in the Ticket Total.
-
Delivery Fees: the total amount of delivery fees for ticketing transactions in the report.
- Included in the Ticket Total.
-
Exchange Fees: the total amount of exchange fees for ticket exchanges in the report.
- Included in the Ticket Total.
-
Tax: the total amount of sales tax for ticketing transactions in the report. Only appears if sales tax is enabled for your organization.
- Included in the Ticket Total.
-
Group Sale Payment Opportunities: the total amount of Group Sale Payment Opportunity transactions in the report's date range. Only appears if a) you chose to include these records, and b) there are records to display within the date range.
- Included in the Transaction Gross.
- If you use Group Sales, keep in mind that the money for those gets entered in PatronManager twice; be sure to avoid double-counting.
-
Donated Fulfillment Tickets: if any subscription fulfillment items were refunded to Donation during this date range, that amount is still included in the Tickets total above (as well as in the Donations line below). Therefore it's subtracted here (and from the grand total) to avoid double-counting.
- This line was added in July 2021.
-
Donations: the total amount of Donation transactions (including those on Ticket Orders) within the timeframe you chose.
- Included in the Transaction Gross.
-
PM Fees: the total amount of fees assessed by PatronManager on the ticketing transactions in the report.
- Not included in the Transaction Gross, but instead subtracted from that number to reach the Net Total.
- Net Total: Transaction Gross minus PM Fees.
Event Totals
This section gives you ticket totals by Event Name or GL Code. The columns are as follows:
- Qty: this is the number of tickets represented by the transactions in the report.
- Buyer Price: this is the subtotal across all transactions for each Event or GL Code, not including buyer fees or sales tax.
- Tax: this is the total amount of sales tax for tickets sold in the report. It will only appear if sales tax is enabled for your organization.
- Each item-level fee your organization has set up appears in a separate column here.
- PM Fee: this is the total amount of fees assessed by PatronManager on ticketing transactions for each Event or GL Code.
Event Totals by Payment Method
This section includes the same column breakdown as the Event Totals section, but broken out further by Payment Method, then Event or GL Code.
Order-Level Fees by Payment Method
This section includes a column for each order-level fee your organization has configured, and a row for each Payment Method used. Exchange fees also appear here.
Group Sale Payment Opportunities by Payment Type
This section includes all Group Sale Payment Opportunity transactions in the timeframe you chose, split out by Payment Type. For more information on how to use this report with Group Sales, be sure to review this.
Donations by Payment Type
This section includes all Donation Payment Transactions in the timeframe you chose, split out by Payment Type.
Donations by Record Type and Payment Type
This section breaks things down a little further, showing Donation Payment Transactions grouped first by Payment Type and then by Record Type.
Helpful hints
Here are a few things to keep in mind when using this report:
Payment Transaction records have a Transaction Date, corresponding to the date and time the transaction record was created. This may differ from the Close Date on a corresponding Donation record, which is more freely editable, and will often differ from the Event Instance Date on ticketing transactions, which is when a performance took place.
As outlined in this article, Donation Transaction data for all Payment Types only goes back as far as the July 2019 release. This particular report can't be run with an earlier start date because the data would be incomplete and therefore the totals would be inaccurate.
If you'd like to backfill transaction data so that you can run this report for a wider date range, submit a support request through the Client Community; our data specialists can help you out with a paid data project.
There are a few warning messages that can appear on the report under different circumstances:
Here's a quick overview of what each warning message means.
What it means:
You've received at least one Donation alongside a Ticket Order, but the Donation hasn't yet been qualified. Until it is, the Donation cannot be displayed on this report.
How to fix it:
Click the link in the error message, which will bring you to the PatronTicket Orders tab filtered for "To Be Qualified" Ticket Orders. Then qualify all Orders with Donation Amounts.
What it means:
You have at least one payment exception awaiting resolution. Until that's done, the totals in the report may be inaccurate.
How to fix it:
Use these instructions to resolve any outstanding Donation payment exceptions. For payment exceptions on Ticket Orders, check out these instructions.
What it means:
If your report results include any disputed charges that resulted in a chargeback, there will be a special note at the bottom of the page. Here's more information about managing chargebacks in Bluefin and managing chargebacks with Leap Merchant Services.
If you're on Leap Merchant Services, we handle chargebacks for you. If you have a warning about a chargeback and have questions, submit a case in the Client Community.
If you're using the Group Sales feature in PatronManager, you'll want to make sure you're not inadvertently double-counting money on this report.
Do you need to see more details?
The Transaction Summary Report does not provide line-item detail of each transaction that makes up the totals, so to help you drill down further, you can use the aptly-named Transaction Summary Report w/ Details.
You'll find this report in the Reconciliation Reports folder, in the regular Reports tab.
Use the waffle to find and open the PMGR Reporting app
Navigate to the Reports tab
Click "All Folders", search for "Recon", then click on "Reconciliation Reports"
Find and click on "Transaction Summary Report w/ Details"
The report has a few built-in filters, some of which are locked and should never be adjusted.
Two of the filters (Transaction Date range and excluded Donation Record Types) are customizable. This allows you to match your filter selections to the Transaction Summary Report for a smooth comparison.
Do not adjust the locked filters or add new filters to this report, as that can lead to inaccuracies. Remember to "Save As" before making adjustments (beyond the date range) to this report!
Edit the report, set the filters as follows, then save.
- Show Me: All Payment Transactions
- Transaction Date: Last 7 Days
-
Item Type not equal to (copy and paste the following list)
- Donation,Fulfillment Item,Fulfillment Item Return,Subscription Distribution
-
Item Number not equal to (copy and paste)
- DONATION REFUND
-
Donation Record Type not equal to (check these boxes on the list that appears)
- Group Sale
- Group Sale Payment
Be sure to check the box for "Locked" next to the 3rd and 4th filter, to prevent accidentally changing those in future.
Click the filter icon on the report
Click Transaction Date
Click the "Range" dropdown and adjust to match your setting on the Transaction Summary Report
Click "Custom" to enter specific dates, or use the relative date options available.
When you've made your selections, click "Apply"
Click "Donation Record Type"
Uncheck "Group Sale Payment" if you want to include group sale transactions
Important: keep "Group Sale" checked!
If there are any additional Donation Record Types you'd like to exclude, check those boxes as well
If not, move to the next step.
Click "Apply"
When you're finished adjusting filters, click the arrow to collapse the filter section
The Transaction Summary Report w/ Details shows totals at the top (in Lightning; at the bottom of the corresponding column in Classic). Here's what those numbers correspond to on the Transaction Summary Report:
The top of the report shows a limited number of totals, but all totals are available at the bottom of their corresponding column.
- Transaction Total: matches to Transaction Gross
- Donation Amount: corresponds to the amount of all "new money" Donations *excluding* ticket items refunded as Donations. See below for more detail.
- Buyer Price Subtotal: matches to Buyer Price (Tickets)
- Buyer Fee 1 Subtotal: matches to your first Item Fee (yours may be named differently)
- Item Fees 2 through 5: matches to your second through fifth Item Fees (yours may be named differently)
- Order Fee 1: matches to your first Order Fee (yours may be named differently)
- Delivery Fee: matches to your Delivery Fees
- Order Fees 3 through 5: matches to your third through fifth Order Fees (yours may be named differently)
- Exchange Fee: matches to your Exchange Fees
- PM Fee Subtotal: matches to your PM Fees
Why doesn't the Donation Total match?
The Transaction Summary Report w/ Details excludes the amount of tickets (and subscription fulfillment items) refunded to Donation from the "Donation Amount" line. It does include this money in the Transaction Total. That means the "Donation Amount" line on this report represents only "new money" - either stand-alone Donations, or Donations made alongside a Ticket Order.
To see details and amount of those specific refund-to-Donation transactions, use the Tickets Refunded to Donation report set to the same date range.
If you want to report on chargebacks, then the Transaction Summary Report w/ Details is a great place to start! With a few tweaks, you can pull a report of all your chargebacks using the Transaction Summary Report w/ Details as a base.
1. From the Transaction Summary Report w/ Details, Save As
This will make a copy of the report for you to work on, preserving the base report for future use.
2. Create the new report
- Give it a Report Name
- Add a Report Description
- Save
3. Click Edit
4. Go to Filters
5. Add a filter for Payment Method
6. Set filter criteria
- Operator: equals
- Chargeback
- Apply
7. Adjust Transaction Date filter (optional)
Depending on what chargebacks you'd like to see, optionally adjust the Transaction Date filter.
8. Save & Run to get your report!
