Use this link to share with your colleagues:
All About Financial Reporting in PatronManager: https://help.pm.leapevent.tech/a/926031
Financial Reports in PatronManager work a little different - and look a little different! - from other kinds of reports. They summarize and categorize your transactions without all the usual patron data (name, phone number, etc.). In this article, we'll look at:
- Where are the Financial Reports?
- Why use Financial Reports?
- Can I run my reports automatically?
- What if I need to share my reports with non-PatMan users?
- What Financial Reports exist and how do I use them?
- These reports aren't showing me quite what I need - help?
Where are the Financial Reports?
You can get to your Financial Reports one of three ways:
1. Through the PatronTicket Hub
2. Through the PatronDonate Hub
3. Through the app launcher
Why use Financial Reports?
In a word: analysis. Maybe you need to see:
- A cash drawer report
- How your organization is doing as a whole
- How each event is doing
- A list of transactions to hand to your accountant
- Audit-friendly reports
- Reconciliation data
- Your donation and ticket sale data right next to each other
When you need to move away from "who" and move towards "how much", it's time for Financial Reports.
Can I run my Financial Reports automatically?
You betcha! You'll see this Schedule Future Runs button at the top of each report:
Later, if you need to edit that report schedule, click the Manage Scheduled Runs button on the Financial Reports home page:
For more information, check out this article all about scheduling financial reports.
What if I need to share my reports with non-PatMan users?
Good question! That's exactly why we've added this Export to Excel button on the top of your reports:
You can also email a scheduled financial report to up to five additional email addresses (you'll still need to select at least one PatronManager user to receive them as well).
What Financial Reports exist and how do I use them?
Let's take a look at what we got!
Credit Card Reconciliation Report
This report is designed to match up to the deposits Stripe makes into your bank account each week day.
For specific instructions on how to reconcile with Leap Merchant Services, check out this article.
Daily Sales Report
The Daily Sales Report generates all transactions within a specified date range. This report is grouped by Event / Instance / Allocation / Price Level and includes donations and order fees.
For detailed instructions, see How to Use the Daily Sales Report.
Sales Summary Report
The Sales Summary Report is a quick summary of all transactions within a time period. Enter a date range and choose to group by Event Instance, User, Order Origin, or Payment Method.
For detailed instructions, see How to Use the Sales Summary Reports.
Transaction Summary Report
The Transaction Summary Report puts all of your transactions together - donations and ticket orders - all on one report. It's very useful for auditing and getting a quick glance at how your organization did last year, or is doing this year.
For detailed instructions, see How to Use the Transaction Summary Report.
Performance Report
The Performance Report is a sales summary for one or more specific Event Instances. The Performance Report shows the count of full price / discounted / comps / subscriptions tickets for the performance(s).
For detailed instructions, see How to Use the Performance Report.
Event Summary Report
The Event Summary Report shows sales totals for a whole Event at once. This is similar to the Performance Report, but it shows net totals only.
For specific instructions, see How to Use the Event Summary Report.
Subscription Breakout Report
Use this to "break out" the details of subscription sales in a particular time frame – this report will show you the effective value of each event's tickets in a subscription.
For detailed instructions, see How to Use the Subscription Breakout Report.
Sales Overview Report
This is a quick overview of sales for all Event Instances occurring during a specific date range. It provides a summary of the tickets sold / reserved and includes receivables.
Just enter your date range and click "Submit".
For detailed instructions, see How to Use the Sales Overview Report.
If you are looking for something beyond these reports for financial purposes, please check out our paid Advanced Custom Report project.
Donation Summary Report
The Donation Summary Report gives you a quick financial overview of all Donation money transacted within a given time frame. You'll have options for grouping by Donation Record Type and then dividing the report based on Fund, Donation Origin, or Campaign.
For detailed instructions, see How to Use the Donation Summary Report.
Normally, this report can only look back as far as July 2019 - when Donation Payment Transactions started being created in your system.
If you're interested in this report looking back further than July 2019, submit a support request via the Community - we can help you as part of a paid data project.
This link will send you back over to your custom Reports tab - use it if you need to see more line item detail, or if we've set you up with a custom financial report that lives over there.
There are a few additional Financial Reports that live in the Reports tab in the Reconciliation Reports folder.
Absolutely! Here's how to get to the Reconciliation Reports folder.
5.1. Go to the Reports tab
You can do this by either:
- Clicking the tab, if available
- Searching for and selecting Reports from the App Launcher
5.2. Click All Folders
5.3. Select Reconciliation Reports
Voila, you're there!
5.1. Donation Summary Report w/ Details
Craving some more detail about each transaction that makes up the totals in your Donation Summary Report? The Donation Summary Report w/ Details will provide you with line-item detail of each transaction that make up your totals.
For detailed instructions, see our information on how to use the Donation Summary Report w/ Details.
5.2. Event Summary Report: Refunds/Exchanges
If you need more detail about the refunds and exchanges for a given Ticketable Event or Event Instance, this report will give you what your looking for. While the Event Summary Report will give you net totals, the Event Summary Report: Refunds/Exchanges will give you more information, like the date, amount, patron name, and original ticket information.
For detailed instructions, see How to Use the Event Summary Report: Refunds/Exchanges.
5.3. Tickets Refunded to Donation
If a patron no longer needs their ticket and you don't want to refund them their money, you can process a refund to donation. For more detail about these types of refunds, such as the date, amount, patron name, and information about the original ticket, we have a pre-built Tickets Refunded to Donation report.
For detailed instructions, see How to Use the Tickets Refunded to Donation Report.
5.4. Transaction Summary Report w/ Details
Craving some more detail about each transaction that makes up the totals in your Transaction Summary Report? The Transaction Summary Report w/ Details will provide you with line-item detail of each transaction that make up your totals.
For detailed instructions, see our information on how to use the Transaction Summary Report w/ Details.
These reports aren't showing me quite what I need - help?
Maybe a report almost works for you, but isn't quite right; maybe you're not seeing what you need here at all. Either way, we can build a custom financial report for you with an Advanced Report project as part of our Reporting Services - transactions have a unique structure that make transaction-based reports fairly special projects. We're happy to collaborate with you on custom financial reports to meet your needs.
We take the accuracy of your financial reports very seriously!