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Report - Accounting Transactions

Report Guide: Accounting Transactions

Introduction

The Accounting Transactions report is a powerful tool designed to provide a comprehensive and detailed breakdown of all financial transactions within a specified period. Its primary function is to bridge the gap between your daily sales operations and your formal accounting records. The report meticulously links every sale to its corresponding accounting account, offering various summary views to simplify reconciliation and analysis.

This report is essential for accountants, bookkeepers, and financial managers who need to track revenue, verify financial data, and prepare information for import into third-party accounting systems. It provides the clarity needed to ensure that every dollar is accounted for correctly.

This is designed for the Australian and New Zealand Markets

Before You Start

To access this report, you first need to ensure you have the correct system permissions assigned to your employee role.

  1. Navigate to PGM -> Clubs -> System Permissions.
  2. From the dropdown menu, select the employee role you wish to grant access to (e.g., 'Accountant' or 'Club Manager').
  3. A list of available reports and system functions will appear. To find the report, you can use the search bar at the top and type "Accounting Transactions".
  4. Alternatively, since this is a specialized financial report, it is located in the Custom category. Click on the Custom tab to see the list of reports.
  5. Once you have located the Accounting Transactions report, check the box next to its name to enable access for the selected role.
  6. Click Save.

How to Generate the Report

Once permissions are set, you can generate the report at any time.

  1. Navigate to PGM -> Reports -> All.
  2. Use the search bar at the top of the page and type Accounting Transactions to quickly find the report.
  3. Alternatively, click on the Custom category from the list of categories to locate the report.
  4. Click on the report name to open the filter options.

Understanding the Filters

The report uses the following filters to narrow down the data. It is important to note that this report is based on the Paid Date of transactions, not the date the transaction occurred.

  • Clubs: Select one or more clubs you want to include in the report. If you leave this filter blank, the report will automatically include data for all clubs you have access to.
  • Ledgers: Select the accounting ledger for which you want to run the report.
    • Important: You can only select one ledger at a time. Selecting more than one will result in an error message.
  • Date Since: This is the start date for your report. Click the calendar icon to select the first date you want to include in your data range.
  • Date Until: This is the end date for your report. Click the calendar icon to select the last date you want to include in your data range.

After setting your filters, click the Generate button.

Report Output

The report output is organized into several tabs (or worksheets), each providing a different view of the data.

Error Tabs

Under certain conditions, the report will display an error tab instead of the standard output.

  • Parameter Error: This tab appears if you select more than one ledger in the filters. It will display the message: "More than one ledger selected. Please select a single ledger only."
  • Mapping Error: This tab may appear for Australian clients if there is an issue with the account mapping setup. It indicates that some items or transaction types are not correctly configured to split 100% of their value across assigned accounts. If you see this error, please refer to the Account Mapping report to correct the configuration.

Transactions

This tab provides a raw, detailed log of every transaction that meets your filter criteria, showing the full value before any accounting splits are applied.

  • Id: The unique system ID for the transaction record.
  • SourceTable: The internal database table where the transaction originated (e.g., ProductSale, ContractTransaction).
  • IsRefund: Shows if the transaction is a refund (1 for Yes, 0 for No).
  • RefundedTxId: If this is a refund, this column shows the ID of the original transaction that was refunded.
  • Part: For transactions with multiple components, this indicates the specific part.
  • ProviderPaymentId: The unique ID for the payment from the payment gateway (e.g., Stripe, Ezidebit).
  • Date: The date and time the transaction was created in the system.
  • PaidDate: The date and time the transaction was successfully paid. This is the date the report is based on.
  • FailDate: If a payment failed, this shows the date and time of the failure.
  • Status: The status of the payment (e.g., Completed, Error).
  • Message: Any additional information or error messages related to the payment status.
  • ClubId: The unique system ID for the club where the transaction occurred.
  • Club: The name of the club.
  • UserId: The unique system ID of the member or user associated with the transaction.
  • UserNumber: The member's or user's number/ID card number.
  • FullName: The full name of the member or user.
  • ProductId: The unique system ID for the product sold.
  • ProductName: The name of the product sold.
  • ProductCategoryId: The unique system ID for the product's category.
  • ProductCategoryName: The name of the product's category.
  • ContractId: The unique system ID for the associated membership contract.
  • PaymentPlanId: The unique system ID for the associated payment plan.
  • PaymentPlanName: The name of the payment plan.
  • FacilityBookingDefinitionId: The unique system ID for a facility booking.
  • FacilityBookingDefinitionName: The name of the booked facility.
  • ContractTxType: The type of contract-related fee (e.g., JoiningFee, AdminFee, Freeze).
  • AmountNet: The transaction amount before tax.
  • VatRateId: The system ID for the tax rate applied.
  • TaxRate: The percentage of tax applied to the transaction.
  • AmountTax: The total tax amount (e.g., GST).
  • AmountGross: The total transaction amount, including tax (AmountNet + AmountTax).
  • Quantity: The number of items sold.
  • PosStationId: The system ID for the Point of Sale (POS) station or till.
  • PosStationName: The name of the POS station or till.
  • PaymentType: The method of payment used (e.g., Cash, CreditCard, Recurring (DirectDebit)).
  • IsFromInvoice: Shows if the payment was made against an invoice (1 for Yes, 0 for No).
  • IsRejectionFeePayment: Shows if the payment was for a rejection fee (1 for Yes, 0 for No).

Account Transactions

This tab shows the same transactions as the previous tab but includes accounting information. If an item is mapped to multiple accounts (split accounting), this tab will show a separate row for each portion of the transaction, with the monetary values adjusted according to the split percentage.

  • LedgerId: The system ID for the selected ledger.
  • Ledger: The name of the selected ledger.
  • MappingId: The unique ID for the account mapping rule that was applied.
  • AccountId: The system ID for the accounting account.
  • AccountNumber: The account number assigned to the accounting account.
  • AccountingAccount: The name of the accounting account. If an item sold is not mapped to an account in the selected ledger, this will show as (item not mapped in this ledger).
  • Split: The percentage of the transaction value allocated to this specific account.
  • Id, SourceTable, ... IsRejectionFeePayment: These columns are the same as in the Transactions tab, but the monetary columns (AmountNet, AmountTax, AmountGross) have been adjusted based on the Split percentage. For example, a $100 sale with a 60% split will show an AmountGross of $60 in this row.

Accounts

This tab provides a high-level summary of total amounts grouped by each accounting account.

  • Account: The account number and name (e.g., "40010 Membership Revenue"). Unmapped items are grouped under an account named (N/A) UNKNOWN.
  • Qty: The total quantity of items sold that were mapped to this account.
  • ExGST: The total amount, excluding tax, for this account.
  • GST: The total tax amount for this account.
  • Amount: The total gross amount (including tax) for this account.

AccountsWithPaymentType

This tab breaks down the Accounts summary one step further, showing the totals for each account by the payment method used.

  • Account: The account number and name.
  • PaymentMethod: The method of payment used (e.g., Cash, CreditCard).
  • ExGST: The total amount, excluding tax, for this account and payment method combination.
  • GST: The total tax amount.
  • Amount: The total gross amount.

Items By Till

This tab provides a detailed breakdown of every item sold, grouped by the till where the sale occurred and the account it was mapped to.

  • Till: The name of the POS station.
  • Account: The account number and name.
  • Item: The name of the product, service, or fee.
  • Qty: The total quantity of that item sold at that till and mapped to that account.
  • ExGST, GST, Amount: The total amounts for that specific item.

Tills

This tab provides a summary of total sales for each till.

  • Till: The name of the POS station.
  • Qty, ExGST, GST, Amount: The total quantity and amounts for all sales processed through that till.

Payment Types

This tab provides a summary of total sales grouped by the payment method used.

  • PaymentMethod: The payment method (e.g., Cash, Online).
  • Qty, ExGST, GST, Amount: The total quantity and amounts for all sales made with that payment method.

Till Summary

This tab provides a three-level summary, grouping sales data by till, then by payment method, and finally by the accounting account.

  • Till: The name of the POS station.
  • PaymentMethod: The payment method used.
  • Account: The account the transaction was mapped to.
  • Qty, ExGST, GST, Amount: The total amounts for that specific combination.

Till Payments

This tab summarizes sales by till and payment method.

  • Till: The name of the POS station.
  • PaymentMethod: The payment method used.
  • Qty, ExGST, GST, Amount: The total amounts for that till and payment method.

Till Accounts

This tab summarizes sales by till and accounting account.

  • Till: The name of the POS station.
  • Account: The account the transaction was mapped to.
  • Qty, ExGST, GST, Amount: The total amounts for that till and account.

Hints

  • One Ledger at a Time: Remember to only select a single ledger in the filters to avoid getting an error.
  • Check Your Mappings: If you see transactions listed under (item not mapped in this ledger) or UNKNOWN in the summary tabs, it means a product or fee has not been assigned to an account in your chart of accounts. This should be configured by an administrator in the Account Mapping settings.
  • Based on Paid Date: This report is based on when payments were successfully received (PaidDate), not when the sale was initiated (Date). This is important for reconciling with bank statements.

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