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Custom Reports/Full Transaction Data Extract

What I'd love to see is a simple way to export all of my transaction data. It should include every transaction recorded for event registrations, memberships, renewals, donations, refunds, etc. Then I can create my own custom reports with another program (Excel, Access) and all I would need to do is update my report data source with a new daily or weekly export from WA. Alternatively, the ability to custom design my own reports within Wild Apricot would be nice too. For example, using a drag-and-drop interface I could create my own pivot table reports like in Excel.

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    Kyle MitchellKyle Mitchell shared this idea  ·   ·  Flag idea as inappropriate…  ·  Admin →

    We have started development of the feature. At the moment we decided to focus on ivoices and payments exports and add
    – More contact details
    – Invoice origin details, e.g. Event name & Registration type for events and Level name for membership invoices
    – Payment date to invoices
    Some other minor changes.

    We’ll keep you updated on progress

    Oleg, Product designer @ Payments team

    24 comments

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      • LynneLynne commented  ·   ·  Flag as inappropriate

        Yes! It shouldn't be this difficult to reconcile with our accounting package.

      • GailGail commented  ·   ·  Flag as inappropriate

        We would like the following added to the invoice and payments records.
        - the source ID (Event name as in list, Membership, Renewal etc)
        - the member name that will show on the check or paypal
        - the linked registrant name, if an event guest who might submit a separate check
        - a payment ID # check / paypal
        We will be going to a lot of extra excel work using Vlookup to merrge the event report, invoice and possibly payment reports. Far too much work when it can be done at generation of these records.

      • GailGail commented  ·   ·  Flag as inappropriate

        Can you please let us know if Wild Apricot will be adding the event tag associated with the event invoice to the invoice and payments exports?

        We categorize our events by tags and prepare reporting that shows event payments received, summarized by event tags on a monthly basis. Currently it is a very manually process to prepare this information and we are hoping it will be available as part of the export enhancements to the payment and invoice exports.

      • Team PaymentsAdminTeam Payments (Payments and Finances features, Wild Apricot) commented  ·   ·  Flag as inappropriate

        Hi, Julie

        Sorry to hear that. We will provide full data export in our upcoming release in May. It will also include data for invoice origin.
        I'm not sure it will help with printing membership cards — just need more informaton here. Good news here is that we are developing built-in self-service for printing membership cards. You can track progress here: https://forums.wildapricot.com/forums/308932/suggestions/8825584

        Thanks again,
        Oleg, Product designer @ Payments team

      • Julie MillerJulie Miller commented  ·   ·  Flag as inappropriate

        The lack of details from the financial exports is a huge problem for us. We need to have the ability to export the contacts/members full details along with their financial information for the membership period selected. We need this export to send out membership cards and "Thank You" letters after renewal. We have only been using the system for 6 months and we are ready to abandon ship if we can not get a report / export with this information.

      • Mark MillerMark Miller commented  ·   ·  Flag as inappropriate

        The lack of details from the financial exports is a huge problem for us and the two associations in our office that use WA. It is important for the associations to know the dollar amounts each month generated from specific events before it’s imported into QuickBooks. Our staff is now spending hours sorting and categorizing the data from multiple reports in order to capture a simple monthly total by payment and event. The ability to query payments and transaction huge jump forward in the usability and practicality of the software for medium and larger organizations. thank you for your interest in resolving this, let us know if we can be of any assistance in the process.

      • Team PaymentsAdminTeam Payments (Payments and Finances features, Wild Apricot) commented  ·   ·  Flag as inappropriate

        Hi, Jon!

        Thanks for comment. Financial categories/accounts is something we are also thinking of, but this is not in our immediate plans.
        You can alsos check https://forums.wildapricot.com/forums/308932/suggestions/8826169 — this is thread on extra-charges exporting and we're discussing several options there.

        Thanks again,
        Oleg, Product designer @ Payments team

      • Jon CarlsonJon Carlson commented  ·   ·  Flag as inappropriate

        Please add separate invoice categorization for "extra items" like member fields that i can add and allow a user to optionally purchase. Currently in your quickbooks export they share the same category as the basic membership. The separate SPL records for each component should be able to be assigned a different quickbooks "account" (i.e. category).

      • Charles PenaCharles Pena commented  ·   ·  Flag as inappropriate

        Thanks for the reply. My comments are related to improving the process of event registration exports. My request is mostly centered on building a specific export template for non-supper users to use rather than build their own export grouping each time. We have 3 specific spreadsheets that we export event data by participant;
        1. Required airline passenger ticketing information. Format is set by the airline, but most are the same and we capture all the required information.
        2. Financial Income transmittal's, by participants to send by spreadsheet to the Treasurer for recording. Very simple: name, amount & item description.
        3. Roommate and condo lists, plus descriptions of none standard items purchased.

        All of this information can currently be created into a spreadsheet through the export system but it requires a bit of work by me to choose fields to export and then to format the spreadsheet. After creating the process, need the ability to copy this template for later use by less experienced user. So in nutshell, want the ability to create custom exports and name these like you do with custom searches.

      • Team PaymentsAdminTeam Payments (Payments and Finances features, Wild Apricot) commented  ·   ·  Flag as inappropriate

        @Charles, thanks for your comment and sorry for late reply - I missed it initially.
        Could you please elaborate your comment? What do you want to get from this report? Do you want to filter only event's financial data? Or do you want to improve event registrants export?

        @Tabatha, thanks for sharing, appreciate this.

        Oleg, Product Designer @ Payments Team

      • TabathaTabatha commented  ·   ·  Flag as inappropriate

        I would like to have the ability to export the contacts/members full details also. I use the financials export report to send out membership packets after renewal. As of right now I have to look up each transactions address after I download all the financials.

      • Charles PenaCharles Pena commented  ·   ·  Flag as inappropriate

        It is unclear if this improvement is just meant for the overall financial report system or also for specific event financial reporting too. I know you often combine items. We don't use the overall financial reporting system but do extract data by event.
        On the data by event financial reports we would like to select by item which items to export, not the whole data stream. Ideally we would like to assign the column order they displayed.
        For easy of use, we need to be able to save that custom report export option, so everybody is do it the same and not having to recreate it every time they use it.

      • Mary SimpsonMary Simpson commented  ·   ·  Flag as inappropriate

        Definitely need reports by invoice type; i.e. for membership, for event, for guest lunch etc. Would be great if we could set up our own Invoice types (again membership, event, guest lunch), then report on those.

      • JohnPJohnP commented  ·   ·  Flag as inappropriate

        I agree. Our club uses a cash accounting system and the existing WA reports do not help us a lot. The Income report looked good, but it shows the date of the invoice NOT the date of payment - which is what we need in a cash accounting system. The Payments report does list the transactions by payment date - but only by tender type NOT what the payment was for. The Payments & Refunds report LOOKS like it would be the answer, but when we download it to Excel it doesn't show what the payments were for. We need to know membership or event etc. and, if an event, which event - so we can work out how much profit (or not) that particular event made. Either include more detail in the downloaded spreadsheet or add a checkbox to the Income report to choose between accrual (invoice date) or cash (payment date). Or both!

        Thanks

        John

      • Ian Beecher-JonesIan Beecher-Jones commented  ·   ·  Flag as inappropriate

        Not sure where this topic is in the Roadmap, but a full extraction of financial transactions would be great.

        The Export from the payments and refunds report is almost there, but it just lacks one vital piece of information - what the transaction is for. On the report on the screen it shows whether the payment was for an event or membership, but it doesn't appear in the xls file during export process - so near yet so far.

        Please please can you add the extra column for the export routine - you have it in the report so hopefully it won't take much to do.

      • SCDFSCDF commented  ·   ·  Flag as inappropriate

        I completely relate to your post. I spend hours and hours each month trying to reconcile and get the information we need to complete our monthly financials! It simply isn't available in WA.

      • SCDFSCDF commented  ·   ·  Flag as inappropriate

        I complete agree! The information that is available does not include all the transaction details. We have the same problem in our accounting outside of Wild Apricot. We track each transaction by Name, Company, type (specific event or membership level) and amount. Currently, Wild Apricot only provides a report that says "Origin" but it does not provide the actual event or membership level paid for. This requires us to manually extract the information from the system.

        We REALLY need this information for our accounting records and reporting. It takes hours to compile everything that could be solved in a report exported from Wild Apricot.

      • skipatskipat commented  ·   ·  Flag as inappropriate

        This request sounds a lot like something I've been trying to get, and no I don't think the export of all payments and invoices does it.

        We evaluate the profitability of each of our events -- the export from Finances does not carry the specific event name. I would want to sort by event name.

        We reconcile the financials for each event separately so that the Treasurer knows how much revenue is in checks and Paypal for that event, and to be sure member accounts are correct. WA Registration by Type gives us total Revenue for that event, but that doesn't tell us all we need to know.

        Currently I export attendee data for each event separately, delete all but relevant financial info, sort it so the event manager can verify the correct amount they have in paper checks so I can be sure our member account balances are correct. Our event managers often settle a member credit for payment incorrectly, but actually record a new payment (using a tender type for member credits thinking that does it). There is no easy way to find these errors (which must be corrected since members get credits they are not supposed to have).

        For event reconciliations, I then add back in any cancelation charges for late cancel fees for that event. Finally I add in Paypal fees for all the Online transactions for the event (something I would not expect WA reports to do), but need to sort the transactions/event by payment type to allocate the PP fees to that specific event. Without this information, we don't have complete data for pricing our events for next season.

        It is very cumbersome and I spend a lot of time trying to verify member credits are correct, (and helping event managers over the phone settle credits to try to prevent these errors) since the audit trail is not clear for this, especially when a trip leader makes errors on settling credits which is a common occurrence.

        We are probably going to dedicate a board member to act as "assistant treasurer" to focus specifically on the new WA billing issues next year to help with all this additional work.

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