Financial Reporting: Break out extra charges
Anytime Memberships are reported out, maybe not at the high summary level, but at the indivdual membership level I would like to see a breakdown of membership fee vs. extra item fee (e.g. In July I had $500 of membership income, how much was from elite level, how much from regular level, and for each, what percentage is membership fee and what percentage is extra items).
Thank you for a detailed write-up - the need on extras reporting is clear. We have missed this in our original analysis and design so unfortunately there is no quick fix, now we need to figure what exactly is needed, then design and implement solution.
I would appreciate more details from you - how would you ideally see reporting on this?
And I hope to see input from other clients so we can prioritize this higher.
In the meantime the only workaround to report on extras I could think of is using QuickBooks export function in WA. (And you do not need QuickBooks to use it). You can either use a preview of the export - or produce the actual export file, rename it from IIF to XLS and open in Excel.
Has this issue been resolved? Can you now map item for the QuickBooks download? If yes, can you point me to documentation of how to do this mapping? Thanks, Sanddollar
It's me all around :-) People used to ask me if wrote Wild Apricot software myself.
For security reasons we do not allow posting images (have to be a bit paranoid these days...)
I will find and post that image.
I didn't know it would be you that I was posting to... ha!
ok, so the list of "items" would be what you guys are allowing to import which is the info you map to "Class". If you could take that and map it to the "item" field we'd be set. Type of items for this particular non-profile are "Luncheon-member", "Luncheon-NonMember"... those are current ones but we could use the class info... as long as something gets mapped we can tweak the item in the item list in quickbooks...
BTW, i tried to upload an image to my original post but it said I couldn't and "contact the administrator". if you can open my upload I'll put an image of the QB screen there - the same one I sent to you in email... might be helpful for folks to see it.
Bill, thanks for posting.
I would appreciate if you could post here some of the details you shared with support - e.g. your list of items you would ideally like to have mapped and coming from WA in import.
And I would love to hear from other people using QuickBooks.
When we hold an event, national dog show, our registration form covers a lot of territory with some item choices being free while others, such as meals/seminars, charge various dollar amounts. The export to Excel feature includes the item label but not a dollar amount column. To see a complete record broken down by attendee and each registered item and cost, you either have to go through all the invoices or manually add a dollar column after each item. From a “reporting to treasurer” standpoint, this is a fairly big problem.
I have “wished” for better reporting since we joined Apricot back in the Stone Age and hope this will be considered in their next update. PBGVone, PBGV Club of America
Any news yet on whether this function will be added?
Our "Member Late Event Registration plus Membership Renewal" is the same price as our "Non Member Event Registration" for example (there are other combinations that are likewise indistinguishable in the total, especially if one person is paying for multiple guests with different items for each!).
We also have some items we charge for (Continuing Education Units) that require separate paperwork processes and follow up to ensure people get their items.
Simply having those item component fields appear in the search and in an export would be very helpful to see who paid for what and make sure everyone gets what they paid for.
Evgeny Zaritovskiy commented
Thanks for your comments - we will be working on that but I cannot promise the dates, unfortunately.
We certainly agree that the accounting for extra fees is woefully inadequate. The lump payment is stored and retrievable but non of the details are available either in excel, quickbooks or via reporting. We need to be able to distinguish these extra fees from dues.
Jennifer Walker commented
I agree. Being able to code costs on the back-end, or see a more detailed breakdown, will be extremely helpful when it comes time to record revenues in an accounting program. Otherwise you are required to manually allocate rec'd revenues to multiple revenue accounts.
I would go a step further and request the ability to code a single fee to multiple categories. For instance, I work with a client who receives annual member fees that are allocated to three separate accounts: $150 - $75 to member dues, $70 to regional fees (this is paid to the regional offices bi-annually) and $5 for printing fees.
The greater the ability to pull detailed financial reports, the greater the ability to streamline and increase efficiencies, the greater my ability to make my clients happy :-)
I would also like further breakdown as to the source of the revenue --- broken down by the source of the revenue. It makes it easier for a trip leader if all the money order/checks that they have collected are totaled clearly in one column, keep credits applied separately, and on line revenue (credit card payments) a separate total.
I think the old payment report separated on line revenue from manual payment revenue, and I don't see that in the new one. That will be missed. Now that we can also issue credits to invoices, that should be a separate entry too.
Sorry, we did not have this on the wishlist so we simply did not think about it. Now that we have this here, I would appreciate comments from others to help us prioritize this.
I think a possible solution is to separate the base registration fee/membership level fee from all other charges in the Income report.
I was disappointed to see that the financial upgrades in version 4.0 continues to lump income for an individual member into a single bucket with no breakout as to source.
Specifically, membership fees and extra charge items purchased during membership signup/renewal are reported as a single lump sum. In my case I have membership levels at $20 and at $25 but I also have an option for members to have their newsletter delivered by surface mail for and extra $5. I may have $500 in membership fees at the end of the month but no idea how to divide up the revenue between membership and newsletters.
Granted, we can export the membership files and do the whole thing manually but we could do that before version 4.0.
Also, as I understand it, the same is true for Events. Extra items purchased during event registration are lumped in with registration income and we have to go in at a detail record level and break out these charges manually.
The reality is that Excel is still the best reporting tool.
As of right now, when you run a Payments/Refunds report it only shows what invoice type, like Membership Renewal or Conference, was paid for. I would love for it to include the membership level, and for conference payments a list of the add-ons purchased. Or maybe we could integrate General Ledger account numbers into the system, and the reports could just do a breakdown, like $300 - 500 (Conference Registration)/ $50 - 525 (Conference Dinner).
It would also be awesome if I could get a Income Report based on the payments received instead of invoice date like it currently is set.
Printing Historian commented
Wild Apricot permits creating "extra" charges to be applied to invoices for either dues or events. However, this information then gets lost and all that appears in reports or invoice listings is the total amount of the invoice. Nevertheless, Wild Apricot stores this information somewhere because it is possible to reproduce a copy of the invoice showing the "extra."
We are a national organization that also has 6 local chapters. About a third of our members belong to one of the chapters. In addition to our national dues there are dues for chapter membership. When we send out dues invoices we add an amount for chapter dues as an "extra" using a radio button field. Periodically the national office distributes the dues collected on behalf of the each chapter to that chapter. Consequently we need to know how much we have collected.
When we process manual cheques or credit card payments we can extract this information from what members send to us. However, now that we have begun using Wild Apricot and allowing members to join or renew on-line, it appears the only way we can get this information is to manually go back to every invoice that Wild Apricot generated and tally the amounts. This is a colossal defect in the system.
Please upgrade the system to show "extra" amounts as separate lines in your invoice reports. If that is not possible, at least have fields describing the extra and the amount in the invoice file that can be exported to Excel. The data is clearly in your system somewhere. This would be similar to allowing data in user-defined donation fields to be exported even though it cannot be included in reports. It's only half a solution but is better than nothing.
This is a suficient shortcoming that we would switch to another system that didn't present this problem.
When I do an export from the site to import to Quickbooks the invoice is created but is missing the "item" entry. I have had a conversation with Dmitry (tech support) on this and he ask that I post this to see if others want this feature. Doing the QB import doesn't do us any good if we don't have data mapped to the "item" in the invoice. The answer back from Dmitry was "The way QuickBooks import works, if it does not find the matching item, it creates a new one. So we figured the risk of messing up someone's QuickBooks database by accidentally creating numerous new items is too high."
This is a problem we'd like to have... if the item can be matched - we will make sure of that... right now having nothing in the item field in QB doesn't help us and we won't use the export and import into QB because every record would have to be edited... defeats the purpose.
So if you can use this feature let them know.