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Add report on event payments by tender [9008]

I'd like to rename the thread, or perhaps it should be a separate thread?

Enhance Payment Report to separately total Manual Payments and On Line Payments as it did before

Or perhaps it's a separate thread --- the more I think about this, the more anxious I'm getting about our event management with this new report! This is going to make our event reconciliations much harder for our event managers. The old Payment report immediately displayed the total dollars paid via check (manual), and made sense to the event managers. Manual payments are all the event managers are responsible for collecting. The on line payments go directly to the bank (Paypal for us). I hate to think of our event managers having to do MATH or export to excel to make sure the Payment report matches the checks they have collected for an event. And the Treasurer can then also easily see by event what the on line revenue is in Paypal.

I hope others chime in with the same input so that we can get this capability back ASAP!

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  • Drew commented  ·   ·  Flag as inappropriate

    "Event Reconciliation Report" would be a great description of what I'm looking for. When our event is complete, we have many folks who have paid online, but several that have used a cash or check at the door. A reconciliation report would show how much money should have been collected. That way there's a record and way to double check the amount when the event manager hands it over to the treasurer. (It'd be great if this was available via the app so the event manager can have it at the ready when counting up cash & checks at the end of the night.)

  • skipat commented  ·   ·  Flag as inappropriate

    Perhaps this new report could be named "Event Reconciliation Report" That might be a better description of what it is for.

  • Dmitry Buterin commented  ·   ·  Flag as inappropriate

    OK, thanks.

    I would really appreciate hearing from other users who need reporting like this - so that we can prioritize this.

  • skipat commented  ·   ·  Flag as inappropriate

    I think that would cover it.

    I don't need a breakdown of tender type by registration type if that's the specific question you had. I'm assuming you're not proposing taking away the event payment report that's already there since it is useful, just renaming it and adding another Event Payment Summary report that just breaks down event sources of revenue (not by registration type).

  • Dmitry Buterin commented  ·   ·  Flag as inappropriate

    Thanks for the elaboration. In this regard, are you interested at all in reporting by registration type?

    Let me draft something for the sake of discussion - please comment on this:


    Total event registrations: XXX (basically invoices corresponding to event registrations

    Online payments: YYY (invoiced and collected. Abandoned payments would not be included anywhere)

    Manual payments invoiced: ZZZ (XXX = YYY+ZZZ)

    Payments collected: AAA

    By tender:

    tender 1: A1

    tender 2: A2



    Payments still outstanding: BBB (AAA+BBB=ZZZ)

  • Dmitry Buterin commented  ·   ·  Flag as inappropriate

    The thing is that in the old system there was no clear cut distinction between revenue (income, invoices) and cash inflows (payments). Now there is clear distinction. Event payments report (I agree the name should be changed) is based in event registrations.

    So can you elaborate - maybe type up a quick sample of what exactly do you want to see? Income (based on who has registered) or cash received (based on payments received - full or partial).

  • skipat commented  ·   ·  Flag as inappropriate

    Here's what I'm looking for:

    On the same screen where the Event Manager would click on the current event "Payment Report" (hopefully to be renamed to distinguish from Financial Transactions Paymt report), have a new button that would provide a summary of the sources of revenue received for that specific event. (Much like the financial transactions payment report --- however I didn't see how that could be filtered to show just the specific event revenue sources --- and really don't want to make it that complicated for an Event Manger). Could be called Event Pymt Summary Report or something like that.

    The purpose would be for event reconciliation. The event manager is responsible for collecting/posting manual payments, may have member credits posted to settle partial/full payments for an event, as well as online transactions. It would be fabulous if they could push 1 button after event is over to break out exactly how much they should have collected in checks. They would print this report and manually add any other event expenses (outside WA stuff), and forward to Treasurer along with checks. The Treasurer can also clearly see how much on line revenue for that event which is easier than trying to get it out of Paypal by event.

    We track expense/revenue separately for each event. Maybe there is a way to get this, but I'm missing it. And it needs to be easy for an Event manager to find on their event screen.

    Does that explain it?

  • skipat commented  ·   ·  Flag as inappropriate

    I would like to see the Events Payment report display summary totals of revenue by source and registration type (similar to the old Payment Report that showed manual vs. online payment totals). Now the report just totals all revenue.

    It's great you can get this info by going to Financial Transactions and then clicking Payment Report there, but this is extra steps and more detail than most event managers might need. Ours are not that savvy with the system, may only do 1 event/year, so I like the simplicity of the old Events Payment report that tells them total revenue by source for each registration type. They don't really need all the detail about each transaction, since they are asked to submit just the summary report for their reconciliation of an event.

    I was also confused since both reports are called "Payment Report" . I'm sure I'll get a lot of questions from event managers who have trouble find the financial transactions Payment Report they need. Perhaps, maybe distinguishing the names in the two places would help, but I would prefer more summary data on the events Payment Report.

  • Dmitry Buterin commented  ·   ·  Flag as inappropriate

    OK, I think I know what you mean. I was talking about Finances/Payments report and I think you are talking about Event/Payments report - a different thing altogether, sorry about the confusion.

    Unfortunately that one displays payments by registration type, not by payment tender. I split this out into a separate thread. Please describe what do you ideally need and how it would be used.

  • Dmitry Buterin commented  ·   ·  Flag as inappropriate

    System does display the totals for each tender so I am still not clear on what is the problem.

    Can you email us at tech support with an example of what you are seeing and what is missing? (Notice: if you do not have any online payments, there will be no line and thus no total for online payments)

  • skipat commented  ·   ·  Flag as inappropriate

    I guess I was referring specifically to the Payments Report, I do see how to filter financial transactions to get the totals for each, which is better than what I thought they would have to do but this is still an extra step. I also don't see where the filtered report TOTALS the transactions for a particular source.

    Our event managers are not so savvy in the system, and may only do one event/year, so simplicity works best. I would love it if the payment report displayed this so they don't have to go through the extra steps of filtering the financial transactions.

  • Dmitry Buterin commented  ·   ·  Flag as inappropriate

    The new payments report gives you a breakdown by payment tender - Online/manual and by custom tenders. So I do not think you have lost anything, I think the reconciliation will become much easier because with custom tenders you can separate checks from cash from discounts etc.

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