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Customization of Financial Reports

Hey. I have seen that there is progress for the integration with quickbooks which is amazing, but in order for our finances to get figured out I need to be able to generate reports with the attendee, email, organization, event, payment date, amount, and payment type. The closest I can see it exporting the attendee reports from each event and then combining them.

If we could edit the level of detail that the finance reports show, that would be ideal

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    BenBen shared this idea  ·   ·  Flag idea as inappropriate…  ·  Admin →

    13 comments

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      • Gary RubensGary Rubens commented  ·   ·  Flag as inappropriate

        I have been tracking this issue ever since we stood up WA for our ski club, and every response from Dmitry is the same --- provide more specifics. This issue goes back over a year!

        Our payment gateway is Paypal Standard. Our bookkeeper wants a monthly report showing payment details for each one of our events (currently 146), plus membership. Paypal currently provides this to us in exactly the format and level of detail that we need. If Paypal can extract this detailed information from WA, why can't WA make that data feed accessible to us in a report?

        We are not happy with Paypal Standard, for various reasons, but mostly for the large number of transactions that appear to our members to be processed correctly, but then disappear into cyberspace. Paypal has no clue as to why this is happening. So we have been experimenting with alternate payment gateways, such as Authorize.net and Stripe.

        One problem is that WA will only allow one payment gateway at a time, so in order to provide an alternative payment option to our members, we have to go to Settings, Financial, Payments, Payment settings, and switch payment systems, allow our member to pay, then switch back. OK, so what's wrong with this approach? The answer is: REPORTING! Neither Stripe nor Authorize.net can provide the same level of detailed reporting tha Paypal can. AND, neither can WA.

        So, in my mind, the answer is very simple. If WA can provide the payment detail to Paypal, why can't they also provide it to their users? The only difference is that we would like to see ALL Tenders, not just Paypal.

        Is this really that hard?

      • DaleDale commented  ·   ·  Flag as inappropriate

        We need the excel export of financial data to be able to allow the selection of custom fields for donations. In particular we have a required donation field called "Fund" and need to know to which fund the donation should be applied in this report. For events we need, at the least, to have a column in the donation for the event name. And for memberships we need to know the membership level for the payment.

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

        I agree, even if one extra column could be added for origin detail it would be a whole load better than what is available at the moment which in many ways is of no use at all - sorry.

      • SueLASueLA commented  ·   ·  Flag as inappropriate

        [quote user="FTA"]I completely agree with Ben! We need the same information for our accounting and there is no easy way to get it out of Wild Apricot. Please expand on the "Origin" and add the specific event or membership level when exporting it to Excel.

        [/quote]

        I can't find any update on this issue but we are having the same problem--our CFO needs to know WHICH event people paid for. I'd like to see this feature added to the roadmap soon. Anyone know where it stands?

      • FTAFTA commented  ·   ·  Flag as inappropriate

        I completely agree with Ben! We need the same information for our accounting and there is no easy way to get it out of Wild Apricot. Please expand on the "Origin" and add the specific event or membership level when exporting it to Excel.

      • Dmitry ButerinDmitry Buterin commented  ·   ·  Flag as inappropriate

        You can currently export payments via Finances/Payments and refunds/ Export button - it does include information on tender, though not on the matched invoice (=event details). There are no changes to this function in 4.2. Feel free to create new wishlist thread to discuss what exactly you need and how to address it.

      • SherreSherre commented  ·   ·  Flag as inappropriate

        I believe I'm also in need of some similar financial report customization. I need to be able to export payments with detail on the event and type of transaction (i.e. credit card, check, etc). We do not use Quickbooks. Will the May release allow me to download a report into excel with this information?

      • BenBen commented  ·   ·  Flag as inappropriate

        I do believe that the QuickBooks export function is what I am looking for. Thanks. I will wait patiently until the release in May.

      • Dmitry ButerinDmitry Buterin commented  ·   ·  Flag as inappropriate

        Hi Ben,

        Thanks for further details. It sounds you are talking about Invoices screen when you refer to existing report, correct?

        Do you need a full list of invoices by event or total invoiced revenue by event?

        If the latter, did you consider using Income report? You can limit it to events only and it does show amounts for each event.

        If the former, then I think the QuickBooks export function coming up in 4.2 in May will be of use -- you can set it up to have separate bookings by event (This is in fact planned as a default setting)

      • BenBen commented  ·   ·  Flag as inappropriate

        I get it, that sort of customization would be a ton of work, hopefully one day...

        As it stands right now under the finances tab the default report is:

        Date
        Invoice Contact
        Origin
        Amount
        Status

        The data under Origin is "event registration" or another broad category.

        The accountant for my organization has informed me that in order to balance the books for each event that we hold she need to know the "name of the specific event" under Origin as opposed to it merely being an event.

        In an ideal world, under the finances tab, we would like to see:

        Date, Invoice, Contact (Name, Email, Org.), Specific Origin, Registration Type, Amount, Status

        Currently the way that I am pulling this information is by going to each event and exporting the attendee list, and combining them all in excel. If it was possible for the transactions to list the specific event, I could then separate the events from the membership, or donations, with a simple search.

        Hopefully this helps, and if there is already away to do it, please just point me in that direction.

      • Dmitry ButerinDmitry Buterin commented  ·   ·  Flag as inappropriate

        Ben, creating a totally flexible customizable report generator is a big chunk of work so I would suggest rather focusing on a specific report you need - if you could provide more details on this, this is much easier to address.

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