Access to income report detail/Drill down reports
When I create a monthly income report, I get aggregate figures for events and membership types. I would like to be able to create a monthly report, and then be able to see all the transactions that went into that report. I don't find a way to do that. I CAN get a list of transactions for a certain time period, but that screen is limited to 50 per page. A very annoying limitation. I would like to see them all, and have them in a searchable file, which I could also download.
Charlotte McRanie commented
As a CPA and new WA user, I would like to add my frustration (and our volunteer bookkeepers) to the comments below. We have been exploring ALL of the available financial reporting mechanisms for getting the level of detail we need out of WA via Excel exports to get the daily totals we need to reconcile to the Affinipay deposits so that we can record them in our Quickbooks system (we are not willing to just blindly do a QB feed at this juncture). So far we have not yet identified an export source that gives us all of the transactions in the level of detail we need EXCEPT the Quickbooks extract. It is extremely frustrating because we KNOW the data is available in the system. We just can't get to it. The only report/export we have seen so far that appears to have what we need is the Quickbooks export (based on what is displayed on the screen); however, the only available export format is an "IIF" file.
If you can provide this data extract for Quickbooks, surely you can reformat the same data fields in an Excel format as you have done elsewhere in the module. We believe that if you can give us the Quickbooks extract file data in an Excel file, we will have the level of detail we need to do our accounting and reconciliation properly and easily. Otherwise, we are going to have to spend a lot of time either changing how we had wanted to utilize the system or going back into each part of the system and extracting data there to be able to break down deposit totals coming out of Affinipay.
I am really disapointed in the lack of reports in Wild Apricot. To me that's one of the most important aspects of a database. I know I can run a spreadsheet, but then I have to set up a Word merge document to get it a report format. This is cumbersome and has to be done every time a report is run. This to me is not a wish list item, it is essential. I need more than financial reports i.e. membership directory, quire reports, etc. If I hadn't invested so much time in WA, I would switch. Big mistake on my part, I assumed run reports was a function of every database.
I am receiving more and more dues payments via credit card. When I attempted to run a report showing the details of these payments, I was surprise to discover that is not possible. Such a simple thing, and after reading the comments on this topic, I agree that there is a need. Dimitry, it is an essential report that gives us details on who paid without having the entire list of invoices included. I just want the receipts. Please add my voice to those who are encouraging you to provide this report.
Ed T commented
I can run a report that shows me for instance how much was collected during a given month by check, credit card etc. But I would like to be able to click on any of those dollar amounts and see the actual transactions
Chuck Wray commented
I just want to reinforce what SCDF is saying here. I am addressing the last question from:
Dmitry Buterin, Chief Apricot - "Can you also elaborate why is this needed/how this would be typically used?
As SCDF said, we need it to reconcile with our accounting records, because Wild Apricot has basically become and extension of our accounting system.
Just a little more on this-- Essentially, we are all constrained by economics, so we have limited hours to commit to administration. Our organization is a small, non-profit with a very limited, part-time, monthly contract administrator budget. This was a huge reason why we chose Wild Apricot, to save us time on administration. Since Invoices and Payments are done in Wild Apricot, there is no reason to duplicate time and hours to export them to Quickbooks. This would additionally create headaches keeping both systems in sync, etc. There is no need to do this with our limited budget,
The solution we are all requesting already exists in your program --
Since you are working with the data to give us the Summary figures for Invoices and Payments, then could you simply giving us a report with the details that make up the subtotals? You really don't need to create a new format. How about using the fields and formats you have defined in the Export to Excel? And while you are at it, could you add the Preview Transactions you already have defined? You are so close!
Again, you must realize with so many comments, that there is a sincere need for this. It is actually suprising that it does not exist already. I have been buying and implementing software packages and modules for over 30 years. And I feel this is a reasonable expectation. It would satisfy so many needs on many levels. And it would be a HUGE value you have added to Wild Apricot.
Just a postscript- I have attempted to use the Export to Excel that exists in Finances>Invoices and Finances>Payments & Refunds. These exports need extensive work to prepare them for a report that can be used. This would be needed monthly, so it is a time expense our organization (and I think others) will not be able to afford. Yet it is sincerely needed. You have already defined the summary/subtotaling needed for us in your Finances>Reports. So the report is defined.
Can we hope for this in the near future?
To reconcile the events with our accounting system. Since WA is essentially handling our Accounts Receivable, it becomes an extension of our accounting system. Therefore, there has to be a reconciliation between WA and our accounting system. And, since your "Invoice" or Payments and Refund" report doesn't provide the details on the Event Name or Membership Level, there is currently no way to confirm who paid for what.
Thank you, I understand what you are asking for. Can you also elaborate why is this needed/how this would be typically used?
Example: Finances: Income Report. Ability to click on each event or membership level to see the transactions that make up the totals. See attached.
Understand? Desperate for more details for our financial reports.
Could you describe this in more detail using an example?
It would be extremely helpful to have the ability to zoom in to see the transactions that make up the totals on the Income Report. Currently you can zoom in on the AR Report but not the Income Report. This would help tremendously in our accounting.
I agree. It would be very helpful if the income report was zoomable so we can see the detail behind the totals provided. This would solve a lot of the financial reporting problems I am having.
Can you elaborate - how would you use this in your typical workflow?
You are correct that this work around will provide the detail but one then has to sort the Excel file by origin and construct breaks so as to create totals that agree with the excellent summary report provided by WA. I would like to see an "advanced" button that when click would provide a user with the option of seeing the detail.
Since income report is based on invoices, one workaround is to go to Finances/Invoices and apply the same dates filter (assuming you want all invoices included). You can export this list into Excel from this screen.
Let us know if this helps.