Invoice line-item export
I'm working on a financial report for my organization, and I'm trying to find the line-item detail for all financial transactions conducted through our site (so I can slice and dice the data to illustrate various aspects). Without this, it's not possible to resolve discrepancies in the data and close out our organization's finances.
I was able to download a report from "Payments and Refunds", however this only shows totals for each invoice and does not show what line items each person is paying for, so I can't break the data down fully. I also found the "Income" report under "Reports", however this seems to have even less detail.
The WA support folks suggested going into each invoice separately to see a breakdown of each line item, and said that there is currently no other way to view line-item details. However, this would be very manual and time-consuming as we have hundreds of invoices with multiple line items each.
So, I wanted to find out if it would be possible to add a feature to give downloadable line-item visibility for all financial transactions? Presumably this raw data is already being collected by logs on WA's back-end, so it might just be a matter of exposing the relevant data to admins as an excel file if requested for download.
Good news out there!
We have released invoice line-items export in 7.21.
More details in release notes: https://gethelp.wildapricot.com/en/articles/1827-version-7-21-release
There should ALSO be a way to save invoice line items and create a drop-down list so some manner or consistency exists. I have never seen accounting that does not have the option to select or create a list of invoice line items!
We use Xero for our accounting and we are able to download invoices directly into it using excel, however when the invoice is a manual invoice it doesn't provide any of the detail that we typed into the invoice lines. Is there a way to include this information when we download them into excel?
CVMG web Administrator commented
Anyone using Wild Apricot Payments can see that WA passes the Item detail field to Affinipay, because you can see it in the export of Affinipay data in a field called Notes.
C'mon WA: how hard is it to make this a selectable field in the Invoice export if you already pass it to your partners?
Just starting with Wild Apricot and I see the inability to download invoice detail as a major problem for our accounting needs.
Doug Miles commented
We collect optional donations as extras on the renewal invoice but the Income Report just lumps it into Membership. Without a Line Items breakdown anywhere else we're stuck with manual recording.
That the individual line items on an invoice be included in the event download available as "export registrants"
Currently after choosing "export registrants" there is a field labeled "Total fee incl. extra costs and guest registration fees." This is a summary figure. Our satisfaction with Wild Apricot's support in managing our events would be much improved if we could get a report with these individual line item totals from our invoices in addition to this summary figure.
For example, our event "2017 APACHE Homeschooling Convention" has these invoice items:
CPR class fee
Red Cross class fee
On our financial statements, the payments for these are grouped into four different categories. Because a report with this detail is unavailable to us from Wild Apricot, getting this accounting information is a time-consuming process, as it must be done by having someone look at each invoice and type the information into an excel spreadsheet manually.
Any help you can provide in helping us to get this information through Wild Apricot reports would be very much appreciated.