Accrual by Type Report

The Accrual by Type report shows data based on the arrival date for a reservation or on the due date for general sale invoices. For example, if Jane Doe places a reservation online on January 26, 2023 for July 24th through the 28th, her payments will show on July 24th because that is her arrival date. Furthermore, if she is already staying at the campground and decides to extend her reservation, the payment for the extension of the same reservation will also appear on July 24th. For sale invoices not connected to a reservation, the payments and refunds will show in report based on the Invoice Due Date. Note: When we refer to "within the date range or time period" pulled, we are referring to what is detailed here.

Selecting your Date Range to Pull the Report: You can pull this report for a specific window of time, a few days, a week, or a month. Before changing the date range you are viewing, you should allow the initial pull to complete otherwise the report will display results from the date range shown when entering the report. This applies to changing date ranges for multiple report runs. Note: While this report allows you to select multiple months at a time, we highly recommend pulling two weeks to a month only as depending on the size of your campground, the report may not run to completion. Smaller windows during busier periods will ensure the report pulls completely.

Report Details:

Column definitions:

Type: This is the item type that was paid for or refunded during that time period pulled. Site type, reservation extras and/or inventory items will show here if there was an invoice paid for during the date range viewing based on arrival date or when payment made on invoice not connected to a reservation. If you have not sold an item during this time period, it will not show on this report. Note: The "Reservation Extras" type is your security deposits, extra person, vehicle, and pet charges. Property fees are also included in this type.

Capital: All revenue (payments and refunds) taken in during the date range selected for the Type. Does not include booking fees.

Revenue: All payments and refunds for type, minus taxes and booking fees.

Stripe Fees: All stripe fees for each transaction for each type. This is a calculation to have an idea of what those fees are and not a direct pull of fees charged from Stripe. For exact fees charged, please go to your Stripe account. As of the writing of this article, the Stripe fee is 3.4% + $0.30 per transaction for most charges. Be sure to check check in your Stripe account to be sure what is charged. Multiple payments on an invoice will have multiple stripe fees summed together.

Tax columns: This is based on taxes set on your campground and each item type.

Invoice #'S: No Account: Lists all invoices that the are for the type where the camper account was deleted without moving the invoice to another account. They are hyperlinked so that you can view the invoice. Note: it may be best to right-click and open in a new tab if you want to continue with the same place in the report as each time you leave and go back, the report will run again. Just be sure not to view more than one invoice at a time as it can cause issues if you make any changes to the reservation.

Invoice #'S: Lists all invoices that the are for the type. They are hyperlinked so that you can view the invoice. Note: it may be best to right-click and open in a new tab if you want to continue with the same place in the report as each time you leave and go back, the report will run again. Just be sure not to view more than one invoice at a time as it can cause issues if you make any changes to the reservation.

How does this report calculate payments and refunds?

When an invoice is paid in full within the date range you are viewing no matter when the payments were made, it is easy to see the amounts paid to each line item on the invoice distributed across item types in the report. When a partial payment is made to an invoice with multiple lines, it can be a bit tricky. We'll dive into that more now.

A partial payment on an invoice is distributed across all items on invoice. Meaning, if you are charging for the site type, an inventory item (i.e. firewood), and a security deposit all on one invoice and the camper only pays the security deposit at the time of booking - it will distribute that payment based on the percentage that each item is to the total across all types listed on the invoice.

For example, pictured below we have an invoice for Amanda Rodgers for 2 nights in a FHU-50AMP site, a security deposit, a property fee, and a baseball hat. The total on her invoice is $180.92. She only paid $105.00 at the time of booking. Therefore, when we look at the Revenue by Type report we see her $105.00 payment, minus the $5.00 booking fee, distributed across all types.

As you see below, her $100.00 payment is distributed across each type:

Here is a breakdown of how the percentage is calculated to distribute the payment across the types:

Calculate the percentage the payment is of the total invoice amount (minus the booking fee).
Calculate the item's taxes.
Multiple the percentage from step 1 by the item total (without taxes). This is the Revenue for the item type.
Multiple the percentage calculated in step 1 by the taxes for the item (calculated in step 2) to show how much will be applied to the item's taxes owed.
Add the Revenue and Taxes to get the Capital.

Let's use the Baseball Hat to show the calculation. As you see from the invoice, the Baseball Hat costs $15.16. With the 5% tax, it is $15.92.

The invoice total minus the $5 booking fee is $175.92.

Step 1: $100 / $175.92 = .56844 - The payment is 57% of the invoice total so 57% of the taxes will reflect as paid.

Step 2: $15.16 * 5% = $0.76

Step 3: 0.56844 * $15.16 = $8.62 - 57% of the hat cost is covered by the $100 payment.

Step 4: 0.56844 * $0.76 = $0.43 paid towards hat's taxes.

Step 5: $8.62 + $0.43 = $9.05 is Capital for the hat.

You can repeat this for the other items in the invoice to see how the $100 gets distributed across the items.

Note: If an item is added to an invoice after a payment is added, when running the report again, it will distribute all payments across all item types on the invoice.

What if a future invoice is cancelled and we keep a cancellation fee?

Currently, if a future reservation is cancelled and you keep the cancellation fee, the cancellation fee will still show on the report on the arrival date. Please see the example below for Cheerio. She placed a reservation on January 26th for February 2nd and paid in full. She then cancelled and the campground kept a fee of $26.25.

You can see below the $26.25 cancellation fee still shows on the arrival date of February 2nd on the report and not the payment date.

If you have any further questions about this report, please contact us at [email protected].