Balance by Date Range Report

The Balance by Date Range Report gives a summary of all payment and refund transactions within the date range selected as well as the payment method. It also provides a brief overview of each invoice/reservation. 

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. 

Let's go through the totals at the top of the report. 

Gross: All revenue (payments and refunds) taken in during the date range selected.

Net: Revenue minus refunds (booking fees are included). 

Refunds: All money refunded in the the selected time frame.

Liability to Date:  All revenue that has been paid to the campground, but that hasn't had the service rendered for it yet (i.e. the camper hasn't completed their stay yet and could cancel and ask for a refund.)  Note: Currently the liability calculation only takes reservation's check in date into account and is based on the current date you are running the report, not the date range you run the report for.

Net Less Liability: This number is calculated by subtracting the Liability to Date from the Net total.

Off-Line: All revenue taken using the "Taken Off-line" payment method (minus any refunds of this type). The offline type is when a different form of payment using applications like Square or other terminals that are not connected to our system. 

Credit: All revenue taken in using credit as the form of payment (includes booking fees, minus any credit refunds).

Cash: All revenue taken in using cash as the form of payment (minus any cash refunds).

Check: All revenue taken in using check as the form of payment (minus any check refunds). 

There is no column for payment kept when a reservation is cancelled. Meaning, the Payment/Refund column will show only the refund.

Next, let's review the details of the report.

We'll be using the example picture below to explain the different columns.

Reservation Number: This is hyperlinked so that you can easily click into it and view the reservation details. 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 reservation at a time as it can cause issues if you make any changes to the reservation.

Invoice Number: This is also hyperlinked so that you can view the invoice to print for the camper or the office. 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.

Name: The account name on the invoice.

Site: If the invoice is connected to a reservation, this is the site reserved.

Payment/refund: This shows the total on each invoice listed where a payment and/or refund was made during the date and time range pulled. If there was only a refund made that day for an invoice, it will show as a negative amount in column. If a payment and refund were processed on the same day pulled, this column adds the payment and refund to show what was taken in. If it comes to $0 taken in, for example, a payment for $100 was taken and then refunded $100, the invoice will be listed but the column will be blank. Another example is where only a portion was refunded of the total payment. In the above report, the reservation for Tom Holland was cancelled, a $5.00 booking fee was kept so the $5.00 appears in the column rather than the refund of $42.00. Here is what the invoice shows:

Remaining Balance: If only a deposit or partial payment was taken, the remaining balance on the invoice will appear here. Notice for John Legend's invoice, a -$5.00 appears in the remaining balance column. This is because the camper overpaid by $5.00. This could occur if a discount is applied after a camper pays in full and signifies a credit is owed to the camper. 

Check-In: This is the date the date the camper is scheduled to arrive and check into their reserved spot at the campground.

Transaction Date: This is the date and time the payment or refund was made. 

Method(s) Paid: This will show the payment type(s) made on the invoice for the date and time range pulled. If more than one payment and/or refund was made for an invoice, it will show that invoice multiple times, once for each payment and/or refund. Note: We have an existing bug where all refunds are shown as "credit" and not the payment method the refund was made from.

Who: This states how the reservation was placed - manually or online and who placed it if it was placed manually (internal/in office). If this invoice is not connected to a reservation, this column is blank.

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