Transaction Report Explained

Before explaining each area of the transactions report in great detail, let's review two key concepts in general accounting: Cash Flow and Realized Earnings.

Cash Flow is the total amount of money being transferred into and out of a business.

In Xola, when you view a Cash Flow report, it’s going to show you data based on the date of the transaction, or when the money came into your business. This is regardless of whether or not you’ve actualized this money by rendering service. It is simply showing you a report based on the date a transaction was made.

Realized Earnings are actualized earnings.

In the case with Xola, your earnings are considered 'realized' once the tour/experience is complete. For transactions that occur on or before the tour is complete, the realized date will be the date of the tour. On the rare occasion that a transaction occurs after the tour, that transaction's realized date will be considered the date when the transaction occurred.

Example: Let’s say it’s April and you want to pull a report of all the revenue you collected during the month of March. You don’t care if some of that money is for tours that haven’t gone out yet. In this case you’d want to pull a Cash Flow report for the month of March. Some of this money won’t be realized yet, if the tour hasn’t gone out, but it has been collected and deposited in your bank account.

Example: On the other hand, let’s say you want to see how much money you earned for the tours that you serviced in March. In this case, you would pull a Realized Earnings report for March. Keep in mind that any refunds issued or payments collected for these tours after March will not be accounted for in this report.

Example: Many Xola providers want to know how much revenue they’ll be expecting to realize in the future. This is also known as deferred income and is still a liability on a balance sheet. For example, if it’s April and we want to know how much how many tours we expect to be realizing in June, July, and August, we’ll toggle on Realized Earnings, use the date picker to select the future months of June - August, and export the report.

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The transaction report that you export from Xola will have different columns present depending on whether you select Realized Earnings or Cash Flow as your filter.

The primary difference is that the Realized Earnings report will contain more columns than the Cash Flow report that tell you when a given transaction was collected vs realized. (A detailed explanation on what it means to realize a transaction can be found above in this article).

 

Each Column Defined

Here we will define what each column header found in both the Cash Flow and Realized earnings reports means. Knowing the definitions of these columns will help you better understand the values they contain, and what it means for your business. 

Cash Flow Transaction Report: 

Item: The name of the product that the transaction pertains to. Examples include listing name, "Store Credit" and "Gift". 

Transaction Date: The date on which the transaction described within the row occurred.

Customer Name: Name of the Customer whose purchase record the transaction applies to. 

Arrival: The date upon which a booked product will take place. Gifts and Store Credits will not have a value here. 

Currency: The currency that the transaction was processed in. 

Gross: The total amount collected for the transaction, before processing and / or partner fees. 

Processing Fee: The amount collected by your credit card processor for credit card transactions.

Net: The total amount for the transaction minus processing and / or partner fees. 

Balance: The amount of money currently held by Stripe that has not yet been paid out to your bank account. This column is only applicable if you process payments via Xola's Stripe integration.

Source: The non-physical origin of the transaction. Examples include "Checkout",  "office", and "refund".

Method: The method by which payment was collected or refunded. Examples include "Credit Card", "Cash", and "Gift".

Tax: The amount of tax applied on the transaction. This amount is determined by your custom Taxes and Fees configuration (found in your account's Settings tab).

CC Brand: If a credit card is used, this will contain the brand of credit card used to process the transaction. 

Tags: A list of all tags that have been auto-generated or manually added to the booking. Examples include "mobile", "rescue", or can be user generated from the purchases tab. 

Booking ID: Unique identifier for the purchase associated with the transaction.

 

Realized Earnings Transaction Report

Item: The name of the product that the transaction pertains to. Examples include listing name, "Store Credit" and "Gift". 

Transaction Date: The date on which the activity described within the row occurred.

Customer Name: Name of the Customer whose purchase record the transaction applies to. 

Arrival: The date upon which a booked product will take place. Gifts and Store Credits will not have a value here. 

Currency: The currency that the transaction was processed in. 

Realized in period: The amount of money associated with the transaction that can be attributed to an event that took place within your specified report date range. 

Previously collected Gross: The total amount of money associated with the transaction that was collected before your report's date range, before processing or partner fees.

Previously collected Processing Fee: The total processing fees associated with the transaction that was collected before your report's date range.

Previously collected Net: The total amount of money associated with the transaction that was collected before your report's date range, minus processing and / or partner fees.

Collected in period - Gross: The total amount of money associated with the transaction that was collected within your report's date range, before processing or partner fees.

Collected in period - Processing Fee: The total processing fees associated with the transaction that was collected within your report's date range.

Collected in period - Net: The total amount of money associated with the transaction that was collected within your report's date range, minus processing and / or partner fees.

Balance: The amount of money currently held by Stripe that has not yet been paid out to your bank account. This column is only applicable if you process payments via Xola's Stripe integration.

Source: The non-physical origin of the transaction. Examples include "Checkout",  "office", and "refund".

Method: The method by which payment was collected or refunded. Examples include "Credit Card", "Cash", and "Gift".

Tax: The amount of tax applied on the transaction. This amount is determined by your custom Taxes and Fees configuration (found in your account's Settings tab).

CC Brand: If a credit card is used, this will contain the brand of credit card used to process the transaction. 

Tags: A list of all tags that have been auto-generated or manually added to the booking. Examples include "mobile", "rescue", or can be user generated from the purchases tab. 

Booking ID: Unique identifier for the purchase associated with the transaction.

 

Gift Certificate & Store Credit Scenarios

Now that we've established the definition of Realized vs Cash Flow and defined what each column in each report means. Let's examine what your report will look like in some "tricky" scenarios, where the meaning behind the values present in the report may not be readily apparent. 

In Xola reporting, handling of Gift Certificates and Store Credit tend to require the most explanation. In the below sections, we will provide an example of what your reports will look like in throughout the lifecycle of both Gift Certificates and Store Credits. The numbered steps represent real life activity, while the description columns specify what activity the reports values correspond to. 

Note: The description column you see in the images below will not be present in the reports you export from Xola, it is only present for the purposes of this help article. It is there to help make sense of what the corresponding reporting row represents.

Note: Notice that the Cash Flow report will stay the same no matter what date range is pulled, while the values in the Realized Earnings report will vary depending on date of transaction, report, and booked event. 

Scenario 1: Gift Purchased and used

1. Gift purchased for $100 on 12/1/17

2. $200 booking made on 12/5/17, paid $100 by Gift Certificate and $100 by Credit Card for an event that will take place on 1/1/18

Export Transactions (Report range 12/1/17 - 12/31/17)

Cash Flow:

Screen_Shot_2017-12-20_at_3.53.49_PM.png

Realized Earnings:

Screen_Shot_2017-12-20_at_3.42.04_PM.png

 

Export Transactions (Report range 1/1/18 - 1/2/18)

Cash Flow:

Screen_Shot_2017-12-20_at_3.53.49_PM.png

Realized Earnings:

Screen_Shot_2017-12-20_at_3.55.04_PM.png

 

Export Transactions (Report range 1/2/18 - 1/5/18)

Cash Flow:

Screen_Shot_2017-12-20_at_3.53.49_PM.png

Realized Earnings:

Screen_Shot_2017-12-20_at_3.56.21_PM.png

 

Store credit issued and used

1. $100 Booking made on 12/1/17, paid via credit card for an event that will take place on 1/1/18

2. Booking canceled on 12/2/17 and refunded to store credit. $100 Store Credit Issued via refund for the purchase that was made with credit card

3. $100 Booking made on 12/5/17, paid via store credit for an event on 1/1/18

Export Transactions (Report range 12/1/17 - 12/31/17)

Cash Flow:

Screen_Shot_2017-12-20_at_3.59.04_PM.png

Realized Earnings:

Screen_Shot_2017-12-20_at_4.05.12_PM.png

 

Export Transactions (Report range 1/1/18 - 1/2/18)

Cash Flow:

Screen_Shot_2017-12-20_at_3.59.04_PM.png

Realized Earnings:

Screen_Shot_2017-12-20_at_4.06.17_PM.png

 

Export Transactions (Report range 1/2/18 - 1/5/18)

Cash Flow:

Screen_Shot_2017-12-20_at_3.59.04_PM.png

Realized Earnings:

Screen_Shot_2017-12-20_at_4.06.59_PM.png 

 

 

 



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