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Getting Started with Reporting: FAQ

Checkfront provides many tools to help you analyze and act on your booking and payment data.

The following is a list of frequently asked questions and answers to help guide you to the best solutions to suit your needs!

 

Accessing the features mentioned in this article


Where can I find this feature using the top menu?

See the following locations.

Which Checkfront version supports this feature - Classic Items, Classic Products, or both?

  • Reporting is available to both those using classic items (Inventory > Items), a key feature of our Classic Items version of Checkfront, and those using classic products (Inventory > Products), a key feature of our Classic Products version of Checkfront, with any exceptions mentioned inline below.
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For an alternative perspective on the same information but from a different angle, check out our companion guide:

 

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How can I report on payments collected for services that have not yet occurred?

This can be reported using the Booking Index filtered by Start date (Data Source) and a Custom Date or date range that matches the future start date of your services.

You can then refer to the report's Amount and Amount Due columns.

 

 

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How can I report on our sales and how much tax I owe?

This depends on your business's specific accounting needs and how your business recognizes revenue/ what accounting methods you use.

Do you consider payments as revenue when the booked product or service is delivered (using either the start or end date)? This is referred to as Accrual Accounting. Then, please refer to the Booking Sales Report or Booking Index and filter the Date Source by Start or End with Taxes displayed as columns.

Do you consider payments as revenue when the booking is paid? This method is commonly referred to as Cash Basis Accounting. Then, you could potentially use two reports together, such as the Transaction report and the Booking Index. This gives you both Tax amounts and payment dates.

 

 

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How can I report on the tax breakdowns for every payment?

Checkfront allows you to report on the sums of each tax paid per booking, not tax breakdowns per payment. 

For example, if someone pays a deposit, we cannot tell you how much of that payment goes towards taxes owed, only the total amount of tax owed for that booking.

As Checkfront is not an Accounting system, we have integrated two Accounting solutions that may meet your needs. Please check out...

You can also export any report in Microsoft Excel or an Accounting system.

The Xero and Quickbooks Online integrations are not yet supported with products.

 

 

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How can I report on discounts?

There are several ways to report on Discounts, depending on your needs.

  • Discounts List
    • A list of the multi-use Discounts configured for your account, including Active, Expired, and Disabled Discounts.
    • This list includes one-time use Vouchers that you have imported.
    • Name, Code, Dates, Discount, Rules, and Status display for each as applicable.
  • Active Discounts Report
    • A simple list of any discounts attached to at least one booking.
    • Excludes...
      • Discounts that have not been used.
      • Discounts associated with Void, Pre-booking, or Cancelled bookings
    • Includes Discount name, the number of associated Bookings, Total amount saved, and the date Last Used.
    • The Active Discounts report is not yet supported with products.
  • Promotions Report
    • Review active used Discounts and one-time use Vouchers to monitor promotional spending.

 

 

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How can I generate a cancellation report?

Several of our reports allow you to filter results by Booking Status, including Cancelled ones.

Check out the Booking Index, Daily Manifest, Daily List, and Booking Calendar.

 

 

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How can I report on abandoned bookings?

The following reporting tools allow you to filter results by the Booking Status, including Pre-bookings.

Check out the Booking Index, Daily Manifest, Daily List, and Booking Calendar.

Remember that abandoned (Pre-bookings) are purged from the system after 30 days.

You can also export the Account Activity report to filter for incidents of Pre-bookings.

 

 

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How can I report on void bookings?

Several of our reporting tools allow you to filter results by Booking Status. The Booking Index and Daily Manifest are the only reports that include VOID bookings.

Remember that VOID bookings are purged from the system after 30 days.

After 30 days, the only evidence of VOID bookings would be in the Account Activity report if the booking was manually changed to VOID by a Staff member.

 

 

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How can I match the payments processed through our Payment Provider and deposited in our bank account to the reports in Checkfront?

Use a combination of the Sales Report and Transaction report to help reconcile deposits to bookings and transactions.

The Transaction report provides data on the total amount paid. The Booking Sales allows you to report on the full potential value of the booking vs the amount paid. This may be a partial payment/deposit.

Alternatively, you can use the Booking Index to compare the Amount Due to the Amount Paid or Total. The Payment Type column communicates the method used (POS, VISA, Gift Certificate...) but not the specific Payment Provider, which is not an issue if you only have one Payment Provider!

 

 

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Why do the amounts in the Sales Report and Booking Volume reports not align?

The Sales Report might not align with the Booking Volume report as the Booking Volume report excludes Imported bookings.

Both reports do exclude Cancellations, Void bookings, and Pre-Bookings.

 

 

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Why are the Weekly Summary and Sales Report different?

For starters, the Weekly Summary (Snapshot Email) displays the Number of bookings, whereas the Sales Report displays the Item Quantity.

For example, a booking can have an item with 10 QTY, but it is still only one booking. 

Also, the Weekly Summary displays Revenue based on the transactions that occurred in that period. This is independent of when the bookings were created or when they start. It is entirely based on when the payment was processed.

The Sales Report report displays Revenue based on when the bookings were created. 

 

 

 

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Where can I find my bookmarked Invoices?

Bookmarked invoices can be found listed within Bookmarks under the Booking menu.

 

 

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How can I report on the number of item parameters booked?

You can customize the Daily Manifest to include Item Parameter as columns within the report.

The Daily List includes a Daily Summary with Totals at the top of the page in addition to the body of the report, which provides numbers by Item or Time.

With the Sales Report, you can add Item Parameters as columns for a wider range of dates.

 

 

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How do I report on credits owed on a paid booking?

The following tools allow you to report on credits owed on a booking where the amount shows a negative value. These are…

  • The Booking Index and add the Amount Due column.
  • The Sales Report and add the Balance Owing column in the views that support it.

 

 

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How do I identify the source of a booking?

The following areas allow you to view the internal/external source of a booking, such as by the Source report column or an invoice Created by entry. These are...

  • Booking Daily List
  • Booking Index
  • Booking Invoice

 

 

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How do I isolate a product by date within reports?

You can use filters to select the products you want to see for custom dates.

 

 

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How can I report on upcoming bookings?

You can view and filter the Booking Index to report on upcoming bookings.

 

 

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How can I see how many bookings have been made?

You can view and filter the Booking Index to see all bookings, such as for a specific date range.

 

 

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How can I report on how much has been paid and how much is still outstanding? 

The following areas allow you to add columns showing the amount paid and the amount due:

  • Booking Index
  • Sales Report

 

 

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How do I generate a report based on the information given in custom booking form fields? 

You can bring custom booking form information into the Booking Index, Daily List, and Daily Manifest reports with these steps:

  1. Select the Edit columns button in the report.
  2. Checkmark the custom booking form field(s) to add.
  3. Select Save and the fields are visible in the report.