Accounting Report Updates

Posted on by Olivia

We have made some improvements to our accounting reports and the underlying calculations around revenue for programs and registrations. This update makes our revenue calculations for programs and registrations more accurate but has changed some behaviour related to: 1) Cancelling a group lead’s registration, 2) Removing of “Revenue Dates” from the transaction filters, 3) Locking down registration cancellation.

Cancelling a group lead’s registration

Sometime people register for a retreat as a group, like a mom registers for herself and her spouse. Or a visiting teacher renting out your retreat center registers all their students for the retreat, on their behalf. In these cases the mom, or the visiting teacher become the “Group Lead”.

Before

When a member of your center staff cancelled a “group lead’s” registration using the “Cancel Registration” button, the system would

  1. cancel all transactions on the group lead registration
  2. set the status of the leader to cancelled
  3. set the status of all group member registrations to cancelled as well.

The system would NOT cancel the transactions under the group member registrations, resulting in confusing revenue numbers for certain programs.

Now

When a member of your center staff cancels a “group lead’s” registration using the “Cancel Registration” button, the system will

  1. Cancel all transactions on the group lead registration
  2. Set the status of the leader to cancelled
  3. NEW cancel all transactions on the group lead registration
  4. Set the status of all group member registrations to cancelled

If you only want to cancel the group lead, and not cancel the remaining group registrations then, separate the group lead from the group before canceling their registration.

Removal of “Revenue Dates” from the transaction list filter

After talking to many accountants and bookkeepers we’ve improved our revenue calculations. The “Revenue Dates” filter on the transaction list is no longer an accurate representation of true revenue earned during a time period so we have disabled this filter on our transaction list.

Centers using our Accounting Report feature will now be presented with a “Realized Dates” filter which provides a more accurate filter. If you’re looking for the new & improved alternative to Revenue Dates reporting and are interested in being in our pilot for the Accounting Report, please get in touch with us.

Locking down registration cancellation

(Only for centers in the Accounting Report & Accounting Mode pilot)

To ensure accurate accounting reports, staff members without the accounting mode override permission are no longer able to manually set a registration status to ‘Cancelled’ or set the registration status for a cancelled registration to active again.

Staff members with Accounting Report override access can still utilize the “Cancel Registration” button within a registration to properly cancel a registration. Staff members with the accounting override permission will still be able to manually set the registration status as usual if necessary.