This article helps details the definitions of the values shown within the 'Payments' tab of Reporting. 



Payments on ROs


The Payments on ROs report breaks out payments by type. 

 


Payments section (at the top)

  • Cash Payments: total cash payments
  • Check Payments: total check payments
  • Credit Card Payments: total credit card payments, including terminal payments, and any the shop created with type = Credit card, regardless of what name they gave them
  • Other Payments: a separate section for each of the shop’s configured “other” payment types (warranty, coupon, etc)
  • A/R: Total $ of ROs that closed in the report period and did not have a payment the same day the RO closed
  • The link, “Unpaid Closed ROs” takes the user to the existing report “Accounts Receivable.”

Reconciliation section (below)

  • Closed Sales: RO Total dollar value of Repair Orders closed within the reporting range. This includes paid and unpaid ROs, and any payment type.
  • A/R Change: Difference between the following two A/R values, A/R paid - A/R
  • A/R: Total $ due on ROs that closed in the report period and are unpaid invoices (same as above)
  • A/R paid: Sum of all payments created within the reporting range from closed Repair Orders closed on a date prior to the payment date
  • Payments Collected: Total of all payments taken within the reporting range. Sum of Cash, Check, Credit Cards, and Other
    • Terminal payments are included within Credit Card payment type


The sections at the top can be expanded to further distinguish Current, On Account, and Prepayment.

 

 

  • Current: Payments created within the reporting range from Repair Orders closed on the same day as the payment.Based on the RO total amount. Exclude prepayments, even if paid during the reporting period, they appear in Prepayments.
  • On Account: Payments created within the reporting range from closed Repair Orders closed on a date (not timestamp difference) prior to the payment date. Exclude prepayments: Even if paid during the reporting period, they appear in Prepayments.
  • Prepayment: Payments created within the reporting range for: any RO that has not moved to Invoice state, AND payments created before the timestamp any RO became an Invoice.
    • On Estimates and Work Orders: Payments created within the reporting range on an RO that has not moved to Invoice state
    • On Invoices: payments created within the reporting range but before the timestamp the RO became an Invoice.



Sales


The Sales Report shows totals for closed ROs paid today, AR payments, and prepayments.


 

  • Sales: The total, excluding sales tax, for all ROs closed within the selected date range. Any prepayments received within the reporting period are excluded from the sales total.
  • Sales Tax: Sales Tax collected, for all ROs closed within the selected date range.
  • A/R Payments Received:Payments created within the reporting range from closed Repair Orders closed before the date of the payment. For example:
    • An RO that closes on 2/15 3:00 PM and paid 2/15 4:00 PM has payment on the same date, so does not count as A/R
    • An RO that closes on 2/15 3:00 PM and paid 2/16 9:00 AM has a payment on a later date, so this counts as A/R
  • Prepayments Taken: This is the total amount of payments taken during the date range on ROs as Estimates and Work Orders. 
  • Total To Account For: The sum of all the above. 



Receipts


The Receipts Report Modal shows payments by payment type, regardless of sales source. This subtotal equals the Sales view total. Also shown are expenses and any cash drawer count difference. 


Payments Received:

  • Cash Payments: total cash payments within the date range
  • Check Payments: total check payments within the date range
  • Credit Card Payments: total credit card payments within the date range, including terminal payments 
  • Other Payments: total of any other payments within the date range
  • Prepayments Applied: Total amount of payments created before the date the RO closed, for invoices paid and closed within the date range
  • A/R Charges: Total amount due of ROs that closed within the report period

Subtotal:

  • Sales Subtotal: Sum of the above amounts (Cash Payments + Check Payments + Credit Card Payments + Other Payments + Prepayments Applied + A/R Charges)

Cash Details:

  • Cash expenses: Amount of any cash expenses recorded during the date range, from cash drawer entries (which is zero or negative.) Equals zero until input for the day.
  • Cash drawer count difference: Same-named value from the Cash Reconciliation container. Equals zero until input for the day.

The Bottom Line

  • Total to account for: Sum of Sales Subtotal + Cash expenses + Cash drawer count difference



For information on the Cash Reconciliation section, click here.