Financial reports

Overview

• There is a number of ways to analyze your financial transactions in Wild Apricot.
• For starters, there are screens which list invoices, payments, refunds and donations. These can be searched, filtered and exported - see below.
• There are also these financial reports: Income report, Payments report, Aging receivables, Account statement
  • Reports can be exported to PDF or Excel format
• You can also export your financial data to Quickbooks
• There is also an online 'Audit log' which lists key operations in the system - creation/deletion of invoices, payment / refund adjustments etc. (See Audit log)

Income report

• This is summary of all your income - based on the invoices in the system (see invoices overview)
• Accessed from Finances -> Reports -> Income

First step is to select the date range and invoice / payment type you are interested in:

• Start, End Date: To select the date range income was received / recorded
• By invoice origin: Use to filter out income by invoice type (events, payments, donations or manually created invoices)
• By Payment status: To filter out payments that are fully paid, partially paid or unpaid

After selecting your date range and income filters generate the report:

• The reports starts with a graphical breakdown summary of all the income by source
• Below that the income from memberships and events is also further broken down by membership and event name respectively.

Payments report

• Gives a summary of payments, donations and refunds, i.e. your cashflow transactions based on the payments and refunds in the system (See payments overview)
• Accessed from Finances -> Reports -> Payments

• The Payments report can be filtered out by date as well as payment type / status

The generated payment report shows a graphical breakdown of all the payments by payment tender: (See Payment tenders)

Then the report is further broken down by invoiced payments, donations and refunds.

Aging receivables report

• This is a list of all contacts with outstanding balances, classified by number of days balance has been outstanding.

Accessed from Finances -> Reports -> Aging Receivables:

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...

• The report shows all contacts with outstanding balances, broken down by 30, 60, 90 and over 90 days due.

Account statement report

• This is statement report for a particular account - lists invoices, payments, refunds and donations
• From the aging receivables list click on the contact's name to bring up their account statement:

Balance due is calculated by subtracting the total payments from the total invoices.

Lists of invoices, donations or payments

Donations list screen

(Accessed from the Donations tab)

• Filter: Use to filter the donations by "Tender", "Online Payment" etc
• Search: Type a keyword to filter only those donations matching that keyword

Invoices list screen

(Accessed from Finances -> Invoices)

• The invoice list can be filtered by invoice type, date or keyword search.
• Date: After selecting date range click apply for the dates to take effect

Payments and refunds screen

(Accessed from Finances -> Payments & refunds)

• Can be filtered by online payment, donations, tender, refunds, keyword or date range

Exporting transactions

• Current filtered list can be exported at any time - separately for invoices, payments and donations

Exported invoices

Exported donations

Exported Payments And Refunds