Below is a list of frequently asked questions about reports in WellnessLiving. If your question isn’t addressed in this article, please contact WellnessLiving Support.
If one of your reports appears to show inaccurate or outdated information, its settings may have been configured to only the last generated report. This means your report won’t generate new data until the Refresh button is clicked. If you want your report to generate new data whenever it's opened, you must select the Generate new report option in the report’s settings. For more information, see To customize the report view under Viewing a report.
There are several possible reasons why your Batch Report might not match the deposits received:
- The Batch Report only displays transactions from your merchant processor. It doesn’t display cash or checks manually deposited into the bank account.
- The Batch Report only displays transactions that took place within the merchant processor’s default batch period (from the beginning of the day until the processor’s default batch cutoff time). You can sync your Batch Report with the cutoff time set with your merchant processor for more accurate reporting. For more information, see the Batch Report setting in Store settings.
- If Business has next day funding is enabled, your transactions will be processed the next business day, instead of the standard two to three business day period when next day funding is disabled. As a result, your transactions will show up earlier and won’t be reflected in the Batch Report.
- The Batch Report allows you to view transactions in WellnessLiving. However, it’s the merchant processor, not WellnessLiving, that processes these transactions. The merchant processor may perform transactions and other activities that WellnessLiving can't track. Such activities may include:
- Splitting a payment into two transactions. For example, the processor may split a payment of $1000 into two deposits of $500 over two days.
- Subtracting processing fees from the deposit amount.
- Delaying the deposit date for a batch.
To perform an in-depth reconciliation between the transactions that have been processed and the deposits you have received, contact your merchant processor.
When viewing the All Sales Report, you can choose to view the transactions in the report in different ways: Payment View and Item View.
When viewing a report in payment view, multiple items that were purchased together are shown on a single row and will include both the purchase ID and the transaction ID. For example, if a client buys three items in a single purchase, this purchase is shown on one row.
When a report is in payment view, the Total Payments summary card is displayed, which shows the total number of transactions during the selected date range.
When viewing a report in item view, multiple items that were purchased together are shown on individual rows with the same purchase ID. For example, if a client buys three items in a single purchase, each item is shown in a separate row.
When a report is in item view, it will display the Total Items summary card, which displays the total quantity of items sold during the selected date range.
A purchase is a single flow through the store where a client adds a single or multiple items to the shopping cart and pays for them. A purchase in WellnessLiving is identified by a purchase ID, which is the number that appears on the sales receipt. This number is also included when viewing sales reports in payment view or item view.
A transaction is the exchange of payment for a purchase. A purchase can have more than one transaction. For example, if the payment for a purchase is split into different payment methods, each payment method used for the purchase will have its own transaction. A transaction in WellnessLiving is identified by a transaction ID. The transaction ID is included when viewing sales reports in payment view.
When filtering your sales reports, you can choose to filter many of the reports based on two accounting methods: accrual and cash. Below are explanations of accrual and cash-based accounting.
Accrual-based accounting tracks a sale from the day a client purchases an item from your business. This means that all revenues are recorded when they are earned and all expenses are recorded when they are incurred, with the expectation that money will be paid in the future. Revenues are considered earned when your business provides the client with the product or service they have paid for. Purchases made on the account, with a gift card, through a partner like ClassPass, or any other delayed payment/redemption, will all show on the day the client redeems the service, not when someone buys the pass used to pay for it. The exception to this rule in WellnessLiving is with Purchase Options. When a client buys a Purchase Option, it will appear on a report filtered for accrual-based accounting with its full revenue for the day it was sold.
For example: A customer purchases a $25 gift card at your business on January 1 and redeems the gift card for a $25 item at your business on January 10. Accrual-based accounting would record a sale for $25 on January 10, but no sale would be recorded on January 1, because the revenue isn’t earned until the client makes a purchase with the gift card.
Cash-based accounting tracks a sale from the day your business received payment for it. This means that all revenues are recorded when they are received, and all expenses are recorded when they are paid. This method makes it very easy to track the cash flow of your business but doesn’t account for any receivable or payable sums that haven’t yet been paid.
For example: A customer purchases a $25 gift card at your business on January 1 and redeems the gift card for a $25 item at your business on January 10. Cash-based accounting would record a sale for $25 on January 1, but no sale would be recorded on January 10, because no money was received.