Income, sales, and daily-total reports

#Before you begin

• Write down whether you are measuring payments, purchases, charges, or profitability.
• Select the date basis and location before comparing two reports.
• Use a known fictional sale containing one Sales Item, charge, payment, and—if applicable—inventory variant.
• Include a refund or void only in a separate controlled scenario after its processor and ledger effects are understood.

#Choose the report

Important: Class Profitability and Revenue Explorer are labeled Beta. Use them for exploration, not as the sole basis for payroll, taxes, or a financial statement until their formulas have been approved and reconciled.

#Run Daily Totals or Gross Income Summary

1. Open Reports > Daily Totals or Reports > Gross Income Summary.
2. Enter Start Date and End Date.
3. Choose the intended location and payment filters.
4. Turn on details only when you need transaction-level evidence.
5. Apply the filters.
6. Compare one payment row or grouped total with Finance > Payments and the family ledger.
7. Review the displayed total before generating a PDF.

Document whether the report includes refunded, voided, locally offset, unapplied, or out-of-season payments. A processor settlement can also differ because settlement timing and fees are external to the local payment record.

#Review sales

1. Open Reports > Sales.
2. Set the purchase date range.
3. Narrow by Sales Item, category, location, status, or other available filters.
4. Select the columns needed for the question.
5. Apply the filters and review the purchase count and total.
6. Open one linked purchase or account record.
7. Confirm item, quantity or units, purchase status, amount, and date.
8. Generate PDF or Excel only after the sample agrees with the source record.

The Sales report should not be expected to equal payment totals when purchases are unpaid, discounted, refunded, scheduled for later payment, or paid using credit from another date.

#Compare sales by category

Use Sales by Category when you need to group results rather than inspect every purchase.

1. Select the same date range and locations used in the comparison report.
2. Choose the detail, Sales Item, or category view.
3. Apply matching purchase-status filters.
4. Compare the grouped total with the detail view.
5. Open a sample Sales Item and confirm its current category.

If an item's category changed after earlier sales, verify whether the report uses the current item category or a category captured with the original purchase before publishing a historical interpretation.

#Review anonymous or inventory sales

Sales to Not Registered Clients is for purchases that are not associated with an ordinary registered family. Review both its detail and grouped summary modes where available.

Inventory Sales adds item variant, location, and category context. Reconcile a sample with:

1. the purchase record;
2. the Sales Item and selected variant;
3. inventory stock at the selling location; and
4. the staff or Online Client cart result.

Do not adjust stock solely because a report total looks unexpected. First determine whether the discrepancy comes from purchase status, cancellation, return, manual stock adjustment, location, or date filters.

#Understand why totals differ

Two totals can both be correct while measuring different rows in this table.

#Confirm the result

Before distributing an income or sales report:

• record its name, date basis, locations, statuses, grouping, and payment filters;
• reconcile one known sale from purchase through charge, payment, and application;
• identify how discounts, credit, scheduled payments, refunds, and voids appear;
• compare the screen and export population; and
• label any Beta analysis clearly.

#Troubleshooting

#Sales do not equal payments

Confirm that you are not comparing purchase dates with payment dates. Review unpaid purchases, account credit, split or scheduled payments, zero-dollar items, discounts, refunds, and purchases outside the selected location.

#Daily Totals differ from a processor deposit

Compare time zone, payment type, settlement cutoff, pending/failed records, refunds, and processor fees. Use the processor portal or settlement report for external movement of funds.

#An item is in the wrong category

Open the Sales Item and confirm its current category, then determine whether historical reporting uses the current or purchase-time value. Do not rewrite item history before the reporting rule is known.

#A Beta report gives an unexpected profit or revenue value

Record the filters and one source class. Compare revenue records, instructor cost, room cost, overhead, fill rate, refunds, and purchase/payment timing. Escalate the sample without using the result as an approved accounting formula.

#Related articles

• Create, use, and retire studio locations safely
• Reports overview
• Sales, purchases, and inventory
• Staff Shopping Cart and checkout
• Account ledger