It's not our flashiest or most exciting topic... but we bet the person responsible for all your accounting will agree with us: it's one of our most important webinar topics. Let us walk you through the available payment reports, and help you to make sense of the information in them!
Watch the recording of RunSignUp 201 Webinar: Understanding Payment Reports
As a recap and reference guide, here is a detailed outline of the pathways to find various reports referenced in the webinar.
Financial Summary
Dashboard >>> Financial >>> Summary
Detailed Summary
Dashboard >>> Financial >>> Summary >>> Scroll below Totals Table
- Expand to see detailed summary (below the Totals)
- Download option via Download in Excel button
- Click to Show/Hide quantities to view registration numbers along with dollar amounts
Transaction Breakdown
Dashboard >>> Financial >>> Summary >>> Scroll below Detailed Summary
- See Overview
- Set date range via "Total Transactions Graph"
Transactions on the Financial Summary Page
Dashboard >>> Financial >>> Summary >>> Click Transactions in the Totals Table
- Change year to show more data
- Detail for each transaction, which means that there will sometimes be multiple registrations per transaction
- You can click into each transaction ID
- Other Fees are commonly team pricing or membership fees
Event Summary by Race Fee
Dashboard >>> Financial >>> Summary >>> At Bottom of Page, Group Registrations by Race Fee >>> Click Event Summary (above graph)
Quick View Shows:
- Registration counts
- Revenue
- Processing fees
- Total profit per event
Payment Reports
Dashboard >>> Financial >>> Summary >>> Payments Tab
- Change year at the top for more data
- Payment summary
- Summary of each payment
The summary payment report gives enough detail for about 80% of races. Different organizations will require different levels on information for each payment, as a result of their accounting processes for tax purposes and reconciliation.
Detailed Payment Reports
Dashboard >>> Financial >>> Summary >>> Payments Tab >>> Select Download Excel under View/Download for Detailed Payment Report >>> Open File
Most recommended report due to the level of detail
- Coupon code usage showing each code
- Refund notes, noting the registrant and the amount
- Registration fees - broken down into different line items if a price increase happened to take place during the pay period.
If the detailed report is too much for you, the summary at the bottom also gives a nice quick summary version of the report.
Individual Payment Summary (Race Only)
Dashboard >>> Financial >>> Summary >>> Payments Tab >>> Select View under View/Download for Individual Payment Report >>> Open File
Quick breakdown of payment details; no download required
Event Summary Report
Dashboard >>> Financial >>> Summary >>> Payments Tab >>> Select View under View/Download for Event Summary Report >>> Open File
Another version of the event summary, but only including amounts specific to a single payment (not all transactions).
Race Date Summary Report
Dashboard >>> Financial >>> Summary >>> Payments Tab >>> Select View under View/Download for Race Date Summary Report >>> Open File
A financial summary screenshot for each year of the race; this will only appear for races that have renewed and have had multiple years of registration
Race Payments List
Dashboard >>> Financial >>> Summary >>> Payments Tab >>> Select View under View/Download for Race Payments List >>> Open File
This is a list of each payment made to this race.
- Payment ID: gives you a transaction summary for that specific payment
- Invoice ID: gives you a transaction breakdown for that specific payment
- Payment Date
- Transaction Date Range
- Ability to download the race transactions (a full list of transactions for that payment)
- Ability to download Race Payment Summary (same thing as Individual Payment Summary) above
Other Reports via Payments Tab
Dashboard >>> Financial >>> Summary >>> Payments Tab
- Race Payment Transactions: Full list of all transactions associated with one payment
- Race Payment Registrants: Full list of registrations associated with one payment. This will produce a participant report that includes registration information for transactions & registrations in that payment. This is a great report for organizations that need to reconcile each participant tied to a pay period.
- Donation Report: Report specific to donations that processed for that payment. This is a great report for charities that need to reconcile each donor back to a pay period (for example, to access donor information for sending weekly thank you letters).
- Refunds Report: View refund information, refund date, refund notes, and information specific to refunds in one payment.
- Holdbacks: Specific information on holdbacks for a payment (i.e. to fund participant management options)
- Adjustments: Positive adjustments are funds that are deposited into your account; negative adjustments are funds that are withdrawn from your account. Adjustments are used only in special circumstances.
Payment Account
Dashboard >>> Financial >>> Payment Accounts
If you have access to the payment account, this is where you can view your payment account info and payment info.
Watch the recording of RunSignUp 201 Webinar: Understanding Payment Reports
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