GoLearn Transactions, Revenues and Direct Debit Report Definitions

Problem

You need to know what the GoLearn Transactions, Revenues and Direct Debit Collections reports return and how their amounts are calculated, so you can reconcile bookings, payments and collections.

Resolution

Transactions

1. Run the Transactions report

   • Set a From Date and To Date in the filters tab; the report needs both to run.
   • It gives a row for every booking or exchange of money:

   Row type	Description
   Course Booking ID	Every time a new allocation is created, a receipt is raised for the cost of the allocation. It displays as a positive amount equal to the cost of the receipt.
   Online Booking	Every time a member pays for an allocation via an online booking. It displays as a negative amount, signifying that the receipt has been paid.
   Card	Every time a member pays for an allocation via the till screen. It displays as a negative amount, signifying that the receipt has been paid.
   Credit	If a member is granted credit by a staff member, this also shows on the report.

   • It gives details of the member, class and centre, as well as Transaction IDs, Receipt IDs and External Transaction IDs (if the payment is online).

2. Check the receipts pair up

   • Ideally, every receipt raised should also be paid, so the data should be in pairs of positive and negative amounts with the same Receipt IDs cancelling each other out.
   • If you have the Pay Later feature enabled this may not be the case, as it allows you to raise receipts without paying them off straight away.

3. Use a Transactions sub-report (if applicable)

   Sub-report	Description
   Credit	Filters the report by Type-ID Credit, only showing instances where a staff member has granted a member credit.
   Online Transactions	Returns all course bookings which were completed online and their associated online payments.

Revenues

1. Run the Revenues report
   • Set a From Date and To Date in the filters tab; the report needs both to run.
   • It returns a row for each allocation every member has within the selected date range. It works out how many sessions from that allocation occur within the date range, then calculates the cost of these sessions based on the payment plan the member booked with. This cost is returned as the revenue value.
   • It gives information about the member, the class, the payment plan they booked with, and the allocation start and end dates.

Direct Debit Collections

1. Run the Direct Debit Collections report
   • Specify both a From Date and a To Date in the filters tab. We recommend looking at one month at a time (the first day of the month to the last day of the month).
   • It provides one entry per booking from which a collection was requested during the selected date range, detailing successful payments, failed payments and those not raised to L&Z.

Notes

• In the Revenues report, when a member tops up, a new allocation is created for the new sessions they have paid for. If a member moves into this new allocation within the report's date range, they appear twice, once for each allocation. A member may also appear more than once if they have moved or have multiple classes.
• Payment failures recorded after the 5th of the month, and indemnity claims, are not reflected in the Direct Debit Collections report. These items are only available on your L&Z portal.
• How to open, filter and download reports is in How to Run Reports.
• Related: GoLearn Reports Overview; Configure Direct Debit Collections in GoLearn Reports.

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