Understanding the Sales Dashboard in Gladstone Reporting

Problem

You want to understand what information is available within the Gladstone Reporting Sales Dashboard and how it can be used to analyse sales, payments, debt, Direct Debit activity and other financial reporting.

Resolution

What does the Sales Dashboard show?

The Sales Dashboard provides reporting across a range of financial activity including Sales, Payments, debt, Direct Debit, Cashless Accounts and promotional activity.

The Dashboard contains reports covering areas such as:

• Gross Sales;
• Voids and Credit Notes;
• sales trends;
• sales by Site, Product, Payment Method and Status;
• Online and In Centre Sales;
• Subscription Sales;
• daily and period reconciliation;
• Payments;
• Direct Debit collection and rejection;
• current and aged debt;
• Cashless Account balances and transactions;
• Promotional Code activity.

Where supported, select a Widget to access its Drill Down for additional information.

What is the difference between Sales and Payments?

Sales and Payments represent different financial events and should not be treated as interchangeable.

Sales reporting describes transactions raised within Gladstone and can include different transaction statuses, including transactions that have not yet been paid.

Payments reporting describes payment value received and allocated against transactions.

The date used to report a Sale can therefore differ from the date on which the associated Payment was received.

For example, a Sale raised previously but paid today can contribute to today's Payment reporting without representing a Sale raised today.

For reconciliation of received payment activity, use the available Payments reporting rather than assuming that Sales and Payments totals should match.

Which date should I use when reporting on Sales and Payments?

Gladstone Reporting contains several Sales and Payment dates that represent different stages of a transaction. Choosing the correct date depends on the business question being answered.

For example:

• Raised Date — when the Sale was requested or raised.
• Due Date — when the Sale was due to be paid.
• Status Date — when the Sale Status was last updated.
• Participation Date — the date of the Booking associated with the Sale. For non-booking Sales, Participation Date defaults to Raised Date.
• Printed Date — when the invoice associated with the Sale was created.
• Received Date — when a Payment was received.

These dates are not interchangeable. Reports covering the same calendar period can therefore legitimately return different values when they use different date fields.

Which Sales reports are available?

The Sales Dashboard includes reports such as:

• Gross Sales Current Month / Last Month — compares Gross Sales between the current and previous month.
• Voids Current Month / Last Month — reports transactions with a Void Status.
• Credit Note Current Month / Last Month — reports transactions with a Credit Note Status.
• Gross Income Month on Month — provides a longer-term monthly view of Gross Income.
• Gross Income Year on Year — compares Gross Income across years.
• Current Aged Debt by Due Date Range — summarises unpaid overdue sales by age.
• Standard Account Debt — summarises all debt on the Standard Account.
• Invoicing Account Debt — summarises all debt on the Invoicing Account.
• Subscription Debt — summarises all subscription product debt.
• Sales Raised by Site — analyses Sales according to the Site associated with the transaction.
• Top 10 Product Sales — identifies Products associated with the greatest Sales activity.
• Sales by Payment Method — analyses Sales according to Payment Method.
• Sales by Status — analyses Sales according to transaction Status.
• Online Sales — reports qualifying Sales processed through Online channels.
• Sales At Site — reports qualifying Sales processed at Site.
• Subscription Sales — reports Sales associated with Subscriptions.
• Sales Yesterday — summarises Sales yesterday by Status Date.
• Sales Current Month — summarises Sales in the current month by Status Date.
• Sales Last 90 Days — summarises Sales in the last 90 days by Status Date.
• Sales Year to Date — summarises Sales for the year to date by Status Date.
• Booking Income Yesterday — summarises Sales yesterday by Participation Date.
• Invoice Sales Last 90 Days — summarises invoice related Sales for the last 90 days by Status Date.
• Payments (Yesterday) — summarises allocated payment value received during the previous calendar day.
• Direct Debit Collection — reports paid Direct Debit Sales according to Status Date.
• Direct Debit Rejections — reports Direct Debit Sales recorded with a Credit Note Status according to Status. Date.
• Cashless Account Balances — summarises current Cashless Account balances by Contact Record.
• Cashless Account Transactions Current Month — summarises Cashless Account transactions during the current month.
• Cashless Account Topping Up Last 90 Days — summarises customer Cashless Account top-up activity during the last 90 days.
• Promotional Codes Live — identifies Promotional Codes currently active according to their configured Valid From and Valid To dates.
• Promotional Code Sales — shows the total number of Subscriptions with a Creation Date within the last 90 days where a Promotional Code has been applied.
• Promotional Code Usage — shows Subscriptions with a Creation Date within the last 90 days where a Promotional Code has been applied, represented as a percentage of all Subscriptions created during the same period.
• Promotional Sales Last 12 Months — analyses qualifying Sales associated with Promotional Codes over the last 12 months.
• Promotional Codes Ending Next 90 Days — identifies applied Promotions approaching their configured end date within the next 90 days.

The reporting periods and filters available vary according to the individual Widget.

Which reconciliation reports are available?

The Sales Dashboard provides several reports intended to support financial reconciliation, including:

• Sales (Yesterday);
• Sales (Current Month);
• Sales (Last 90 Days);
• Sales (Year to Date);
• Sales Extract;
• Bookings Income (Yesterday);
• Invoice Sales;
• Payments (Yesterday).

These reports provide different views of financial activity and may use different reporting dates and transaction criteria.

For example, Payments (Yesterday) reports payment activity using the date on which payments were received, while Sales reports can use Sales-specific date logic.

When reconciling reports, ensure that the reporting date, period, Status and other filters are aligned with the business question being answered.

These reports provide different views of financial activity and can use different reporting dates and transaction criteria.

For example:

• Sales reconciliation reports use Status Date;
• Bookings Income uses Participation Date;
• Payments reporting uses Received Date.

Reports covering the same calendar period can therefore legitimately return different values because they represent different financial events.

When reconciling reports, ensure that the reporting date, period, Status and other filters are aligned with the business question being answered.

Where can I report on Payments received?

Use Payments (Yesterday) to review payment value received during the previous calendar day.

The associated Drill Downs provide detailed payment information and analysis including:

• individual payment transactions;
• Cost Centre;
• Department;
• Product;
• Payment Method.

Payments reporting is particularly useful when reconciling received payment activity such as POS or Online payment transactions.

Where can I report on debt?

The Sales Dashboard provides several reports for analysing outstanding debt, including:

• Current Aged Debt by Due Date Range — analyses unpaid overdue Sales according to age.
• Standard Account Debt — reports debt associated with Standard Accounts.
• Invoicing Account Debt — reports debt associated with Invoicing Accounts.
• Subscription Debt — reports debt associated with Subscription Sales.

The different debt reports answer different reporting questions and should not automatically be expected to produce identical totals.

Where can I report on Direct Debit activity?

The Sales Dashboard includes reports for areas such as:

• Direct Debit Collection — reports paid Direct Debit activity using Status Date.
• Direct Debit Rejections — reports Direct Debit activity recorded with a Credit Note Status using Status Date.
• Subscription Debt — can be used to investigate outstanding Subscription-related debt.

Use the associated Drill Downs where transaction-level detail is required.

Direct Debit reporting can represent different stages of the Direct Debit process. For example, the date on which a Direct Debit becomes due may differ from the date on which the resulting payment or rejection is recorded.

When comparing Direct Debit figures, confirm that the reports use the same date basis, Status criteria and reporting period.

Where can I report on Cashless Accounts?

The Sales Dashboard includes reports such as:

• Cashless Account Balance — summarises current Cashless Account balances by Contact Record.
• Cashless Transactions — reports transactions associated with Cashless Accounts.
• Customers Topping Up — reports customer top-up activity.

Use the associated Drill Downs where additional Contact or transaction information is required.

Where can I report on Promotional Codes?

The Sales Dashboard includes reports covering Promotional Code and Promotion activity, including:

• currently active Promotional Codes;
• Subscriptions created with a Promotional Code applied;
• Promotional Code usage as a percentage of newly created Subscriptions;
• Promotional activity over time;
• Promotions approaching their end date.

These reports can help understand the availability and use of configured Promotional Codes and Promotions.

Notes

• Sales and Payments represent different financial events and should not automatically be expected to reconcile without aligning the relevant reporting logic.
• Different Sales reports can use different date fields, Status criteria and reporting periods.
• Payments received should be analysed using Payments reporting where the business question relates specifically to when payment value was received.
• Debt reports represent different types of outstanding financial activity and can legitimately produce different totals.
• Dashboard and Drill Down results can be affected by active filters.
• Available reporting content may vary according to customer configuration and user permissions.

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