Run Cash Flow Detail by Pgm in Reports > Report Viewer. Choose the dates and the program, and it lists every payment, refund and account adjustment applied to that program's registrations and add-ons, with a subtotal for the program and totals by payment method on the last page. Amounts are before Payrix processing fees.
Applies to: Admins who can open Reports > Report Viewer · All plans (Cash Flow Detail with GL Account: Elite and Enterprise) · Registration programs
Where: Reports > Report Viewer > Cash Flow Detail by Pgm
Run Cash Flow Detail by Pgm
- Go to Reports > Report Viewer.
- In Report, choose Cash Flow Detail by Pgm and click Go.
- Enter a Start Date and an End Date. Transactions are picked by the date they were made, in your organization's time zone, and the End Date counts as a whole day. To see everything a program has taken in, start before its registration opened and end today.
- In Program, choose the program you want, or several. Each is listed by its name, period and season year.
- Click Preview.
What you'll see: the Cash Flow Detail by Program report for your dates. Each program's transactions are listed with Transaction Date, Transaction Number, Customer Name, Transaction Type, Credit Card Last 4 Digits, Program Name and Amount, followed by "Subtotal for" the program. The last page covers every program you chose: Total of Transactions, Total Payment-Credit Card, Total Payment-Check, Total Payment-Cash, Total Payment-Other, Total Misc-Credit, Total Misc-Debit, Total Refund-Credit Card, Total Refund-Other and Total # of Transactions.
What the totals include
| Transaction type | What it is | Its total on the last page |
|---|---|---|
| Payment - Credit Card | Card payments made online or with Place Order | Total Payment-Credit Card |
| Payment - Check, Payment - Cash, Payment - Other | Payments you recorded yourself | Total Payment-Check, Total Payment-Cash, Total Payment-Other |
| Refund - Credit Card | Card refunds | Total Refund-Credit Card |
| Refund - Manual | Money you paid back by check or cash | Total Refund-Other |
| Misc - Credit, Misc - Debit | Changes to what a family owes; no money changes hands | Total Misc-Credit, Total Misc-Debit |
- The program's subtotal and Total of Transactions add all of these together, refunds and Misc adjustments included. For the money actually received, read the four Total Payment lines; the two Total Refund lines show what was paid back.
- A payment counts toward a program only once it's applied to that program's registrations or add-ons. Payments made at checkout are normally applied automatically. A payment you record with Add Transaction is applied through Applies To, or later when you reconcile the account; until then it isn't in any program's subtotal. See How to reconcile a customer account (apply unmatched payments to orders).
- Add-ons count toward the program they were bought with. Store, Donations, facility and membership sales aren't part of a program's total.
Fees and deposits
- Payrix processing fees, and what was actually deposited to your bank, are in the settlement reports, which hold card payments only. See How to see the processing fees on your transactions (Settlement reports) and Reconciling Payrix Settlements: Reading Your Financial Reports. To split card deposits by program, export Settlement Item Split Detail and filter its Source column.
- Cash Flow Detail by Pgm lists transactions by the date they were made, including checks, cash and Other, while a deposit is dated when Payrix sends it and is net of fees and refunds, so the two don't match for the same dates.
Other ways to see program money
| Report | Where | Use it for |
|---|---|---|
| Cash Flow Detail | Report Viewer | Every transaction in a date range for all programs at once, archived programs included, with a Program Name column. |
| Cash Flow Detail by Tran Type | Report Viewer | The same transactions grouped by transaction type. |
| Cash Flow Detail with GL Account | Report Viewer (Elite and Enterprise) | Transactions grouped by GL account, with "Total for" each account (or "no GL Account") and a Fees column. |
| Enrollments dashboard | Reports > Report Dashboards | Each registration's Item Cost and how much has been Paid toward it. |
| Settlement Item Split Detail | Reports > Report Exports | Card payments in your Payrix deposits, item by item, with fees and the Source (program). |
If it doesn't work
- The program isn't in the Program list. The list holds programs that aren't archived. For an archived program, run Cash Flow Detail for its dates and use the rows with its name in Program Name.
- The report shows only your organization's name. No transactions were applied to those programs between those dates. Widen the dates, or check that payments were applied (see above).
- A payment you recorded is missing from the program. It isn't applied to the program's registrations yet. Reconcile the account, then run the report again.
- Cash Flow Detail by Pgm isn't in the Report list. Your admin role or report filters leave it out. Ask an admin with the Administrator role.
- The totals don't match your bank deposits. Deposits are net of Payrix fees, refunds and chargebacks and hold card payments only. Use the settlement reports for deposits.
Good to know
- Organization Totals By Year, also in Report Viewer, counts teams, participants, games and officials assigned for a season year. It shows no money.
- The Monthly Reconciliation Report that older guides mention is no longer in Report Viewer.
- To find families who still owe money for a program, see How to find customers who owe a balance (reports, dashboard and email).
Related articles
- Which Report Should I Use? A Guide to TeamSideline Report Options
- How to see the processing fees on your transactions (Settlement reports)
- Reconciling Payrix Settlements: Reading Your Financial Reports
- How to reconcile a customer account (apply unmatched payments to orders)
- How to record a cash, check or other offline payment