What you’ll find in this article
Which reports to use for accounts receivable, revenue tracking, and cash reconciliation. This article includes guidance for both accrual-basis and cash-basis clubs.
Not sure which accounting basis your club uses?
If you’re not sure whether your club is set up for accrual-basis or cash-basis reporting, reach out to your Client Success Team. They can confirm which approach applies to your club and which reports you should rely on.
For accrual-basis clubs
Receivables management
Use these reports to track what is still owed and what should be removed from AR.
AR Aging Report (Outstanding Balance)
Use this report to track overdue or outstanding balances. Many balances on this report will be future-dated installments from registrations on payment plans, so check the Due Date column for timing.
This report also includes unused credits on a user’s account.
Bad Debt Write-Off Report
Use this report to identify balances that have been written off. These write-offs remove amounts from your AR balance.
Revenue tracking
Use these reports to support revenue recognition and to monitor credits that impact revenue.
Revenue Transactions for Accrual Clubs Report (Club Finance Reports)
This report pulls registrations, cancellations, credits, donations, and invoices issued within a period. It is intended for finance users to record revenue and deferred revenue.
Key behaviors to know:
You can filter by Program Type to summarize by core program, supplemental, tournament, tryout, and other program types.
For registration and cancellation transactions, the report references the Accrual Start Date and Accrual End Date configured at the program level to help determine the correct revenue recognition period.
Credits and donations do not display program information. They are bucketed based on when they are issued.
To estimate accrual revenue for a fiscal year, run the report with blank revenue transaction date fields and populate the fiscal year date fields.
Paid sign-ups appear under Program Type: Training Sessions. The report shows the full cost when purchased. To determine when sessions are used, run the Sign Ups Report.
Credit Summary Report
Use this report to identify unused credits that have expired and may need to be released back into revenue.
Cash application and reconciliation
Use these reports to tie payments back to actual deposits.
Cash Transaction Detail Report (Club Finance Reports)
Use this report for payment and deposit-level detail. Depending on what you are reconciling, filter by:
Transaction Date to view payments that originated in a period, or
Reimbursement Date to tie out to the cash deposit received
Notes:
Processing fees are not applied to payments until funds have been deposited.
This report includes program-level detail and breaks fees and non-program cash activity into separate lines.
Definitions (accrual reports)
Accounting Class: Optional field set at the program level for financial reporting. Registration transactions pull the class associated with the program.
Admin Fee: Club-issued fee associated with a registration payment plan.
Cancellation: Appears as the inverse of the registration that was cancelled. Cancellations pull on the report on the date the cancellation occurred.
Credits: Reductions in revenue not associated with a cancellation (example: credit issued due to a rainout). This does not refer to overpayment credits. Use the Credit Summary Report to track both revenue and overpayment credits for a period.
Discount Amount: Discounts off list price excluding Financial Aid, including early bird, ACH, double roster, and goalie discounts. Use the Discount Summary Report for more detail.
Donations: Donations contributed to the club. If designated for a purpose, the donation field will reflect that. Use the Donations Report for additional detail.
Fee Adjustments: Discounts, adjustments, or cancellations not included elsewhere. The system assumes a fee adjustment when the sum of the payment plan (including credits, discounts, and aid applied) does not equal the total cost of the registration.
Financial Aid: Discounts applied to registrations for players granted Financial Aid. Use the Financial Aid Usage Report for details.
Gross Revenue: The list price of the program.
Last Due Date: The final date payments are due for a registration.
Net Revenue: Gross revenue plus discount amount, financial aid amount, and user forfeited cash and credits.
Registration ID: The program registration ID in the system.
Unique Transaction ID: The unique ID for a player’s registration. Payments, returns, and refunds tied to that registration reference the same ID.
User Forfeited Cash / User Forfeited Credits: If the club keeps a portion of cash or credits used on a cancelled registration, it is shown here on the cancellation line item.
For cash-basis clubs
Cash reconciliation
Use these reports to tie out deposits and understand net cash collected.
Cash Transaction Summary Report
Use this report to reconcile cash activity for the period. Filter by:
Transaction Date to view payments that originated in the period, or
Reimbursement Date to tie out to actual deposits received
Notes:
Processing fees are not applied until funds are deposited.
The report summarizes deposits by program and breaks fees and non-program cash activity into separate lines.
Refunds are grouped with the program type of the original payment. Negative totals indicate more refunds than cash collected for that program during the period.
Supplemental detail reports
Cash Transaction Detail Report
Use this report for line-item detail behind the Cash Transaction Summary report. Filter on Reimbursement Date to tie out deposit-level detail.
Note: Refunds appear as negative amounts on this report.
Definitions (cash reports)
Accounting Transaction ID: ID specifying a reimbursement transaction to a club.
Amount: Base cost to the user.
Processor Fee: Fee collected by Sprocket Sports.
Reimbursement Amount: Amount to be reimbursed before any fees are applied.
Reimbursement Date: Date of the transfer that included the payment.
Reimbursement Fee: Difference between the transaction fee and the processor fee, representing the cost to the club for a given transaction.
Reimbursement Total: Reimbursement amount plus reimbursement fee.
Total Collected: Amount plus transaction fee.
Transaction Fee: Any fee the user is charged at checkout.
Transaction ID: The individual payment ID.
Transfer Total: Total amount of the transfer that included the payment.
FAQs
Which report should I use to see outstanding balances?
Accrual-basis clubs should use the AR Aging Report (Outstanding Balance) to track overdue and future-dated installments.
How do I reconcile deposits to my bank account?
Use the Cash Transaction Detail Report or Cash Transaction Summary Report and filter by Reimbursement Date to tie out to actual deposits received.
What report should I use for revenue recognition?
Accrual-basis clubs should use the Revenue Transactions for Accrual Clubs Report to record revenue and deferred revenue.
Where can I see written-off balances?
Use the Bad Debt Write-Off Report to identify balances that have been written off and removed from AR.