This guide explains how to use cash basis reporting to reconcile deposits and track payment activity. Cash basis reporting is most useful when you want to understand what cash was collected and what was deposited to your club, based on when funds were actually transferred.
What you’ll find in this article
Which reports to use for cash reconciliation
How to filter for payments vs deposits
When to use supplemental detail reporting
Key reporting definitions used in cash basis reports
Cash reconciliation
Use the Cash Transaction Summary report for reconciliation.
Which date filter to use
You have two common ways to filter this report, depending on what you are trying to answer.
Transaction Date
Use this when you want payments that originated during a specific period.
This is helpful for tracking checkout activity and payment volume.
Reimbursement Date
Use this when you want to tie out the actual cash deposit received.
This is the best option for bank reconciliation because it reflects when funds were transferred.
Note: Processing fees are not applied to payments until funds have been deposited. This means your totals can look different when filtering by Transaction Date vs Reimbursement Date.
What to expect in the Cash Transaction Summary report
When filtered by Reimbursement Date, this report summarizes deposits by Program and breaks fees and other non-program cash activity into separate lines.
Note: Refunds are grouped with the program type the original payment is associated with. A negative value means there were more refunds than cash collected for that program during the selected period.
Supplemental detail reports
If you need line-item detail behind the summary totals, use the Cash Transaction Detail report.
Cash Transaction Detail report
Open the Cash Transaction Detail report.
Filter on Reimbursement Date to tie out the actual deposit detail received.
This report provides transaction-level detail that supports the totals you see in the Cash Transaction Summary report.
Note: Refunds appear as negative amounts in this report.
Definitions
Use these definitions when reviewing cash basis reporting.
Accounting Transaction ID: The ID that specifies a reimbursement transaction to a club.
Amount: The base cost charged to the user.
Processor Fee: The fee collected by Sprocket Sports.
Reimbursement Amount: The amount to be reimbursed before any fees have been applied.
Reimbursement Date: The date of the transfer that included the payment.
Reimbursement Fee: The difference between the Transaction Fee and the Processor Fee, representing the cost to the club for a given transaction.
Reimbursement Total: The sum of Reimbursement Amount and Reimbursement Fee.
Total Collected: The sum of Amount and Transaction Fee.
Transaction Fee: Any fee the user is charged at checkout.
Transaction ID: The individual payment ID.
Transfer Total: The total amount of the transfer that included the payment.
FAQs
Which report should I use to reconcile deposits on a cash basis?
Use the Cash Transaction Summary report for reconciliation.
What is the difference between Transaction Date and Reimbursement Date?
Transaction Date shows payments that originated during a period. Reimbursement Date shows when funds were transferred and is best for bank reconciliation.
Why do totals look different when filtering by Transaction Date vs Reimbursement Date?
Processing fees are not applied to payments until funds have been deposited, so totals can differ based on which date filter you use.
Which report should I use if I need line-item detail behind a summary total?
Use the Cash Transaction Detail report for transaction-level detail that supports Cash Transaction Summary totals.