This guide explains how to use accrual basis reporting to track revenue, apply cash, and manage receivables. Accrual reporting is most useful when you need visibility into earned vs deferred revenue and want revenue recognized in the correct period, even if cash is collected on a different date.
What you’ll find in this article
How to track revenue and deferred revenue using accrual reports
How to use credits and donations reporting in an accrual workflow
How to reconcile cash deposits while operating on an accrual basis
How to manage receivables using AR Aging and write-offs
Key definitions used in accrual basis reports
Revenue tracking
The primary revenue report for accrual basis clubs is Revenue Transactions for Accrual Clubs.
Where to access revenue details
You can access revenue reporting in two common ways:
From the Club Dashboard by hovering over the Revenue panel and selecting View Revenue Details
From Reports under the Club Finance reporting section
1) Track revenue and deferred revenue
Run the Revenue Transactions for Accrual Clubs report.
This report includes registrations, cancellations, credits, donations, and invoices issued during a selected period. It is intended for finance teams who need to record revenue and deferred revenue.
How to filter the report
You can filter by Program Type for summarized reporting by program category, such as core program, supplemental, tournament, try out, and other program types.
How revenue recognition dates work
For registration and cancellation transaction types, the report references the Accrual Start Date and Accrual End Date configured on the program. This helps you determine which period the revenue should be recognized in.
Notes about credits and donations
Credits and donations do not display program information.
These transaction types are bucketed based on when they are issued.
Estimating accrual revenue for a fiscal year
To estimate accrual revenue for a fiscal year:
Run the report with blank revenue transaction date fields
Populate the fiscal year date fields instead
Paid sign ups
Paid sign ups appear under Program Type: Training Sessions. The report shows the full cost when the session is purchased.
To identify when sessions will be used, run the Sign Ups report.
2) Track unused or expired credits
Run the Credit Summary report to identify unused credits that may have expired and need to be released back into revenue.
Cash application and reconciliation
Accrual clubs still need to reconcile cash deposits. For cash application and reconciliation, use the Cash Transaction Detail report.
3) Reconcile payments and deposits
Run the Cash Transaction Detail report and filter based on what you are trying to tie out:
Transaction Date: Use this to view payments that originated during a specific period.
Reimbursement Date: Use this to tie out the actual cash deposit received during a specific period.
Note: Processing fees are not applied to payments until funds have been deposited. This can cause differences between totals when filtering by Transaction Date vs Reimbursement Date.
This report includes detail by program and breaks fees and other non-program cash activity into separate lines.
Receivables management
Use Club Finance reports to monitor what is unpaid and what has been written off.
4) Track overdue or outstanding balances
Use the AR Aging report to track overdue or outstanding balances.
A large portion of what appears here is often tied to future-dated registration installments or payment plans. Use the Due Date column to understand timing.
This report also includes unused credits on a user’s account.
5) Review balances written off
Run the Bad Debt Write Off report to identify balances that have been written off and removed from your AR balance.
Definitions
Use these definitions when reviewing accrual basis reporting.
Revenue Transactions for Accrual Clubs definitions
Accounting Class: An optional field defined at the program level for clubs that track classes or departments in financial reporting. Registration transactions pull the class associated with their program.
Admin Fee: A club-issued fee associated with the registration payment plan.
Cancellation: The inverse of the registration that was canceled. Cancellations appear on the date the cancellation occurred. In report detail, completed date refers to the original registration date and cancelled date refers to the cancellation date.
Credits: Reductions in revenue not associated with a cancellation (for example, a credit issued due to a rainout). These credits are intended to reduce revenue only and do not include overpayment credits. Use the Credit Summary report to track both revenue and overpayment credits.
Discount Amount: Any discount (excluding financial aid) off list price, including early bird, ACH, double roster, and goalie discounts. Use the Discount Summary report for more detail.
Donations: Donations contributed to the club. If a user designates a specific usage, it will pull into the donation field. Use the Donations report for additional detail.
Fee Adjustments: Other 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 registration cost.
Financial Aid: Discounts applied to registrations for players granted financial aid. The Financial Aid Usage report shows how aid has been applied in registrations.
Gross Revenue: The list price of the program.
Last Due Date: The final date payments are due for a registration.
Net Revenue: The sum of Gross Revenue, Discount Amount, Financial Aid Amount, and User Forfeited Cash and Credits.
Registration ID: The ID of the program registration in the system. Many players may register in the same program registration.
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 and User Forfeited Credits: Amounts the club keeps when a registration is canceled and the club retains a portion of cash or credits. These appear on the cancellation line item.
Cash Transaction Detail definitions (accrual workflow)
Accounting Class: An optional program-level field used for reporting classes or departments. Transactions pull the class associated with their program.
Accounting Transaction ID: The unique ID assigned by the payment processor to identify a single reimbursement and the items included in it.
Amount: The base cost charged to the user.
Connected Account: The account ID assigned by the payment processor. For clubs with multiple bank accounts, this identifies which bank account the transaction will be deposited into.
Processor Fee: The fee collected by Sprocket Sports.
Registration ID: The ID of the program registration in the system.
Reimbursement Amount: The amount to be reimbursed before fees have been applied.
Reimbursement Fee: The difference between the Transaction Fee and the Processor Fee, representing the cost to the club for a deposit.
Reimbursement Total: The sum of Reimbursement Amount and Reimbursement Fee.
Total: 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 cash deposit received.
Unique Transaction ID: The unique ID for a player’s registration. Payments, returns, and refunds tied to that registration reference the same ID.
FAQs
Which report should accrual basis clubs use to track revenue activity?
The primary revenue report for accrual basis clubs is Revenue Transactions for Accrual Clubs.
How do I reconcile cash deposits if my club uses accrual reporting?
Accrual clubs still reconcile cash deposits using the Cash Transaction Detail report, filtered by Transaction Date or Reimbursement Date based on what you are tying out.
Why can totals differ between Transaction Date and Reimbursement Date?
Processing fees are not applied to payments until funds have been deposited, which can cause differences between totals when filtering by Transaction Date vs Reimbursement Date.
Which reports should I use to manage receivables?
Use AR Aging to track overdue or outstanding balances and Bad Debt Write Off to review balances that have been written off and removed from your AR balance.