Accounting Report

The Accounting Report provides the values needed to make journal entries in your accounting system.

The Accounting Report is part of an advanced feature set, and may not be currently available for your center. For more information, use the message bubble on this page or contact your friendly support guru.

Retreat Guru Accounting Report

The Retreat Guru Accounting Report includes data that will help you to monitor your financial and business performance. Data from the report can be used to make journal entries in your accounting software.

In addition to on-screen viewing, data from the report may be exported in Comma Separated Values (CSV) file format and opened in Microsoft Excel or Google Sheets.

Access the Accounting Report by selecting Reports from the left-hand navigation bar, then Accounting Report. Specify a date range for the Accounting Report by entering a beginning and ending dates, or by choosing one of the preset ranges (last month, last year, all time). The date range that you specify is referred to as the reporting period.

The Accounting Report presents values related to the income statement and the balance sheet and other values that will help you manage your business.

The Account Report feature includes the ability to grant override permission to certain admin users within your organization to allow them to modify transactions passed the realized date. If you choose this option, we recommend that you limit such to your Finance Manager or persons in a similar senior admin user role. Retreat Guru support personnel can create this special admin user role for your organization. 

See also, Accounting Mode which includes information about accounting principles, financial reports, and transactions.

Realized revenue

Retreat Guru supports accrual accounting - revenue is realized, or reported, when the stay occurs, or the item or service is delivered, regardless of when the payment is made. 

The revenue shown in this section was realized, or recognized, within the reporting period. It is realized as revenue whether or not payment was received. This revenue is reported on your income statement. Click on show (xx) + to view the list of transactions and then click on a transaction ID to view the transaction detail.

Click on an individual transaction to view the details.

Received payments

Payments received during the reporting period - based on the date that the payment was received, the transaction date, and summarized by Fund Method, and showing GL Codes. If no GL Code is assigned to the Fund Method, the GL code for the parent Transaction Category will be used.

Realized payments

Payments realized or applied during the reporting period - an interim calculation used to determine Advanced Payments and Accounts Receivable - in most cases, you will not need to reference this section. Summarized by Fund Method. If no GL Code is assigned to the Fund Method, the GL code for the parent Transaction Category will be used.

Realized credit

Balance for the reporting period - personal credit is reported on your balance sheet as a liability. A personal credit is an advanced payment for a future stay - it is a payment that has not been applied. It is held in a special account for each person within Retreat Guru. 

When you transfer dollars from a stay to create personal credit, a liability, that transaction is reflected in the Accounting Report.

However, if you create a personal credit from other sources, or if the credit expires, the resulting liability will not have a corresponding transaction within Retreat Guru.

To reconcile with your balance sheet, you will need to make a manual adjustment within your accounting system.

This report shows the personal credit balance as of the beginning and end of the reporting period.

Sales

Items sold (after discount) within the reporting period - the value of items (programs, lodging, meals, and other products and services) that were purchased within the reporting period, after discounts have been applied. 

They are sales whether or not you have received payment, and whether or not you have delivered the goods or fulfilled the service. 

Sales are reported on the date of the sale (the transaction date).

Discounts

Discounts applied within the reporting period - the value of discounts that were applied to sales that occurred within the reporting period. 

In the current version of the Accounting Report, discounts are realized on the date of the sale (the transaction date). Retreat Guru may change this method in a future release of the Accounting Report, to recognize discounts on the revenue date.

Advanced payments

Payments received for future stays - also known as deferred revenue, are funds that you received prior to the stay. Deferred revenue is reported as a liability on your balance sheet. Received and Realized (see above sections) describe the movement within the reporting period. 

Deposits and other payments received prior to the start of the stay increase, or credit, this liability. When the stay begins, this amount is applied or realized to reduce, or debit, the liability.

The opening balance is the value of this liability at the beginning of the reporting period. The closing balance is the value of this liability at the end of the reporting period.

If a payment was received in advance of the reporting period, for a future stay (beyond the reporting period) it would be included in the Received Payments. 

If a payment was received during the reporting period for a stay within the reporting period, it would appear in Received Payments and in Realized Payments, with the two entries resulting in a zero net effect on the ending balance. 

Click on Detailed CSV to view advanced payments (deferred revenue) by person. 

This detailed report is based upon registrations - if a person has multiple registrations they will appear multiple times in this export.

Accounts receivable

Balance due for past stays - this is the amount due for stays that were completed prior to the start of the reporting period.

Click on Detailed CSV to view the balance due (accounts receivable) by person. This detailed report is based upon registrations - if a person has multiple registrations they will appear multiple times in this export. See the Realized Revenue, Realized Credit, and Realized Payment sections for more detail.

 

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