IBIS have developed a Trial balance report based off our ledger based accounting system. We are working to transition all customers over to our new finance system and once you have moved, the following reports will no longer be required for your finance reconciliation. 


TABLE OF CONTENTS


Gross revenue

This report gives you the overall financial value of sales made through your IBIS system over a specified date range. The report will split out sales into three categories as follows: 

  • Reservations (bookings) are based on product date and exclude commission
  • Ticket (agents) are based on sale date and exclude commission
  • Retail 

The report includes the following statuses: 

  • Tickets: Paid, No Service, Settled and Closed.
  • Reservations: Active (whether paid, unpaid, posted to invoice or not yet posted to invoice), Checked In and No Service.
  • Retail: Posted


Reconciling the Gross revenue report with other IBIS reports:

  • The retail figure in this report should reconcile with the retail value in your Sales > Sales report.
  • The reservation figure in the report should reconcile with the reservation total in your Reservations > Reservation Summary or Reservation option analysis report by product date
  • The ticket figure in the report should reconcile with the ticket value in your Tickets > Ticket Reconciliation report.  
The commission revenue is not pulling through to this report for confirmed referral tickets. Referral and deposit bookings show the gross value of the booking.


Gross Revenue Report


Reservation cash movements

This report details the movements of cash for the Reservations module. These figures look at Booking transactions based on travel date and Point of Sale transactions based on payment date. This report is found in the IBIS Online Reports menu under the Finance group. 


The Booking line represents bookings with a travel date within the selected date range (month of October in the screenshot below) and when payment was received for those bookings; either transacted in the time period (Current column), transacted after the time period (Forward column), or transacted prior to this time period (Historic column). 

The POS line represents cash transactions for bookings based on the transaction date. It shows transactions that occur within the selected date range for bookings where the travel date is in the same date range (Current Column), where travel date is in the future (Forward column), or where the travel date is prior to the date range (Historic Column).


The amount in the Booking and POS Current column will cancel each other out as they are bookings paid for and payments taken for the same time period. In the example below there were:

  • $147,345.99 of transactions made (cash or card) in the month of October, for bookings that took place in October
  • $332.61 of transactions made after the month of October for bookings that took place in October; for example a customer who paid for his trip upon returning
  • $15,020.09 of transactions paid for prior to the month of October for bookings that took place in October.
  • $73071.05 of transactions made in October for bookings for November onwards; likely to be online booking transactions

Reservation settlement

This report splits out the way in which bookings were settled. What payments were made and what commissions were paid out. This report is available in IBIS Online under Finance reports.



Reservation revenue split

The revenue split reports are being phased out as we move customers over to using our Trial Balance based on our new accounting ledger.


IBIS runs a function daily to automatically generate revenue splits overnight. It will generate splits for all reservations that are not cancelled or no service - this includes active bookings that may not be paid for so part of your end of day reconciliation process must be to check that all active bookings are either settled or cancelled. It will only process a revenue split if there is revenue on a component - if there is no revenue (i.e. value is $0) there is nothing to split.

If a booking from a previous day is edited, revenue splits will be immediately generated for the difference in value between what was previously posted and what the current value is.


If a booking is rescheduled after it has been recognised in the revenue split process, the revenue will still be recognised on the original day. Therefore in the situation where an active, unpaid booking was not cancelled on the day, and was rescheduled the next day to a week ahead, the revenue would still be posted on the original day - you would see this if you did a revenue report and grouped it by travel date (that booking would be ahead of the departure date. Normally you would only see edits on days prior to departure date from bookings that were partly refunded or cancelled the day after travel). If that booking was cancelled the next day instead of being rescheduled, the revenue would be reversed out.


IBIS Online has a finance report called Reservation Revenue Split that can be run to view financial data. You can view this report either by Booking date (i.e. the date of travel/activity) or by Processed date (the date that the revenue was actually processed). Process date would usually be the same as activity date, but may be different if a booking has been rescheduled after processing, or if there has been an issue with running the revenue split process overnight.


You can group the report by revenue type to show income, commission and then the net (Grand total in the image below). All figures are exclusive of GST.


A question mark instead of a GL code indicates that  no GL split has been defined against the product component. This may happen if a new product has been set up and the split not entered. This revenue will not be processed again once the revenue split has been defined, so must be accounted for when transferring results to a GL package.



Therapist revenue (appointment products)

This report can be used to report on the revenue of your appointment type products as well as the product duration (excluding the changeover time), so they can be compared.


The Gross revenue shows you the original value of the products booked. The Discount shows you if any promotions have been applied, so you can see the true revenue per product in the Revenue after discount column. 


The default report shows you how valuable your staff's time is. By replacing the 'Manager' column you can also drill further into the revenue and hours, e.g. to report on:

  • Revenue by 'Resource' (i.e. room)
  • Revenue by 'Product'
  • Revenue by 'Booking name' (useful when you have a lot of return customers to see which ones are most valuable)

You could export the report to excel to do further calculations, e.g. to find out what the average hourly revenue is per therapist, room, or product.