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Processing Of Income Into Finance Systems

Last Updated:
Prepared by:

10 Sept. 2014
Andy Lelean

TABLE OF CONTENTS
1. OVERVIEW

2. BEST PRACTICE

2.1. DAY TO DAY FRONT OF HOUSE INCOME


2.2. ONLINE INCOME
2.3. BACS DIRECT DEBIT INCOME

3
3
3

3. INCOME

3.1. INCOME JOURNAL


3.2. INCOME JOURNAL DETAIL

4
4

4. CASH AND BANKING REPORTS

4.1. CASH LIFT REPORT - (USE LIFT AMOUNT)


4.2. FOH LIFT SUMMARY - (USE SMALL BAG TOTAL)

4
4

5. COMBINED INCOME AND BANKING

5.1. SAGE INCOME JOURNAL

6. ONLINE INCOME

6.1. ONLINE SALES


6.2. ONLINE BANKING
6.3. WEBCOM REPORTING

5
6
6

Page 1

7. OTHER INCOME REPORTS

7.1. TRANSACTION DETAIL


7.2. CATEGORY SUMMARY
7.3. CENTRE GL

6
6
7

8. OTHER BANKING REPORTS

8.1. FOH BANKING


8.2. OVERS AND SHORTS

7
7

9. DIRECT DEBIT INCOME (BACS)

9.1. INCOME
9.2. REJECTIONS

8
8

10. TROUBLESHOOTING

Page 2

1. OVERVIEW
In order to prepare your management accounts and reconcile your bank account you will need to transfer
financial data from Legend into your accounting software. There are a number of reports in Legend to
provide you with this information. In addition to the standard income and banking reports there are
journal reports which you may be able to use to import the data directly into your accounts system
(subject to accounting package in use). Should you wish to commission a bespoke output specific to your
accounting softwares import requirements, please make contact with a member of the Legend team (NB:
this would be a chargeable piece of development work).
All these reports can be run for custom time periods and at Enterprise, Regional or Club level. e.g. you
could run a single report for the whole enterprise (all clubs / centres) for the whole month.
Further Reading: Please see the following document for additional information on Income Reporting, GL
Coding etc. Legend Financial & Patronage Reports.pdf

2. BEST PRACTICE
Legends standard best practice guidelines are to use the following reports. Please see the rest of this
document for further detail on each of these reports.

2.1. DAY TO DAY FRONT OF HOUSE INCOME

Income Journal Detail (or Income Journal) these include Overs & Unders
Cash Lift Report or FOH Lift Summary (sum of small bags)

Alternatively you can use the Sage Income Journal, which combines these reports in a format suitable for
an import (subject to version of Sage in use).

2.2. ONLINE INCOME

Income Journal Detail (using optional Online filter)


Online Payment Detail v2

2.3. BACS DIRECT DEBIT INCOME

Financial Reports >> BACS Breakdown Export


Financial Reports >> BACS Rejections Export

Page 3

3. INCOME
3.1. INCOME JOURNAL
Reports >> Financial Reports >> Income Journal
CostCentre
Entry

Code

Description

Total

1
11
13
15
3
6

Exercise Fees Adult


Exercise Fees Junior
Equipment Hire
Gift Vouchers
Memberships/Subscriptions
Junior Clubs
CostCentre Sub Total:

VAT

Net

9,415.49 1,569.04 7,846.45


1,029.42 171.76
857.66
626.40 104.52
521.88
0.00
0.00
0.00
1,703.00 283.89 1,419.11
1,750.25 291.93 1,458.32
CostCentre Sub Total: 14,524.56 2,421.14 12,103.42

Instruction
14
4
7

On Site Courses
Instructed Activities
Parties
CostCentre Sub Total:

860.00
2,808.94
1,531.00
5,199.94

CostCentre Sub Total:

143.33
477.54
270.16
891.03

716.67
2,331.40
1,260.84
4,308.91

3.2. INCOME JOURNAL DETAIL


Reports >> Financial Reports >> Income Journal Detail
CostCentre

Code

Description

Inventory

Agreement

Qty

Total

VAT

Net

Courses
14
On Site Courses
Beginners Club
Adult
Adult Non Member
Family Membership
Junior Non Member
Young Person
Inventory Sub Total:

3
21
5
1
1
31

45.00
300.00
75.00
15.00
15.00
450.00

7.50
50.00
12.50
2.50
2.50
75.00

37.50
250.00
62.50
12.50
12.50
375.00

Inventory Sub Total:

12
12

360.00
360.00

60.00
60.00

300.00
300.00

Inventory Sub Total:


Description Sub Total:

1
1
44

35.00
35.00
845.00

5.83
5.83
140.83

29.17
29.17
704.17

Beginners Plus Course Drop In Price


Adult Non Member
Exercise Workshop
Family Membership

4. CASH AND BANKING REPORTS


4.1. CASH LIFT REPORT - (USE LIFT AMOUNT)
Reports >> Standard Reports >> POS Reports >> Cash Lift Report
Club Name
SampleClub1
SampleClub1
SampleClub1
SampleClub1
SampleClub1
SampleClub1
SampleClub1

Shift
All Day
All Day
All Day
All Day
All Day
All Day
All Day

Reconciled
Yes
Yes
Yes
Yes
Yes
Yes
Yes

Lift Date/Time
01/04/2014 22:01
02/04/2014 22:07
03/04/2014 21:06
04/04/2014 22:37
05/04/2014 22:11
06/04/2014 22:26
07/04/2014 22:19

Lift Amount
Variance
Adjustment
1,023.05
1.25
0.00
846.35
3.69
0.00
716.80
8.25
0.00
0.00
9.25
0.00
820.75
0.01
0.00
407.40
0.02
0.00
835.80
10.30
0.00

Reason
Sample reason 1
Sample reason 2
Sample reason 3
Sample reason 4
Sample reason 5
Sample reason 6
Sample reason 7

Shift Closer
SC_JBloggs
SC_JBloggs
SC_JBloggs
SC_JBloggs
SC_JBloggs
SC_JBloggs
SC_JBloggs

Lift Verifier
SC_JaneSmith
SC_JaneSmith
SC_JaneSmith
SC_JaneSmith
SC_JaneSmith
SC_JaneSmith
SC_JaneSmith

4.2. FOH LIFT SUMMARY - (USE SMALL BAG TOTAL)


Reports >> Financial Reports >> FOH Lift Summary
In Big
Bag

Is Banked

Is
Verified

Big Bag
Reference No

Small Bag SmallBagSlipN


Ref
umber

102-3812-3070-7 nk 01/05/2014
Ref1

102-3812-3070-7 nk 01/05/2014
Ref3

102-3812-3070-7 nk 01/05/2014
Ref4

Ref2

Ref5
102-3812-3070-7 nk 01/05/2014
Ref6
Ref7

Small Bag
Created

Shift

ShiftOpen

ShiftClose

Shift Closer

SmallBagNotes SmallBagTotal SmallBagClub

SmallBag
Workstati
on

BigBagCreated

BigBagNot
es
BigBagTotal

391234

01/05/2014 14:27

All Day 01/05/2014 07:15

01/05/2014 14:05

SC_Jbloggs

20.00 of 20 notes, 20.00 of72.10


10 notes,
SampleClub1
15.00 of 5PC12345
notes, 6.00
01/05/2014
of 1 coins,
12:14
1.50Note
of 50p
1 coins, 5.00
522.50
of 20p coins, 4.40 of 10p coins, 0.20 of

000000

01/05/2014 14:27

All Day 01/05/2014 07:15

01/05/2014 14:05

SC_Jbloggs

13.00 of Credit Card

391235

01/05/2014 14:27

All Day 01/05/2014 07:15

01/05/2014 14:05

SC_Jbloggs

10.00 of 10 notes, 10.00 200.00


of 5 notes,
SampleClub1
100.00 of 1PC12347
coins, 25.00
01/05/2014
of 50p coins,
12:1440.00
Noteof2 20p coins, 15.00
522.50
of 10p coins

391236

01/05/2014 20:26

All Day 01/05/2014 13:38

01/05/2014 20:14

SC_Jbloggs

60.00 of 20 notes, 90.00 183.30


of 10 notes,
SampleClub1
10.00 of 5PC12348
notes, 18.00
01/05/2014
of 2 coins,
12:14
1.00
Note
of 1
3 coins, 4.00
522.50
of 50p coins, 0.20 of 20p coins, 0.10 of

000000

01/05/2014 20:26

All Day 01/05/2014 13:38

01/05/2014 20:14

SC_Jbloggs

56.00 of Credit Card

391237

01/05/2014 21:29

All Day 01/05/2014 15:02

01/05/2014 21:25

SC_Jbloggs

55.00 of 5 notes, 8.00 of 2


67.10
coins,SampleClub1
3.00 of 1 coins,
PC12350
0.50 of 50p
01/05/2014
coins, 0.60
12:14of 20p
Notecoins
4

000000

01/05/2014 21:29

All Day 01/05/2014 15:02

01/05/2014 21:25

SC_Jbloggs

36.50 of Credit Card

13.00 SampleClub1

56.00 SampleClub1
36.50 SampleClub1

PC12346

0.00

PC12349

0.00

PC12351

522.50
0.00

Page 4

5. COMBINED INCOME AND BANKING


5.1. SAGE INCOME JOURNAL
Reports >> Financial Reports >> Sage Income Journal
Account
Department
Retail
Instruction
Instruction
Entry
Entry
Entry
Entry
Entry
OverUnderDep
Cashing Up
Cashing Up

Account
Account Number Sub Number
2
14
4
1
11
13
3
6
OverUnderGLCode
All Day
Cash
All Day
Credit Card

Transaction
Type
1
1
1
1
1
1
1
1
1
1
1

Transaction
Date
01/04/2014
01/04/2014
01/04/2014
01/04/2014
01/04/2014
01/04/2014
01/04/2014
01/04/2014
01/04/2014
01/04/2014
01/04/2014

Goods
Amount
180.20
30.00
278.25
432.10
7.60
3.00
24.00
67.50
0.40
94.55
928.50

VAT
Amount
30.03
5.00
46.36
71.97
1.27
0.50
4.00
11.25
0.00
0.00
0.00

Net
150.17
25.00
231.89
360.13
6.33
2.50
20.00
56.25
0.00
0.00
0.00

Posted Date
01/04/2014
01/04/2014
01/04/2014
01/04/2014
01/04/2014
01/04/2014
01/04/2014
01/04/2014
01/04/2014
01/04/2014
01/04/2014

Transaction Analysis
Code
01/04/201401/04/201401/04/201401/04/201401/04/201401/04/201401/04/201401/04/201401/04/2014-UnderOver
01/04/2014-LiftedAmt
01/04/2014-LiftedAmt

Club Name
SampleClub1
SampleClub1
SampleClub1
SampleClub1
SampleClub1
SampleClub1
SampleClub1
SampleClub1
SampleClub1
SampleClub1
SampleClub1

Usage
Cost
Club ID Centre ID
9
104
9
102
9
102
9
101
9
101
9
101
9
101
9
101
9
9
9

Process
Type ID
1
1
1
1
1
1
1
1
2
3
3

6. ONLINE INCOME

6.1. ONLINE SALES


You can use the Income Journal or Income Journal Detail reports to report Online Income.
Ensure you select the filter to just show Online.

Reports >> Financial Reports >> Income Journal Detail

Page 5

6.2. ONLINE BANKING


The following reports can be used to report credit card receipts from Online Sales.

Reports >> Standard Reports >> POS Reports >> Online Payment
Commidea Transaction ID Legend Transaction ID
938743901
69154
882447582
69251
941105841
69315
941347211
69318
883599662
69321
883605482
69322
884367152
69409
884381292
69412
884520582
69418

Date Processed
01/08/2014
01/08/2014
02/08/2014
02/08/2014
02/08/2014
02/08/2014
03/08/2014
03/08/2014
03/08/2014

Amount
5.50
4.60
5.50
5.30
4.60
4.60
5.10
4.60
5.30

Reports >> Standard Reports >> POS Reports >> Online Payment Detail
Reports >> Standard Reports >> POS Reports >> Online Payment Detail v2

Legend Transaction ID Commidea Transaction ID


69154
938743123
69251
882447124
69315
941105125
69318
941347126
69321
883599127

Club Name
Sample Club 1
Sample Club 2
Sample Club 1
Sample Club 1
Sample Club 3

Member Number
XYZ203288
XYZ218875
XYZ228292
XYZ228917
XYZ224489

Name
John Smith
Fred Bloggs
Mary Bloggs
Jenny Brown
Albert Einstein

Billing Source
Booking
Booking
Booking
Booking
Booking

Billing Source Id
506812
507222
507471
507487
507497

Inventory No Card Amount


Sports 0.00
Grp ex 14 +
0.00
Sports 0.00
Sports - Squash
0.00
Grp ex - Combat
0.00

6.3. WEBCOM REPORTING


You can also view online receipts data, via the online Webcom reporting tool from Verifone

7. OTHER INCOME REPORTS


7.1. TRANSACTION DETAIL
NB This will include any Credit Note Transactions, which are excluded from the Income Journal
Reports.
Reports >> Standard Reports >> POS Reports >> Transaction Detail
Trans
No
91273
91274
91275
91276
91277
91278
91279
91280
91281
91282
91283

Sale Date
Member No
01/04/2014 09:50
01/04/2014 12:29 AB123456
01/04/2014 13:36 AB123457
01/04/2014 13:39 AB123458
01/04/2014 15:04 AB123459
01/04/2014 15:27 AB123460
01/04/2014 15:49 AB123461
01/04/2014 16:20 AB123462
01/04/2014 16:21 AB123463
01/04/2014 16:25 AB123464
01/04/2014 16:41 AB123465

Member Name
Jo Bloggs
Fred Smith
Test Name 1
Test Name 2
Test Name 3
Test Name 4
Test Name 5
Test Name 6
Test Name 7
Test Name 8

Main
Category
POS ADMIN
INSTRUCT
EXERCISE
EXERCISE
INSTRUCT
INSTRUCT
EXERCISE
EXERCISE
EXERCISE
EXERCISE
EXERCISE

Sub
Category
Unknown
GROUP
ADULT
ADULT
MIXED
ADULT
ADULT
GROUP
ADULT
GROUP
GROUP

Inventory Description
Unknown
Instructed Group up to 24
Exercise Adult - Independent
Exercise Adult - Independent
Taster Session 1Hr
Beginners Club
Exercise Adult - Independent
Exercise Adult - Group
Exercise Adult - Independent
Exercise Adult - Group
Exercise Adult - Group

Qty
1
1
1
1
1
1
1
1
1
1
1

Retail
60.00
240.00
11.50
11.50
12.75
15.00
11.50
7.15
11.50
7.15
7.15

Discount
0.00
0.00
3.40
3.40
0.00
0.00
3.40
0.00
11.50
0.00
0.00

Selling
60.00
240.00
8.10
8.10
12.75
15.00
8.10
7.15
0.00
7.15
7.15

Total
60.00
240.00
8.10
8.10
12.75
15.00
8.10
7.15
0.00
7.15
7.15

Tender
Type
Cash
Credit Card
Credit Card
Credit Card
Credit Card
Cash
Credit Card
Credit Card
Voucher
Credit Card
Credit Card

Register
TILL-001
TILL-001
TILL-001
TILL-001
TILL-001
TILL-001
TILL-001
TILL-001
TILL-001
TILL-001
TILL-001

GL
Account
Id
0
527
524
524
527
537
524
524
524
524
524

GL
Account
4
1
1
4
14
1
1
1
1
1

Sold At Club
SampleClub1
SampleClub1
SampleClub1
SampleClub1
SampleClub1
SampleClub1
SampleClub1
SampleClub1
SampleClub1
SampleClub1
SampleClub1

7.2. CATEGORY SUMMARY


Reports >> Standard Reports >> POS Reports >> Category Summary
Main Category
GYM

Sub Category

Product

Qty

Cash

Cheque

Credit Card

Voucher

Misc

Discount

Total

ADULT
ABC
CDE
FDE
NJHYG
Sub Category Sub Total:

1005 2,639.50
7
15.20
6
0.00
22 -173.05
1040 2,481.65

0.00
0.00
0.00
0.00
0.00

4,185.30
47.65
69.00
-17.90
4,284.05

0.00
0.00
0.00
0.00
0.00

0.00 4,742.90
0.00
17.65
0.00
0.00
0.00
0.00
0.00 4,760.55

6,824.80
62.85
69.00
-190.95
6,765.70

GROUP
ADCVJ
ADCVFR
Sub Category Sub Total:

100
8
108

369.60
39.00
408.60

0.00
0.00
0.00

398.80
13.00
411.80

0.00 0.00
0.00 0.00
0.00 0.00

0.00
0.00
0.00

768.40
52.00
820.40

Sub Category Sub Total:

32
2
61
6
2
103

132.00
0.00
105.60
30.00
-14.30
253.30

0.00
0.00
0.00
0.00
0.00
0.00

86.35
22.50
401.27
15.00
0.00
525.12

0.00
0.00
0.00
0.00
0.00
0.00

141.65
0.00
179.38
0.00
0.00
321.03

218.35
22.50
506.87
45.00
-14.30
778.42

24
21.00
24
21.00
1275 3,164.55

0.00
0.00
0.00

63.00
63.00
5,283.97

0.00 0.00
0.00
0.00 0.00
0.00
0.00 0.00 5,081.58

84.00
84.00
8,448.52

JUNIOR
QWE
QWEAD
AQWER
ACFR
NJHYG

0.00
0.00
0.00
0.00
0.00
0.00

NON-GYM
FBXYZ
Sub Category Sub Total:
Main Category Sub Total:

Page 6

7.3. CENTRE GL
Reports >> Financial Reports >> Centre GL Sales
Usage
Club ID
9
9
9
9
9
9
9
9
9

Club Name
SampleClub1
SampleClub1
SampleClub1
SampleClub1
SampleClub1
SampleClub1
SampleClub1
SampleClub1
SampleClub1

GL
Code
1
11
13
14
2
3
6
1
11

Cost
Total
Centre
Description
Amount
Entry
Exercise Fees Adult
368.25
Entry
Exercise Fees Junior
26.45
Entry
Equipment Hire
17.00
Instruction
On Site Courses
15.00
Retail
Retail
3.90
Entry
Memberships/Subscriptions 91.00
Entry
Junior Clubs
34.50
Entry
Exercise Fees Adult
326.70
Entry
Exercise Fees Junior
43.60

Total
VAT
61.36
4.42
2.84
2.50
0.65
15.17
5.75
54.43
7.27

Net
Amount
306.89
22.03
14.16
12.50
3.25
75.83
28.75
272.27
36.33

8. OTHER BANKING REPORTS


8.1. FOH BANKING
Reports >> Financial Reports >> FOH Banking
Banking Club

Small Bag
Banking Created Big Bag Created Created

Big Bag
Reference No

Big Bag Slip


No

SmallBagRef

SmallBagNotes

Small
Bag
Total

SampleClub1
01/05/2014 16:38
30/04/2014 11:00
30/04/2014 20:18

Ref 1

Ref 3

100.00 of 20 notes, 10.00 of 10


161.75
notes, 50.00 of 5 notes,

30/04/2014 21:28

Ref 2

Ref4

100.00 of 20 notes, 70.00 of 10


199.60
notes, 15.00 of 5 notes,

BankingCreated Sub Total:

361.35

BankingClub Sub Total:

361.35

Total:

361.35

8.2. OVERS AND SHORTS


Reports >> Financial Reports >> Overs And Shorts
Workstation Shift

Tender

Times Lifted

Total Lifted Total Processed Unders Overs Transaction Count Notes

All
All Day
Cash
01/05/2014 14:25

272.10

271.50

0.60

121 Note1

01/05/2014 20:25

183.30

183.20

0.10

235 Note2

01/05/2014 21:28

67.10

65.60

1.50

150 Note3

01/05/2014 14:25

13.00

13.00

0.00

1 Note1

01/05/2014 20:25

56.00

56.00

0.00

5 Note2

01/05/2014 21:28

36.50

36.50

0.00

Workstation Sub Total:

628.00

426.80

201.20

515

Total:

628.00

426.80

201.20

515

Credit Card

3 Note3

Page 7

9. DIRECT DEBIT INCOME (BACS)


To record Direct Debit BACS income you can use the following reports
Financial Reports >> BACS Breakdown
Financial Reports >> BACS Breakdown Export
Financial Reports >> BACS Rejections
Financial Reports >> BACS Rejections Export

9.1. INCOME
Reports >> Financial Reports >> BACS Breakdown
Centre
Sample Co.

Name

Dept

Code

Income

L Centre 1
23
MR123
Dept Sub Total:

57,873.86
57,873.86

Dept Sub Total:

38,898.04
38,898.04

Dept Sub Total:

10,784.88
10,784.88

Dept Sub Total:

20,078.36
20,078.36

L Centre 2
23
MR123
L Centre 3
23
MR123
L Centre 4
23
MR123
L Centre 5
23
MR123
Dept Sub Total:
Centre Sub Total:
Total:
Record Count

1,782.50
1,782.50
129,417.64
129,417.64

9.2. REJECTIONS
Reports >> Financial Reports >> BACS Rejections Export
Centre
XYZ
XYZ
XYZ
XYZ
XYZ

Dept
23
23
23
23
23

Code
MR123
MR123
MR123
MR123
MR123

Income
335.34
376.92
289.81
582.94
121.50

Record Count 5

Page 8

10. TROUBLESHOOTING

Income Journal
Income Journal Detail
Sage Income Journal
Transaction Detail
Category Summary
Centre GL
Historical Transaction
Detail
Web Transaction Detail
Web Income Journal

Credit
Notes

Vouchers

N
N

N
N

Refunds

Custom
Tender
Types
N
N

FOH
POS Sales
Y
By Filter
Y
Y
Y
Y
By Filter

Online
Sales

By Filter
N
N
By Filter

Page 9