BillMax Financial Reports

BillMax Financial Reports
	Chapter 3. BillMax for Accountants

Transactional Reports

Payments - Payments and Voids of Payments.
Refunds - Refunds and Voids of Refunds.
Deposit Charges - Deposit Charges and Voids of Deposit Charges.
Deposit Refunds
Credit Memos - Store Credits and Voids of Store Credits. Included for historical reasons. These values are also include in the Sales reports and should be taken from the Sales report.
Voids - A report of all Voids.

Interpretive Reports

	Note
	In the following discussion, the term Sales encompasses Sales and Voids of Sales. The term Store Credits encompasses Store Credits and Voids of Store Credits.

Sales - Accrual and Cash. Reports Sales and Store Credits.
Deferred Revenue - Deferred Revenue report of Sales and Store Credits.
A/R - Accounts Receivable.
Invoice Aging.
Balance A/R - Roll forward company financials.

Sales Report

The Sales report includes Sales and Store Credits. It does not include Deposit Charges. The amount of a Sale or Store Credit included in the report is dependent on the following:

Whether or not a Virtual Company is specified.
Whether or not an Account is specified.
The date range specified.
Whether or not wash Sales are included. A wash Sale is one that is Voided before the Sale startdate.
The type of Sales report specified. The following types are available:
1. No Deferred Revenue Excluded.
2. Exclude Deferred Revenue Using Daily Calculations. A comparable report exists for Deferred Revenue.
3. Exclude Deferred Revenue Using Monthly Calculations. A comparable report exists for Deferred Revenue.
4. Exclude Deferred Revenue Using Monthly Records with Daily Calculations. A comparable report exists for Deferred Revenue.
5. Cash/Credit based sales report.

	Note
	The exclusion of Deferred Revenue is based on the `startdate`s, `enddate`s, `entdate`s of the Sales and Store Credits and the `entdate`s of the Voids of the Sales and Store Credits. Please see Appendix A, Variations on Deferring Revenue for all the possible variations.

The Sales report may separate Subscription Sales from One Time Sales such as Setup Fees or Late Charges. By definition, a Subscription Sale is a Sale that represents Service delivery over time and is not attributable to usage.

Table 3.1. Columns in the Sales report when Subscription Sales are separated from One Time Sales

Column	Description
Recurring Taxable	Taxable Subscription Sales
Recurring Nontaxable	Nontaxable Subscription Sales
Recurring Total	The sum of Recurring Taxable and Recurring Nontaxable
Returns Recurring Taxable	Voids of Recurring Taxable
Returns Recurring Nontaxable	Voids of Recurring Nontaxable
Returns Recurring Total	The sum of Returns Recurring Taxable an Returns Recurring Nontaxable
Credit Recurring Taxable	Store Credits for Taxable Subscriptions
Credit Recurring Nontaxable	Store Credits for Nontaxable Subscriptions
Credit Recurring Total	The sum of Credit Recurring Taxable and Credit Recurring Nontaxable
Returns Credit Recurring Taxable	Voids of Credit Recurring Taxable
Returns Credit Recurring Nontaxable	Voids of Credit Recurring Nontaxable
Returns Credit Recurring Total	The sum of Returns Credit Recurring Taxable and Returns Credit Recurring Nontaxable
Recurring %Pct	The percentage of Sales for the report that is attributable to Subscription sales.
One Time Taxable	Taxable Sales for One Time Sales such as Usage Billings, Setup Fees, etc.
One Time Nontaxable	Nontaxable Sales for One Time Sales such as Usage Billings, Setup Fees, etc.
One Time Total	The sum of One Time Taxable and One Time Nontaxable
Returns One Time Taxable	Voids of One Time Taxable
Returns One Time Nontaxable	Voids of One Time Nontaxable
Returns One Time Total	Sum of Returns One Time Taxable and Returns One Time Nontaxable
Credit One Time Taxable	Taxable Store Credits for One Time Sale items
Credit One Time Nontaxable	Nontaxable Store Credits for One Time Sale items
Credit One Time Total	Sum of Credit One Time Taxable and Credit One Time Nontaxable
Returns Credit One Time Taxable	Voids of Credit One Time Taxable
Returns Credit One Time Nontaxable	Voids of Credit One Time Nontaxable
Returns Credit One Time Total	Sum of Returns Credit One Time Taxable and Returns Credit One Time Nontaxable
One Time %Pct	The percentage of Sales for the report that is attributable to One Time Sales
Total	The total of Subscription and One Time Sales

The columns Tax (Sales Tax on Sales) and Credit Tax (Store Credit Tax) are displayed on the No Deferred Revenue Excluded and the Cash/Credit based Sales report reports.

No Deferred Revenue Excluded

Reports the entire amount of each Sale and Store Credit for which the entdate is within the specified date range. This report does not take into account startdates or enddates.

Exclude Deferred Revenue Using Daily Calculations

Deferred Revenue is excluded using Daily Calculations.

	Warning
	This style of report is included for historical purposes. Due to the nature of the calculations. It is recommended this report NOT be used when booking Sales and Store Credits. This report is historically stable (will not change due to future transactions) unless Sales or Store Credits are edited or deleted.

Example 3.1. Exclude Deferred Revenue Using Daily Calculations

Assume a Sale of $60.00 from 01/01/03 through 06/30/03. The following monthly sales will be reported:

Date Range	Amount
01/01/03->01/31/03	$10.19
02/01/03->02/28/03	$9.21
03/01/03->03/31/03	$10.19
04/01/03->04/30/03	$9.86
05/01/03->05/31/03	$10.19
06/01/03->06/30/03	$9.86

Even though the Sale is $60.00. The sum of the monthly parts of the Sale is $59.50. If booking from this report, an adjustment will have to be made.

Exclude Deferred Revenue Using Monthly Calculations

This type of report is recommended when booking monthly sales excluding Deferred Revenue. Sales and Store Credits are divided into monthly amounts. The monthly amount is booked to the month of the startdate of the monthly amount. This report is historically stable unless Sales or Store Credits are edited or deleted.

Example 3.2. Monthly booking

A Sale of $60.00 from 01/01/03 through 06/30/03 and a Sale of $60.00 from 01/31/03 through 07/30/03 will have the same monthly bookings:

Booking Month	Amount
January	$10.00
February	$10.00
March	$10.00
April	$10.00
May	$10.00
June	$10.00

Exclude Deferred Revenue Using Monthly Records with Daily Calculations

This type of report is recommended when booking daily sales excluding Deferred Revenue. Sales and Store Credits are divided into monthly amounts and then divided into daily amounts. The monthly amount is booked to the month of the startdate of the monthly amount. The daily amount is then computed from the monthly amount. This report is historically stable unless Sales or Store Credits are edited or deleted.

Cash/Credit based Sales report

Reports the Allocations of Payments and Store Credits to Sales. The Allocation is booked at the time of either the Payment/Store Credit or the Sale, whichever one it later. This report is historically stable unless Sales, Store Credits, Payments, or Allocations are edited or deleted.

Example 3.3. Allocation Example for Cash/Credit Sales Report

Assume the following:

A Sale for $10.00 is made 01/01/03.
A Payment is received for $5.00 on 01/15/03 and is Allocated to the Sale immediately.
Another Payment is received for $5.00 on 01/31/03 and is purposefully not Allocated to the Sale until 02/15/03.

A Payment report run on 02/01/03 for January will show $10.00 received. However, a Cash/Credit Sales report run on 02/01/03 report for January will show $5.00 in Sales, but a Cash/Credit Sales report run on 02/16/03 will show $10.00 in Sales.

Deferred Revenue

There are Deferred Revenue reports that are corollaries to the Exclude Deferred Revenue Sales reports. These reports use the same processing as the Sales reports, but they report future Sales and Store Credits as of a certain date based on the startdates and enddates.

	Warning
	These reports are NOT the same as the Liability report. These reports use All Sales and Store Credit records. The Liability considers only Sales records and only those that represent Services that are actively being delivered.

The following Deferred Revenue reports are available:

Deferred Revenue Using Daily Calculations. A comparable report exists for Sales.
Deferred Revenue Using Monthly Calculations. A comparable report exists for Sales.
Deferred Revenue Using Monthly Records with Daily Calculations. A comparable report exists for Sales.

A/R Report

The A/R or Accounts Receivable report shows the financial status of Accounts with at least one non-zero balance. By default, the report shows Accounts that owe money. In addition, it may show Accounts that have a credit balance. The following columns are included in the report:

State - The state of the Account.
Terms - The Account terms.
Balance - The total Account balance.
Cash - The amount of un-Allocated money from Payments for an Account.
Credit - The amount of un-Allocated Store Credit for an Account.
Current - The amount of money owed for Sales and Deposit Charges that is not overdue.
1-30 - The amount of money owed for Sales and Deposit Charges that is overdue 1 to 30 days.
31-60 - The amount of money owed for Sales and Deposit Charges that is overdue 31 to 60 days.
61-90 - The amount of money owed for Sales and Deposit Charges that is overdue 61 to 90 days.
>90 - The amount of money owed for Sales and Deposit Charges that is overdue more than 90 days.

	Important
An Account may be overdue and have a zero or have a credit balance. Example 3.4. Account with zero balance and overdue On 04/01/03, an Account has $10.00 in the Account cash column and has a Sale for which Payment was due 12/31/02. The Account is 90 days overdue even though the Account balance is $0.00. If the Payment is Allocated to the Sale, then the Account will no longer be overdue.

Important

An Account may be overdue and have a zero or have a credit balance.

Example 3.4. Account with zero balance and overdue

On 04/01/03, an Account has $10.00 in the Account cash column and has a Sale for which Payment was due 12/31/02. The Account is 90 days overdue even though the Account balance is $0.00. If the Payment is Allocated to the Sale, then the Account will no longer be overdue.

Invoice Aging

This reports shows aging for individual Sales and Deposit Charges. The following columns may be included in a report:

Account# - The number of the Account.
Trans ID - The transaction identifier of the Sale or Deposit Charge.
Days Overdue - The number of days the Sale or Deposit Charge is overdue.
Total - The total amount of the Sale or Deposit Charge. This includes any tax.
Paid Amount - The partial amount of the Total that has been paid.
Paid Cash - The partial amount of the Paid Amount that has been paid with Payments.
Paid Credit - The partial amount of the Paid Amount that has be paid with Store Credits.
Total Due - The total unpaid amount.

Balance A/R

The Balance A/R report rolls forward the Financial Transactions of an Account from a startdate to an enddate. It accomplishes this by running the algorithms of all the relevant financial reports and displaying the results. The choice whether or not to take Deferred Revenue into consideration is controlled choosing the appropriate Sales Report Style specification.

	Warning
	Due to the many computations, this report may take an unacceptable amount of time to run when launched using the browser interface. If this is the case, run the report from the command line.

The following columns may be included in a report:

Acct # - The number of the Account
START A/R - The starting accounts receivable for an Account. This is calculated by running the A/R report using an asofdate of startdate-1.
-DEFERRED REVENUE - This will always be zero if the Sales Report Style is No Deferred Revenue Excluded. Otherwise, this is calculated by running the Deferred Revenue report using an asofdate of startdate-1.
+SALES - This is calculated running the Sales report from startdate through enddate. This column includes values from only the Taxable and Nontaxable.
-PAYMENTS - This is calculated running the Payments report from startdate through enddate. This column includes Payments and Voids of Payments.
-CREDITS - This is calculated running the Sales report from startdate through enddate. This column includes values from only the Credits Taxable and Credits Nontaxable columns.
+SALES TAX - This is calculated by running the Sales Tax report from startdate through enddate and uses the Billed Tax column.
-CREDITS TAX - This is calculated by running the Sales Tax report from startdate through enddate and uses the Credited Tax column.
+DEPOSITS - This is calculated running the Deposit Charges and Deposits reports from startdate through enddate. This column includes Deposit Charges and Voids of Deposit Charges and Deposit Refunds.
-RETURNS - This is calculated running the Sales report from startdate through enddate. This column includes values from only the Returns Taxable and Returns Nontaxable.
+REFUNDS - This is calculated running the Refunds report from startdate through enddate. This column includes Refunds and Voids of Refunds.
+CREDIT RETURNS - This is calculated running the Sales report from startdate through enddate. This column includes values from only the Returns Credits Taxable and Returns Credits Nontaxable columns.
+DEFERRED REVENUE - This will always be zero if the Sales Report Style is No Deferred Revenue Excluded. Otherwise, this is calculated by running the Deferred Revenue report using an asofdate of enddate
=CALCULATED - The combination of the previous columns.
END A/R - The ending accounts receivable for an Account. This is calculated by running the A/R report using an asofdate of enddate.
OFF - The value derived for CALCULATED minus the value for END A/R. This value should always be zero. The one exception is if the report is being run with Exclude Deferred Revenue Using Daily Calculations.
% OFF - If OFF is non-zero, the percentage off for CALCULATED or 100.

Other Reports

Revenue - a point in time report that may be used to gauge how a company is doing. This report is NOT historically stable. There is no way to run this report historically. This report shows the projected monthly subscription revenue for each service type. It does not take into consideration Account setup fees, special initial term service prices, or revenue from usage (hourly fees, etc). It only uses Services that are billed in monthly-based increments and does not use Services that use daily-based increments.

Table 3.2. Columns in the Revenue report

Column	Description
Description	The description of the Service as specified by the associate Service Definition.
Standard Monthly Cost	The monthly amount for a Service as specified by the associated Service Definition.
#@cost	The number of Services paying the price as specified by the associated Service Definition.
#@special	The number of Services paying the price different from that specified by the associated Service Definition.
Monthly Revenue	The total monthly revenue for the #@cost and #@special Services.

The links off this report may be used to get detailed information about the billing.

Sales Tax - Used to report taxes by Sales Tax Region.

Table 3.3. Columns in the Sales Tax report

Column	Description
Region	The Sales Tax Region
Billed Non-Taxable	The total amount of Non-Taxable billings.
Billed Taxable	The total amount of Taxable billings.
Billed Tax	The total amount of Tax assessed.
Credited Non-Taxable	The total amount of Non-Taxable Store Credits.
Credited Taxable	The total amount of Taxable Store Credits.
Credited Tax	The total amount of Store Credit Tax given.
Collected Non-Taxable	The total amount of legal tender collected AND Allocated to Non-Taxable billings.
Collected Taxable	The total amount of legal tender collected AND Allocated to Taxable billings.
Collected Tax	The total amount of legal tender collected AND Allocated to Taxes assessed for the region.
Credit Used Non-Taxable	The total amount of Store Credit Allocated to Non-Taxable billings.
Credit Used Taxable	The total amount of Store Credit Allocated to Taxable billings.
Credit Used Tax	The total amount of Store Credit Allocated to Taxes assessed for the region.

Modifying how Payments and Store Credits are Allocated will modify this report historically.

Deposits - Show Deposit Charge amounts billed and optionally collected per Account as of a given date.
Payment Allocations - Show Payment totals Allocated to Deposit Charges and Refunds.
Liability - Show a company's liability for Service billed but as yet undelivered. This report uses Purchase records for Open Services.


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Chapter 3. BillMax for Accountants		BillMax Installation and Configuration Guide