Taxes and Reporting Overview

Product Reporting

The key to getting the right reporting is how you set-up your products. You should include a new product for every item you want to track. For example if you have a “Play Session” product for $8 and you have an “Under 2 Play Session” product you have two choices. First you have to decide on how you want the PCS system to report your sales.

If you want the system to report all play sessions as the same product and just total up the amount earned then you will just use one product called “Play Session”. If you want to allow for different prices for different ages or member status you can set-up your POS screen with different buttons at different prices. The key is that if you use the same product name for all buttons (regardless of what the button titles are) the PCS system will report only one product and will total the revenue for that single product.

If you would like to get reports that separate out each individual product (for example: Play Session, Under 2 Play Session, Member Play Session… ect) then you will need to set-up each product separately in the Admin -> Manage Products section. You will also need to make sure that these products are assigned to the appropriate button on the POS screen.

Once a month, once a quarter, once a year - we all deal with them: TAXES. So here at PCS, the common question is "What report do I run to get my Sales Tax out of the software?"

Taxes Overview

    PartyCenterSoftware bases everything off of closed orders 
    You must close out the orders using the the close button after the order has past
    If you use packaging, there are some additional steps you will need to take

Step 1: Invoice Balance Report

Run the Invoice Balance Report for the dates you wish to get information from. Example, if you are trying to get the taxes for the month of November, run the report by Event Date for 11/01 - 11/30.

This report is going to show you the status of all orders executed on that date. Prior to running this report, you need to ensure that all order for the date range specified have arrived at a zero balance, and the order has been closed. This will ensure the most accurate data is returned from the report.

Which report do I use?

WARNING: Do NOT use the Cash Accounting reports for Sales tax. They will not be accurate as they are using different information than what you will need for a standard Sales Tax report.

Based on the method of accounting that you have chosen there are a few options for reports. We recommend that you stick with basic accrual based reports.

For Accrual reports, the following reports can be used:

• Sales By Category (accrual) recommended
• Sales By Product (accrual)
• Sales Analysis

For Cash based reports (This is based on cash received and can lack detail on products sold and taxes inside of events as the monies paid are not assigned to a specific item inside of the event order):

• Closeout Summary
• Cash Analysis
• Sales By Product (Cash Accounting)

In this document we are using the Accrual accounting method using the Sales Analysis and the Sales By Category (Accrual).

Product Sales By Category (Accrual)

This report has been configured to dynamically handle taxes and packaging. It will return data based on the category the product is associated with in the product list. By selecting show details the data will break out by item.

This report returns the following information:

• Qty of items sold
• Net amount collected for each item (category)
• Tax(es) collected for each item (category)
• Taxable Sales Total
• Non-Taxable Sales Total
• Total Tax(es) collected
• Net Total
• Gross Total
• Graphed sales by category (Pie Chart Percentage)

Select the date range for the report after you have completed the Invoice Balance Report steps listed above.

Sales Analysis Report

• Note: If you do not use packaging you can also use the Product Sales Accrual Report

This report gets information based off closed orders. It also allows you to Tag Items, create custom reporting groups (if you are using packaging you will have to use this feature).

First, create a Tag Set.
Go to Configure Report in the top right. From the Drop Down select "Create Tag Set"
Type in the name of the set (recommend Taxes or All) and hit the "+".
From the Drop Down, again select the newly created set and and a widget with your products will pop up on the left.

If you ARE NOT using Packaging

• Select all the products by selecting the first product, holding down the SHIFT key, scroll to the bottom, and select the last product. Type in the name of the tag for this specific group (All) then hit the "+" button.

If you ARE using Packaging

• You are going to do everything above EXCEPT you will not select the names of your packages. So if I have a Super Dooper package, I will select all the products in the package but not the Super Dooper package itself. This is because this report runs based on accrual, so if I accrue both the Package and the items in the package I will have double the amount of Sales.

After you have created your Tag Set click "I'm done Tagging"

This will take you back to the report. Click on the Tag Set you created from the first drop down on the left.

• Select the date range (so for this example 11/01 - 11/30)
• Select the Types or Orders you are looking for
• Leave the User Selection area blank (we want everything to group together, not selecting anything will accomplish this)
• Run the Report!

The section on top that has all the information about the products that you tagged. You have Quantity, Taxes, Net, and Gross. There is also a sub-total at the bottom for the category.

These will be the figures that you use

Additional Information

The information rendered at the bottom of the report is UNRELATED to 
the Tag Set that you created. It is determined using different constraints
based on the dates that you searched.

The Deposit Liability Section gives you carried over deposits, the amount of new deposits accrued, and the amount of deposits executed during the time frame so that you can see where your deposit Liabilities are.

The Payments Section at the bottom is strictly an accrual of the amount of payments taken in during this time frame. It is not related to the Sales figure rendered in the report as payments may have been taken in on parties that were not executed, and as we saw up above, the Sales Data is pulled from executed (closed) parties. This number should be very similar to the closeout summary for the given time period.