Financial Reports and Bookkeeping

This article covers important context for facility owners and bookkeepers who use OpenCourt's financial reports for accounting and reconciliation purposes.

These Reports Are Operational, Not a General Ledger

OpenCourt's Revenue and Itemized reports are designed for day-to-day facility management — understanding what sold, reconciling payments, and identifying trends. They are not a substitute for formal accounting software.

For tax filing and official bookkeeping, we recommend cross-referencing with:

Your Stripe dashboard for card payment records and payout details
Your bank statements for cash deposit reconciliation
Your accounting software (QuickBooks, Xero, etc.) for the official books

The CSV export on both reports makes it easy to pull data into your accounting tools.

Understanding Club Credits and Gift Cards

How Club Credits Work in Reports

Club credits are store credit balances that customers can use to pay for orders. When a customer pays with club credits, the transaction appears in your sales figures but does not appear in Net Collected, because no new money entered the system.

This is why the report separates the sales story from the payments story:

Net Sales reflects the total value of goods and services sold, regardless of payment method.
Net Collected reflects the actual card and cash payments received.

A refund to club credit lowers Net Sales on the day of the refund. When the customer spends that credit later, the new purchase counts as a sale.

Credit you add to a customer's account by hand is not recorded as a sale or as money collected. When the customer spends it, the purchase counts as a sale.

Gift Cards Are Counted When They Are Spent

Selling a gift card is not a sale in your reports yet:

On the day you sell the card, the money counts in Net Collected, because real money came in. It is not in Gross Sales or Net Sales.
When the customer spends the card's credit, that purchase counts as a sale in Gross Sales and Net Sales. It does not count in Net Collected again.

So each gift card dollar counts once in sales and once in money collected. This matches standard accounting (GAAP): an unspent gift card is money you owe the customer (deferred revenue), and it becomes revenue when it is redeemed. If your club sells gift cards, Reports → Gift Cards shows the cards sold, redeemed and still outstanding.

Booking passes your customers have not used yet are in Reports → Outstanding Booking Passes: open uses per pass, how many never expire, and whether they came from memberships, comps or prepaid packages. It counts uses, not dollars. See Grant booking passes by hand.

For every rule behind these numbers, see How OpenCourt calculates your sales numbers.

Platform Fees

Platform Fees (OpenCourt service fees) are only charged on certain pricing plans (eg Core+). By default, OpenCourt platform fees are pass-through costs added to the customer's price. They are not deducted from your revenue.

For example:

You set a lesson price of $50
The platform fee is $1
The customer pays $51
You receive $50, OpenCourt receives $1

In the reports, Net Sales already excludes platform fees and represents what your business earned. The fees are shown separately in the OpenCourt Fees section for transparency.

If your club absorbs the fee instead, the customer pays your listed price and the fee comes out of your payout. The Revenue and Transactions reports show it per order and per payment, in the Absorbed OpenCourt Fee and Absorbed Service Fee columns and in their CSV exports. Net Sales does not subtract it, so subtract it yourself when you work out take-home income.

Refunds

Refunds appear as separate line items in the reports and reduce Net Sales on the day the refund was issued, not the day of the original sale. A card or cash refund also reduces Net Collected. OpenCourt supports partial refunds — only the refunded portion is subtracted from the totals. When a customer moves a paid booking to a cheaper or shorter slot, the difference they get back is a refund too: the original sale stays as sold, and the refund shows on the day of the move.

In the financial summary:

Refunds shows the total sales value returned
Tax Refunded shows the tax portion returned
Card Refunds and Cash Refunds show the actual money returned by payment method
Club Credits Refunds shows credits restored to customer balances
Chargebacks shows card disputes your club lost. They lower your totals like a refund and are included in Refunds in the Sales Breakdown. In the Payment Method Breakdown they appear on their own line, because your club did not choose to give the money back

Reconciling with Stripe

Every card transaction in the reports includes a Stripe link that takes you directly to the payment in your Stripe dashboard. This is useful for:

Verifying individual transactions
Checking the status of refunds
Matching report totals against Stripe's payout reports

Tip: Stripe's payout timing may differ from your report dates. OpenCourt reports show sales by the date the order was placed and refunds by the date they were issued, in your club's timezone. Stripe payouts may arrive 2–7 business days later depending on your payout schedule.