How OpenCourt calculates your sales numbers

This page explains the rules behind the numbers on your dashboard and in Reports → Revenue and Reports → Itemized. Read it when a number looks different from what you expected, or before you hand the reports to your bookkeeper.

Two numbers, two questions

• Net Sales answers "how much did we sell?" It is the value of the goods and services you sold, after discounts and refunds.
• Net Collected answers "how much money came in?" It is card and cash payments, less card and cash refunds and lost chargebacks.

The two numbers are usually different. Tax and fees are money you collect but not sales. Club credit pays for sales but is not new money.

Net Sales

Gross Sales − Discounts − Refunds = Net Sales

• Left out: sales tax and OpenCourt fees, whether the customer pays the fee or your club absorbs it. Each has its own section in the report.
• Discounts include promo codes, manual price adjustments at the desk, pass discounts and points rewards.
• Any payment method counts. A sale counts the same whether the customer paid by card, cash or club credit.

This is the same definition Square, Shopify, Toast and Lightspeed use for net sales, so your numbers compare directly with those platforms.

Which day a sale counts on

Reports are on a cash basis:

• A sale counts on the day the order was placed.
• A refund counts on the day it was issued. If you refund a March sale in April, the sale stays in March and the refund lowers April.
• Days follow your club's timezone, not the timezone of the person viewing the report.

Club credit and gift cards

• Paying with club credit is a sale. It counts in Net Sales and shows as Club Credits Applied. It is not in Net Collected, because no new money came in.
• Refunding to club credit lowers Net Sales on the refund day, like any refund. When the customer spends that credit later, the new purchase counts as a sale.
• Selling club credit for cash works like selling a gift card. When you add credit to a customer's account and mark it Cash payment, the cash counts in Net Collected on that day. It is not in Net Sales yet. The sale counts later, when the customer spends the credit. If you give credit back to a customer in cash (Cash payment with Deduct), Net Collected goes down by that amount on that day. Net Sales does not change. You can give back only credit the customer has.
• Free credit you add by hand (for example, a promotion or a make-good) is not money collected and not a sale. When the customer spends it, the purchase counts as a sale.
• Selling a gift card is not a sale yet. The money counts in Net Collected on the day you sell the card. The sale counts later, when the customer spends the card's credit. Until then, the card's value is money you owe the customer, so it is not in Net Sales. If your club sells gift cards, Reports → Gift Cards shows the cards sold, redeemed and still outstanding.

Passes, packs and points

• Booking passes and class packs count as a sale when the customer buys them. When a pass pays for a booking, the part it covers shows as a Pass Discount, so the pass is not counted twice. If the pass covers the whole booking, the discount is 100%. Any part the pass does not cover is a normal sale.
• Points rewards show as a discount on the order where the customer redeems them. Nothing is set aside when customers earn points.

Chargebacks

A chargeback is a card dispute your club lost. It lowers Net Sales and Net Collected, like a refund. In the Sales Breakdown, the disputed sale is included in Refunds. In the Payment Method Breakdown, it shows on its own Chargebacks line, because your club did not choose to give the money back.

The dashboard's net sales figure

The Net sales this month card on your dashboard is the same Net Sales as the Revenue report for this month, from the 1st to today. Below it you see the same days last month and last month's total, so you can compare like with like.

• Only admins with the Dashboard Financials permission (or full admin access) see the card.
• Click the info icon next to the title for the definition. Admins with access to reports can open the Revenue report for the same days from there.

If a number does not match

• Compare the same days. Set the Revenue report's date range to the days you are checking. A refund in a later month changes that later month, not the month of the sale.
• Check the timezone. Days follow your club's timezone, so a late-evening sale can fall on a different day than in Stripe.
• Compare Stripe with Net Collected, not Net Sales. Stripe sees only card money. Stripe payouts can also arrive days after the sale.

Related: Understanding the Revenue Report · Financial Reports and Bookkeeping