Why numbers differ between reports

FullColumn's reports agree with each other wherever they measure the same thing: the Overview, Accounts and the monthly stats email count money the same way, and Team performance's takings are the Overview's own. But some figures that sound alike measure different things on purpose, some count money on the day of the sale and others on the day of the appointment, and pay treats voided sales differently. This page goes through each difference.

#Which day a sale or an appointment counts on

Every report counts in your salon's own days, in its time zone. But not everything counts on the same day:

So an appointment on Tuesday that's checked out on Wednesday is in Tuesday's appointments and Wednesday's takings. On the Overview and Team performance, an appointment counts as soon as it's booked for a day in the dates, while its money only counts once it's checked out.

#How voided sales show in each report

A voided sale is never counted as sold, but reports differ in when it comes out:

• Overview, Team performance, Accounts, Stock product sales, Clients and the monthly stats email leave it out of the day it was made, whenever it was voided. Voiding a sale from last month changes last month's figures.
• Pay, Your pay on My performance and the Overview's Commission column count it in the dates it was made, and take what it earned back in the dates it was voided, on a line of its own. Pay you've already worked out never changes.
• Accounts lists it in the transactions spreadsheet on the day it was voided, marked "Not in the totals", and counts how many were voided in the dates.
• Stock movement puts its stock back on the day it was voided.

See refunds and voiding sales.

#How refunds show in each report

• A card refund made in the Stripe Dashboard doesn't change the sale: it still counts as sold in every report, commission included. The refund is card money out on the day it was made, in Money in by method on the Overview and Accounts.
• Account credit refunded to a client is money out on the day it was refunded, in Money in by method and the Overview's Account credit card.
• Voiding a sale (which can refund its card payments) takes the sale out of the reports, as voided sales do.

#Takings on the Overview, Team performance and Pay

The same service can show three different amounts, because each report answers a different question:

For example, with prices that include GST, a $110 colour on a sale with 10% off the whole sale is $110 of service takings on Team performance, $99 of revenue on the Overview, and $90 of service takings on Pay, where commission is worked out.

Discounts on a single item come off that item everywhere. Tips are never in takings or revenue.

#Revenue, total taken and money in

On the Overview and Accounts:

• Total taken is everything sales came to, tips included.
• Revenue is total taken less tips and gift vouchers sold, and less tax added on top of your prices. It includes services and products paid for with gift vouchers or account credit: a voucher is revenue when it's spent, on what it pays for.
• Money in by method is money paid, tips included, on the day it came in or went out: sale payments (gift vouchers sold included, but not account credit or gift vouchers spent at checkout), plus deposits, less credit refunded and card refunds in the Stripe Dashboard. A voucher is money in when it's sold, so spending one isn't counted again.

See the Overview report.

#Four ways of measuring clients coming back

FullColumn has four figures about clients coming back. They measure different things:

The rebooking rate is the strictest: it rewards booking the next visit before the client leaves. Next visit booked is usually higher, because it also counts clients who booked later or have been back since. Retention depends on the length of the period: it's low for a week, because most clients don't come weekly.

#New clients and clients seen in different reports

A new client is a client whose first visit ever falls in the dates, in every report. Visits brought across from your old booking system count as earlier visits. What differs is when and for whom they count:

• Overview and Team performance count appointments later in the dates that haven't happened yet (the rest of today's, say). The Clients report only counts visits up to now, so for dates that include today its figures can be lower.
• Team performance counts a new client for everyone who looked after them on that first visit; the whole salon counts them once.
• Clients counts each new client for whoever did the first service of their first visit.
• Walk-ins without a client record are never counted as clients.

#Average sale, average spend and average appointment

• Average sale (under Revenue on the Overview) is revenue ÷ number of sales, after discounts off whole sales, fees included. A sale of only gift vouchers isn't in it: vouchers sold aren't revenue until they're spent.
• Average spend (Team performance and My performance) is the services and products on each sale that included a service, before discounts off whole sales, without tips or gift vouchers. For one person, it's their own services and products on sales with one of their services.
• Average appointment (Bookings) is what the appointments coming up are booked at, ÷ how many.
• Average for a top client (Clients) is what they spent in the dates ÷ their visits.

#Occupancy, utilisation and booked time

Occupancy on the Overview and Utilisation on Team performance are the same: time booked with clients (processing time left out) as a share of rostered time, each person counted up to 100%, for people with a calendar column who are still on the team. They include appointments later in the dates.

Booked time on the Bookings report is the same idea from now on, for the next 7, 30 or 90 days. Takings per rostered hour on Pay divides takings (after discounts, without tax) by the same rostered hours.

Blocked time isn't booked time, and doesn't come off rostered time. A day off changed in someone's roster does. See team hours and the roster.

#Takings today on the Today page

Takings today on the Today page is the Overview's revenue for today: today's finished sales, less tips, gift vouchers sold and any tax added on top of your prices. Only people with "See reports for the whole salon" see it. Someone with only "See their own takings and targets" sees Your takings today instead: their own services and products, as Team performance counts them. For what should be in the till, see the end-of-day cash-up.

#Visits brought across from your old booking system

Appointments brought across from your old booking system count in reports as visits: in appointment counts, clients seen, and as earlier visits, so long-standing clients aren't new. But:

• They have no sales in FullColumn, so they're not in takings, revenue or pay. A month before you started shows appointments with no takings.
• Top clients and Haven't been back on the Clients report count them at the price they were booked at.
• They're left out of the rebooking rate, How bookings were made and marketing results, and they're never late cancellations, because there's no telling when they were booked or cancelled.

See bringing your clients across.