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Run the Payment Distribution Report

Vagaro Support
Vagaro Support
• Updated

The Payment Distribution report shows how much you collected through each payment method customers used and what share of your revenue each method made up. Filter the report to see the transactions behind any payment method, along with the items purchased, who was involved, and the receipts.

Prerequisites: This feature is available for all Vagaro businesses. At least one customer transaction must have been processed on the Checkout screen.

Run the Payment Distribution Report

The report includes the following columns:

  • Charge Type: The payment method the customer paid with, for example, cash, check, Visa, Mastercard, or a package.

  • Amount: How much you collected from customers who used this payment method.

  • Refunds: How much you refunded to customers who used this payment method.

  • Total: The net amount collected after refunds are subtracted.

  • Distribution (Percentage): The share of your collected revenue that came from this payment method.

The bottom of the report shows the total amount you earned.

Note

Redeemed gift cards and packages aren't included in the total amount earned.

On a Phone

On a phone, the report shows a separate card for each payment method used during the date range.

payment_dist_report-phone.png

To run the Payment Distribution report:

  1. Select More This is an icon used to go to the More initial navigation step on the Vagaro website and the Vagaro Pro app. → Reports → Payment Distribution.

  2. At the top of the screen, select the Date Range to report on. The report updates automatically each time you change the date range.

    date_range_vpro_2x.png

  3. Optionally, in the top-right corner, select Filters filters_icon_2x.png, set any of the following filters, and then select Run Report.

    • Employees: Show data for all employees or a specific set of employees.

    • Customers: Show data for all or a specific set of customers.

    • Business Location: If your business has multiple locations, show data for all locations or a specific set of locations. This option is available only if the Multi-Location Reports Access Level is set to View.

    • Include Past Employees: Include data for employee profiles removed from your business.

    • Appts. From-To: Show transactions by the date the appointment was completed, regardless of when the payment was made.

      Note

      This filter differs from Date Range. Date Range filters transactions by the date the payment was processed.

    filters_payment_distribution_vpro_2x.png

  4. Optionally, in the top-right corner, select Action Three vertically stacked circles, representing a menu or more options icon., then:

    • Select Star or Remove Star to bookmark or unbookmark.

    • Select Print to get a hard copy of the report.

    • Select Export PDF or Export Excel to download this report.

    export_star_print_vpro_2x.png

On a Computer, Tablet, Pay Desk, or PayPro

The report lists the payment methods customers used during the date range.

payment_distribution_report_web_2x.png

To run the Payment Distribution report:

  1. Select Reports Decorative solid black rectangle, which is usually an icon for reports or charts. → Payment Distribution.

  2. Set the date range for your report:

    1. In the top-right corner, select Transaction Date calendar-regular-full.png to open the date picker.

    2. Use the date picker to choose a date range or a preset range like Yesterday or Last 7 Days.

    3. If you manually selected a date range, select Submit.

  3. Optionally, in the top-right corner, select Filters filter-solid-full.png, set any of the following filters, and then select Run Report.

    • Employees: Show data for all employees or a specific set of employees.

    • Customers: Show data for all or a specific set of customers.

    • Business Location: If your business has multiple locations, show data for all locations or a specific set of locations. This option is available only if the Multi-Location Reports Access Level is set to View.

    • Include Past Employees: Include data for employee profiles removed from your business.

    • Appointment Date: Shows transactions by the date the appointment was completed, regardless of when the payment was made.

      Note

      This filter differs from Transaction Date. Transaction Date filters transactions by the date the payment was processed.

    payment_distribution_filters_web_2x.png

  4. Optionally, select the buttons in the top-right corner to print or export the report:

    • Select Print print-solid-full.png to get a hard copy of the report.

    • Select Export download2.png to save the report to an Excel or PDF file (computer version only).

    print_download_web_2x.png

Drill Through Payment Types

Select a charge type to see every transaction paid for with that payment method in a Payment Distribution Summary report. Where available, you can view a receipt of the transaction as well.

On a Phone

payment_dist_summary-phone.png

To drill through the report:

  1. Select the card of a charge type to see the transactions paid for with that payment method.

  2. Optionally, work with the transactions:

    • Select Search Magnifying Glass (Search button) to find transactions by date, customer name, item sold, or transaction type.

    • In the top-right corner, select Action Three vertically stacked circles, representing a menu or more options icon., then select Print to get a hard copy, or Export PDF or Export Excel.

  3. Optionally, work with the transactions:

    • Select Search Magnifying Glass (Search button) to find transactions by date, customer name, item sold, or transaction type.

    • In the top-right corner, select Action Three vertically stacked circles, representing a menu or more options icon., then select Print to get a hard copy, or Export PDF or Export Excel.

  4. Optionally, view a customer's receipt:

    1. Select a transaction to open its receipt.

    2. In the top-right corner, select Action Three vertically stacked circles, representing a menu or more options icon., then select Print to resend or print the customer's receipt.

On a Computer, Tablet, Pay Desk, or PayPro

payment_dist_summary.png

To drill through the report:

  1. In the Charge Type column, select the payment method you want to drill into.

    charge_type_select-web.png

  2. Optionally, work with the transactions:

    • Select a column header to sort by that column.

    • In the Search by date, customer, employee, item sold, or transaction ID field, enter your search terms.

    • Select Export download2.png or Print printer_icon.png.

  3. Optionally, at the end of the transaction, select Receipt to view, reprint, or send the receipt to the customer via email.

    employee_sales_report_receipt-phone.png

Transaction Details

For each sale, the report shows the following, even when the customer didn't use every payment method:

  • Transaction ID: The transaction's unique identification number.

  • Business Name: The name of the business.

  • Checkout Date: The date the customer paid for the service or class. This can differ from the Appointment Date.

  • Checkout By: The employee who processed the transaction. This can differ from the employee listed under Sold By.

  • Appointment Date: The date of the customer's appointment or class.

  • Customer: The customer's name.

  • Item Sold: The service or class the customer paid for.

  • Sold By: The employee who earns the commission for the sale, if any.

  • Quantity (Qty): The number of services or classes the customer paid for.

  • Business Cost: How much it cost the business to perform the service or class.

  • Price: The amount the business charges for the service or class.

  • Sales Tax(es): The tax charged on top of the price.

  • Tip: The tip the customer gave the employee.

  • Discount (Disc): The price reduction the customer received. The customer may have redeemed points, applied a promotional code, or paid with a package, membership, or Daily Deal.

  • Amount Paid (Amt Paid): The total the customer paid, after taxes and discounts and including tips.

  • Shipping & Handling: The amount charged to ship items to the customer, if any.

  • Cash: The amount the customer paid with cash.

  • Check: The amount the customer paid by check.

  • Gift Card (GC): The amount the customer redeemed from gift cards.

  • Package (Pkg): The amount the customer redeemed from a package.

  • Membership (Mbsp): The amount the customer redeemed from a membership.

  • Credit Card: The amount the customer paid by credit card.

  • Bank Account: The amount the customer paid from their bank account.

  • Buy Now, Pay Later: The amount the customer paid with Affirm.

  • IOU/Invoice: The amount the customer was issued an IOU for or invoiced.

  • Points: The number of points the customer redeemed.

  • Net Sale: The revenue earned after discounts, packages, and memberships

  • Merchant Account: The amount deposited into the business's or employee's merchant account.

  • Change Due: The amount owed back to the customer after payment.

Note

On a computer, tablet, Pay Desk, or PayPro, the report appears as a table. Some columns are abbreviated (Qty, Disc, Amt Paid, GC, Pkg, Mbsp), and some are combined into a single column. For example, Checkout Date, Checkout By, and Transaction ID.

Comments

1 comment

Date Votes
  • Connie A

    The payment distribution report does not add up correctly if a refund is included. It adds the tax on the refund and doesn't subtract it on the report.  The totals also do not add up on the bottom if a refund is involved.  Also as a side note you can not refund the tip if you refund an on-line appointment that is paid in advance.  

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