This article will guide you through generating and understanding the Available Credit Analysis Report. This report provides an overview of session credit activity during a selected timeframe, including available credits, credits used, credits added, expired credits, and the remaining value of credits on customer accounts.
Content
- Before You Begin
- Generate the Available Credit Analysis Report
- Understanding the Report
- Use Cases
- Frequently Asked Questions
Before You Begin
Requirements
You must have a Master Admin login or a staff login with the following permissions:
- Reporting: Can Access Reports
- Reporting: Can Access Credits/Bookings: Available Credits Analysis
Important Notes
- Report retrieval is limited to a 10-year timeframe from the current date.
- Reports are not customizable.
- The report reflects information in real time.
- The report can be emailed to a specified recipient during generation.
- To export report data, select the Export (Floppy Disk) icon and choose CSV, PDF, or Excel.
Generate the Available Credit Analysis Report
Navigate to Reports > Credits/Bookings > Available Credit Analysis.
Choose a custom date range or select a Preset Date Range. Select from the drop down based by Credit Type and check mark Email Report? to send the generated report to a specific email address. Click on Run Report to generate the online report.
Understanding Your Report
The first section shows the number and dollar value of credits that each user started with at the beginning of the report timeframe. In this section, you will see:
- Credit type: Count of unexpired, unused, unscheduled (for the future) credits (as of report Start Date for all 3 criteria) that were purchased before the report Start Date.
- Available Credits: The sum of dollar values for all individual available credits. Each individual credit value is obtained by getting the total invoice amount paid by the user divided by the number of credits purchased with that invoice. If a special credit rate is applied to a certain credit, that rate overrides the invoice amount / number of credits calculation and is used instead.
- Scheduled for Future: Count of credits that have been scheduled (as of the report Start Date) to occur after the Start Date. These are separate from (not included in) the available credits total above.
The report is grouped by class/session type, and can be filtered using the Session Types parameter to show only class or session credits. Under each class/session type grouping is the user detail that goes into each total. Each user can be drilled into as well in order to see information for the actual credits that are being considered for this report, including which group they are falling into under the Starting, Activity During Timeframe, and Remaining sections. Click on the plus sign to expand for the addition information.
The second section shows user credit activity that occurred during the report timeframe. In this section, you will see:
- Added: Count of credits that were purchased between the report Start Date and End Date
- Burned: Count of credits that had bookings during the selected timeframe. The bookings must be in statuses of Completed, No Show, and Canceled Outside of Policy Rules (Credit Lost).
- Expired: Count of credits that expired during the selected timeframe that were never used for a booking.
- Expired Value: The sum of dollar values for all individual expired credits. Each individual credit value is obtained by getting the total invoice amount paid by the user divided by the number of credits purchased with that invoice. If a special credit rate is applied to a certain credit, that rate overrides the invoice amount / number of credits calculation and is used instead.
- Not Yet Logged: Count of credits that had bookings during the selected timeframe, but have not yet had their statuses updated. Ideally, the statuses for these bookings should be updated so that they fall into Burned (if the user did in fact use the credit) or another category (if the user did not end up burning the credit, it could have Expired or it could still be Available).
The third section show the number and dollar value of credits that remains for each user at the end of the report timeframe. In this section, you will see:
- Available Credits: Count of unexpired, unused, unscheduled (for the future) credits as of the report End Date. This includes both Starting credits that are still Available, as well as Added credits that have not yet been used or scheduled.
- Available Credits Value: The sum of dollar values for all individual available credits. Each individual credit value is obtained by getting the total invoice amount paid by the user divided by the number of credits purchased with that invoice. If a special credit rate is applied to a certain credit, that rate overrides the invoice amount / number of credits calculation and is used instead.
- Scheduled for Future: Count of credits that have been scheduled (as of the report End Date) to occur after the Start Date. These are separate from (not included in) the available credits total above. This could include some of the same credits from the Starting Scheduled for Future section, if the booking date is for after the report End Date.
- Scheduled Value: The sum of dollar values for all individual scheduled credits. Each individual credit value is obtained by getting the total invoice amount paid by the user divided by the number of credits purchased with that invoice. If a special credit rate is applied to a certain credit, that rate overrides the invoice amount / number of credits calculation and is used instead.
The final section will include:
- Total Remaining: Sum of Remaining Available Credits + Remaining Scheduled for Future
- Total Remaining Value: The sum of dollar values for all individual Remaining Available and Remaining Scheduled for Future credits. Each individual credit value is obtained by getting the total invoice amount paid by the user divided by the number of credits purchased with that invoice. If a special credit rate is applied to a certain credit, that rate overrides the invoice amount / number of credits calculation and is used instead.
Use Cases
1. Identifying Members with Large Credit Balances
- A manager wants to identify members who have accumulated a significant number of unused credits.
- The manager reviews the Remaining Credits section and drills into member-level details.
- Result: The club can proactively encourage members to schedule sessions and utilize their credits.
2. Measuring Credit Utilization
- A club wants to understand how many credits were actually used during a specific month.
- Staff review the Burned credits within the Activity During the Timeframe section.
- Result: The club gains insight into member engagement and service utilization trends.
3. Monitoring Expiring Credits
- A club wants to identify how many credits expired during the quarter.
- Staff review the Expired and Expired Value metrics.
- Result: The club can adjust communication strategies to encourage credit usage before expiration.
4. Reconciling Credit Liability
- A club owner wants to understand the value of unused credits currently held by members.
- The owner reviews Available Credits Value and Total Remaining Value.
- Result: The club gains visibility into outstanding session credit obligations and future service commitments.
Frequently Asked Questions
Q: What is the difference between Available Credits and Scheduled for Future?
A: Available Credits can be used immediately and are not assigned to future bookings. Scheduled for Future credits have already been reserved for upcoming appointments.
Q: What does Burned mean?
A: Burned credits are credits associated with bookings that were completed, marked as a no-show, or canceled outside of policy rules where the credit was lost.
Q: What does Not Yet Logged mean?
A: These are credits tied to bookings that have occurred but whose booking statuses have not yet been finalized.
Q: Can I email the report to someone?
A: Yes. Select Email Report? when generating the report and enter the desired email address.
Q: Can I export the report?
A: Yes. The report can be exported as a CSV, PDF, or Excel file.