🔑 You need the Activity reports permission to view this report.

The Activity Participant Registration Information report shows how much each participant has paid for an activity. This report is useful when you need to:

✔️Report on resident vs non-resident payments/participation

✔️Pay contractors a percentage (%) of the revenue share on an activity

✔️Prepare & issue tax receipts to participants (often childcare tax receipts)

📄 How to use this report

This report is found in the Reports tab, under the Activities section.

Generates data for one program at a time. Every program is available.
14 columns are selected by default. You can add up to 50 columns, but you must include a minimum of 3 columns (Activity name, first name, last name). When you change programs, the selection resets to 14 columns.
You may save your column selections as a template for later use.
To filter, click the arrow icon on the report page to export to Excel.

➡️ About Rows

Each row represents an activity purchase (i.e., registration, invoice item).

A participant registered for the 1-day session is 1 row, and a participant registered to a 3-month session is also 1 row.
A participant registered for 3 drop-ins on the same activity is 3 rows, as each drop-in is a separate purchase or invoice item at checkout.

Row sorting and grouping

If you download data for 50 activities and one particular activity had 10 purchases, then the 10 rows for that activity will appear together (example: excel rows 56-65).
Activities that are part of the same subcategory (ex: “Swimming lessons”) will also all appear together (this same logic also applies to categories):
- Swim lesson 1 = rows 5-10, swim lesson 2 = 11-17, etc.

⬇️ About Columns

Column options include:

Activity setting details (e.g. program name, activity name, session price, drop-in price, tax settings, etc.)
Invoice details related to the activity purchase (invoice Id, invoice link, etc.)
Billing calculations (paid amounts, credited amounts, etc.)
Participant information (first name, last name, DoB, email, phone, etc.)

Date columns

Rather than include a date range, the report captures activity purchases for the program starting from the first registration, up until the latest registration.

Columns that provide a date are: Activity start date, Activity end date, Registration date, Cancellation date, Invoice date, Date of birth, Cancellation Time & Registration time.

'Invoiced amount' column

The 'Invoiced amount' column shows the price minus any proration or taxes. It does not show custom fees added at checkout.

☝️ The price for each activity is $100, but the amount invoiced to the client differs whether taxes were included in the price or were extra. Taxes are not counted toward revenue.

If an activity is $100 and taxes are not included, the client is technically invoiced $100, and then $14.98 is charged in taxes.
If an activity is $100 and taxes are included, the client is technically invoiced $86.97 and then $13.03 is charged in taxes.

'Paid amounts' column

❗ If your organization has sales tax configured, payments made before January 2023 that are represented in the column may include sales tax in the amounts paid.

❗ ❗ When an activity registration is cancelled, the 'Credited amounts' column shows the amount credited, but the 'Paid amounts' column will still show the original amount that was paid for the activity.

Includes all payments made toward the purchase of the invoice item (i.e., activity). The report does not show the payment method(s).

The Paid amounts should not exceed the Amount invoiced.
When an activity is purchased with a Multipass, the amount paid will be $0.
Credit payments are included in the total. If the participant or the admin used a $100 account credit to cover the cost of registration, then the Paid amounts column will display $100 + any other payments made, if any. Below is an example:

1. The client had a $5 credit. They purchased a $100 activity ($86.97 + $13.03 taxes).

2. At checkout, they use the $5 credit and pays $95 in cash.

3. In the report, the Paid amounts show $86.97. This means the client paid the Amount invoiced in full ($5 credit + $95 cash).

'Credited' column

❗ Any credits given before January 2023 that are represented in the column may include sales tax in the amounts if your organization has sales taxes configured.

The 'Credited amounts' column tracks credits via the:

Cancellation of the activity/invoice item.
Cancellation of an activity occurrence, where credits have been issued back.
Rebate of the activity purchase/invoice item (Give a rebate in client billing).
Does not include credits created in client billing via Operations > Create a credit.

Does not track credits that were used to “pay” for the activity. Rather, these are in the Paid amounts column.

'Discounts' column

The Discounts column shows the total (net) discounts applied to the invoice item. It includes automated discounts and manual custom rebates at checkout. It does not include prorated amounts, nor does it include rebates given after checkout (Give a rebate).

Below, a $5 discount was given on two purchases. On the first row, taxes were included in the $5 discount. On the second row, taxes were not included in the $5 discount.

Includes discount cancellations. See the example below.

'Taxes' column

The Taxes column shows the activity's tax configuration at the time the report is generated (not when the invoice was generated). See the example below:

👇 This is the same activity, purchased for two participants at different times.

1. When the first purchase was made, taxes were included. The Taxes column would have shown 'Included'.

2. When the 2nd purchase was made, taxes were not included. The Taxes column would have shown 'Extra'.

3. When the report was generated, taxes were not included. The Taxes column will show 'Extra'.

FAQ

1. Why is there an entire row of data showing 0.00 ?

If there is an activity purchase that shows a full row of 0.00, this indicates a replacement was made for one activity for another, where the price (and discounts) didn't vary when the swap was made.

If this is the case, you will also find another row dedicated to the cancellation of an activity for the same participant.

2. Does the report have a Net sales column ?

The Net sales column is not yet included in this report, but it's in the plan!

This column would be equal to the sum of 3 columns
- =sum ('Amount invoiced', 'Discounts', 'Credited amounts')
Note that 'Paid amounts' will not be part of the calculation.

In this article: