Itemized purchase report

The Itemized Purchase report breaks down each purchase into its most granular line items, like demographics (e.g. Adult, Child), taxes, fees, add-ons, etc.) When you export the report to Excel, you will be able to see a summary page that shows you a summary of each line item, for the date range chosen. 

What's covered in this article:

• How to filter and export the report
• Summary Tab- in the exported report
• Itemized Tab- in the exported report

How to filter and export the report

1. Start by navigating to Reports > Custom Reports. From there, choose Itemized Purchase.
2. Next, choose which columns you would like to appear by selecting the Columns drop-down. Any column with a checkmark will appear in the table.
   • Transaction ID: Unique identifier for the purchase associated with the transaction. This is searchable in the Purchases Tab.
   • Transaction Date: The date upon which a purchase was made.
   • Arrival Date: The date upon which a booked product will take place. 
   • Type: The line item within a purchase. Demographics (e.g. Adult, Child), taxes, fees, add-ons, etc)
   • Amount: Dollar amount that will be recognized for each item. 
   • Payment: Dollar amount that has been paid. 
   • Deferred: Dollar amount that has been applied to a trip that is reserved, but has not yet taken place. IE arrival date has not passed yet. 
   • Recognized: Dollar amount that has been applied to a booking that has taken place. Recognition only happens if the order is fully paid at the time of generating the report
   • Payment Status: Status of the payment, partial or non-payment. 
   • Purchase ID: Unique identifier for the reservation
   • Product: Experience Name
   • List Item: The name of the product that the transaction pertains to. 
3. Apply filters to further refine the data that appears in the report. Once a filter has been applied, select the update report button to pull the latest dataset. What filters are available to you will depend on the column type.
   • Date Filter: Can be filtered at the top of the report by date range. 
     • For example, you could filter for dates in the past or future
   • Text columns: Can be filtered by value, either by selecting which specific values you want to appear or by searching for a specific text string.
   • Numerical columns: Can be filtered by value, or by a math equation.
     • For example, you could filter for values that are greater than or equal to 100.
4. Now you can export your report to a .xlsx file by selecting the export button.
5. Once you've made the changes you want to see for your report, select the green Save button to create a new report!
   • If you're making adjustments to one of your saved reports that you'd like to save but you do not want to make a new report type, select save as.
   • Give your report a name, and select save report. 

Summary Tab- in the exported report

Now that you have exported the report to excel, you will see a few tabs at the bottom of the report. One is called the "Summary". In this Summary Tab, you will see each item listed, and summed together for the date range you filtered.

• List Item: The name of the product that the transaction pertains to. 
• Type: The line item within a purchase. Demographics (e.g. Adult, Child), taxes, fees, add-ons, etc)
• Quantity: How many line items are being summed together.
• Amount: Dollar amount that will be recognized for each item. 
• Payment: Dollar amount that has been paid. 
• Deferred: Dollar amount that has been applied to a trip that is booked, but has not yet taken place. i.e. arrival date has not passed yet. 
• Recognized: Dollar amount that has been applied to a purchase that has taken place. Recognition only happens if the order is fully paid at the time of generating the report

Itemized Tab- in the exported report

Another tab is called "Itemized". In this Itemized Tab, you will see the most granular line items, such as demographics (e.g. Adult, Child), taxes, fees, add-ons, etc. )

1. In the first row of the Order, you will see a summary of the Order/Booking, along with the Guest name, Amount, Payment, Deferred, Recognized, and Payment Status. 
2. Next row, you will see the summary of the Experience, along with the Listing name, Amount, Payment, Deferred, Recognized, and Payment Status. 
3. Next, you will see each Order broken down by Line Items with the following columns:

   • Transaction ID: Unique identifier for the purchase associated with the transaction. This is searchable in the Purchases Tab.

   • Reservation ID: Unique identifier for the reservation

   • Product: Experienece Name

   • List Item: The name of the product that the transaction pertains to. 

   • Purchase Date: The date upon which a booking was made.

   • Arrival Date: The date upon which a booked product will take place. 

   • Type: The line item within a purchase. Demographics (e.g. Adult, Child), taxes, fees, add-ons, etc)

   • Amount: Dollar amount that will be recognized for each item. 

   • Payment: Dollar amount that has been paid. 

   • Deferred: Dollar amount that has been applied to a trip that is booked, but has not yet taken place. i.e. arrival date has not passed yet. 

   • Recognized: Dollar amount that has been applied to a booking that has taken place. Recognition only happens if the order is fully paid at the time of generating the report

   • Payment Status: Status of the payment, partial or non-payment. 

4.  Notice each Order is separated by a thick black line. 

How Xola recognizes different line items: 

• Demographics are recognized when the arrival date is in the past or guest has checked in
• Partner fee/Xola Booking fee is recognized when booking is made, regardless of arrival date. 
• Add-ons are recognized after at least one guest checked in or the arrival date has passed.
• Coupons and Taxes and Fees are prorated and will be realized when the arrival date is in the past or the guest has checked in
• App fee (refundable booking fee) is recognized when a purchase is made, regardless of arrival date.