đ§Ș Beta: This guide is for boarding and daycare businesses using Financial Reports with Smarter Invoice. Financial Reports are currently in beta. Contact MoeGo Support to request access.
Deposit reports are part of Financial Reports. They help you understand what happened to money paid in advance of a visit and how much remains unapplied.
Choose the right deposit report
Report | Use it for | Date and row meaning |
Deposit summary report | Compare deposit activity by business and operation type | Groups the activity within the selected period |
Deposit activity report | Trace an individual deposit or prepayment | One row per activity, dated when that activity happened |
Unapplied deposit report | Review money still held for customers | Balances as of the selected date; grouping changes how they are displayed |
đĄ The Deposit activity report was previously called Deposit audit log report.
Understand deposit activity
A deposit can appear more than once because collecting it and using it are separate events. Operation type tells you what happened, such as collection, application to an invoice, refund, or forfeiture.
For example, you collect a $100 deposit for a boarding stay in October and apply it to the invoice in November.
The collection belongs to October's activity; the application belongs to November's activity. The application is not another $100 payment from the customer.
Trace a deposit
Open Deposit activity report: Find it in the Finance tab of your reports.
Select the business and date range: Include the period when the activity occurred.
Narrow the results: Use Client name, Invoice ID, or Booking ID to find the relevant records.
Review Operation type and Amount: Follow the collection, application, refund, or forfeiture events associated with the deposit.
To review totals across the business, open Deposit summary report and compare the operation types. Keep collections separate from applications and refunds when interpreting those totals.
Review money still held
Open Unapplied deposit report, then select the business and the as-of date you need. Review the unapplied balance and use the customer or deposit references to investigate individual amounts.
An as-of balance answers what remained at that date. It does not mean the deposit was collected during that same period. A deposit collected in October can still contribute to an unapplied balance in November.
Limitations
Activity totals are not an ending balance. Do not add collection and application events together and treat the result as money still held.
Applying a deposit to an invoice is different from receiving a new payment. Use payment reports to review payment transactions.
If an amount does not match the related invoice, review the dates and activity history before making a customer adjustment.