At year end your accountant usually needs two liabilities that don't show up in revenue: money taken for sessions that haven't happened yet, and the value of vouchers bought but not yet spent. Session works both out as of any date you pick, in the year-end section of Reports. Unlike the rest of the page, they're a snapshot rather than a date range. Reports are available to Admins and Superadmins, not Staff - see admin and staff roles.
What each figure means
- Deferred income is money you've already taken for sessions that fall after your snapshot date.
- Voucher liability is the value of vouchers your customers hold but haven't spent. A customer who bought a £50 gift voucher and used £20 leaves you owing £30.
Both numbers are organisation-wide. If you run more than one location, the location filter doesn't affect them, and the section labels itself "organisation-wide".
Run a year-end report
- 1
Open Reports and scroll to Year-end reporting at the foot of the page.
- 2
Set the snapshot date, usually your financial year end. It defaults to yesterday and means "as of the end of that day".
- 3
Select Run report, then use the Download CSV button under each total for the line-by-line detail.
How deferred income is calculated
A booking counts when both are true:
- It was made on or before the snapshot date. Session uses the booking's creation date as the payment date, so card payments, offline payments and admin bookings all count.
- Its session falls after the snapshot date.
The deferred amount is what was paid minus any refund already issued, so cancelled and fully refunded bookings drop out.
The CSV lists each booking's session date and time, session type, customer name and email, spaces, amount paid, refunded, the deferred amount, and when it was booked.
How voucher liability is calculated
Session takes each voucher's remaining balance today and adds back any redemptions after the snapshot, so the figure reflects the position on that date. A voucher is included when it was created on or before the snapshot date, hadn't expired by then, and still had value remaining.
The pound total counts amount-type vouchers only, such as a credit gift voucher. Session-count vouchers and bundles appear in the CSV and the voucher count but don't add to the total, because their worth depends on which session is later booked. Value them yourself if your accountant needs them.
The CSV lists each voucher's code, name, value type, original value, remaining balance at the snapshot, expiry date, source (admin-created or purchased), and recipient email where there is one.
Common questions
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A customer paid for a session next month - is that deferred or revenue? Deferred until the session happens, then earned.
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Why is my voucher liability total lower than the number of vouchers suggests? Session-count vouchers and bundles are counted and exported but add nothing to the pound total.
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Do expired vouchers count? No. A voucher that had expired by your snapshot date isn't a liability. See gift vouchers for how expiry works.
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Where are the bookings ledger and attendance exports? Those cover a date range rather than a snapshot - see CSV exports.