Academy's Sales & Finance module provides a comprehensive set of reporting views that allow you to track orders, monitor transactions, analyse revenue, and manage financial data. This document provides an overview of each report type, explaining what it shows, the data columns available, and how to use key features such as filtering and exporting.
To access these reports, navigate to Sales & Finance in the left-hand menu. The module is organised into three main sections:
Orders and Transactions
Payment Settings
Exports
Note: The reports you will have access to depends on your Sales and Finance role.
This is managed via the user profile, under the Finance & Sales tab. For more information, visit our help article on Managing Sales and Finance Permissions.
Common Features Across Reports
Most of Academy's finance reports have similar search and filter options.
Control
Description
Search
A text search field at the top of the report. Type a keyword such as an order number, purchaser name, or program name to filter the table.
Filter
Opens a panel with attribute-based filters specific to each report. These filters allow you to narrow results by date ranges, statuses, amounts, and more.
Save
Saves the current view configuration, including any active filters and column settings. Available on most report views.
Export
Downloads the current report data as a file. The export includes all records matching your current filters, not just the visible page.
Report Fields
Opens a panel where you can select which fields to include when exporting. Fields are grouped into categories for easy selection. Available on Transactions and Transaction Items.
Sales Orders & Proposals Report
The Sales Orders & Proposals view is the central hub for tracking all sales orders and proposals throughout their lifecycle. It provides visibility over draft orders, active proposals, completed sales, and orders requiring attention.
The left-hand panel organises records into the following categories:
Tab
Description
Draft Sales Orders
Orders that have been created but not yet finalised or sent to the customer.
Draft Proposals
Proposals that are still being prepared and have not been sent to the customer.
Proposals In Review
Proposals that have been sent to the customer and are awaiting their response.
Recently Expired
Proposals or orders that have passed their expiry date without being actioned.
Cancelled Proposals
Proposals that were cancelled before completion.
Abandoned Orders
Orders that were started by a purchaser but not completed.
Pending Payment
Orders where the purchaser has confirmed but payment has not yet been received.
Overdue
Orders where payment is past the due date.
Sales
Completed and confirmed sales orders.
Report Columns
Sales Orders & Proposals report displays the following columns. Scroll right to view all columns.
Column
Description
Order Number
The unique identifier for the order.
Purchaser
The name and email address of the person or organisation purchasing.
Owner
The Academy user who owns or manages this order.
Order Type
The type of order, such as Customer Order or Sales Order.
Updated Date
The date the order was last modified.
Created Date
The date the order was originally created.
Total Price
The total price of all items in the order before tax.
Discount Amount
Any discount applied to the order.
GST
The goods and services tax calculated for the order.
Total Amount Due
The final amount payable, including tax and discounts.
Number of Programs
How many programs are included in the order.
Number of Learners
How many learners are enrolled through this order.
Use the Export button to download data, and Report Fields to customise which columns appear in your export. Report fields are grouped into categories, making it easy to select the data you need.
Transactions Report
The Transactions report provides a complete view of all financial transactions, including invoices and credit notes. It features a quick financial snapshot at the top, including:
Invoice value
Outstanding amount
Paid amount
Tab
Description
All Transactions
Displays every transaction record, including invoices and credit notes.
Credit Notes
Shows credit notes that have been issued. Each credit note has a document number.
Voided
Transactions that have been voided and are no longer active.
Write Offs
Transactions that have been written off as unable to be collected.
Report Columns
The transactions table includes the following columns:
Column
Description
Document Number
The unique identifier for the transaction. Click View to open the full transaction record.
Transaction Date
The date the transaction was created.
Transaction Origin Type
Indicates how the transaction was created. This value is set when the transaction is generated and reflects the action that produced it, for example Sales Order, Sales Refund, or Customer Order.
Transaction Type
Indicates whether the transaction is an Invoice or a Credit Note. An Invoice represents a charge. A Credit Note represents a reduction, refund, or reversal of a previous charge.
Due Date
The date by which payment is expected.
Payment Status
The current payment state – such as Paid or Pending Payment.
Paid Date
The date that the payment was made in Academy.
Mark as Paid Date
The date that payment was received by the invoicing system.
Purchaser
The name and email of the purchaser.
Total Programs
The number of programs included in this transaction.
Total Enrolments
The number of enrolments in this transaction.
Price Ex Tax
The amount before tax and discounts.
Discount Percent
The discount percentage applied.
Discount Ex Tax
The discount amount excluding tax.
Non Taxable Amount
The portion of the transaction not subject to tax.
Taxable Amount
The portion of the transaction subject to tax.
Subtotal
The total before tax is applied.
Tax Percentage
The tax rate applied to the taxable amount.
Tax Amount
The total tax calculated for this transaction.
Total
The total transaction value including tax.
Total Credits Applied
The amount of credit applied to this transaction.
Amount Due
The remaining balance payable on this transaction after any credits have been applied.
Amount Paid
The total amount received against this transaction after any credits have been applied.
Currency
The currency of the transaction (for example, AUD).
Billing Entity
The billing entity associated with this transaction.
Payment Method
How the transaction was paid (for example, Stripe-card, Pay Later by Invoice, or No Payment Required).
Transaction Date
Transaction date, with the Date & Time converted to the Billing Entity Timezone.
The Transactions report offers extensive filtering through two categories: Transaction Attributes and Purchaser Attributes.
Use the Export button to download data, and Report Fields to customise which columns appear in your export. Report fields are grouped into categories, making it easy to select the data you need.
Transaction Items Report
While the Transactions report shows data at the invoice level, Transaction Items breaks transactions down to the individual line-item level. Each row represents a single fee or purchase item within a transaction, giving you detailed insight into what was sold, to who, and at what price.
Report Columns
Column
Description
Document Number
The parent transaction’s document number. Click View to open the full transaction.
Issue Date
The date of the parent transaction.
Transaction Origin Type
Indicates how the transaction was created. This value is set when the transaction is generated and reflects the action that produced it, for example Sales Order, Sales Refund, or Customer Order.
Participant / Learner
The name of the individual learner enrolled.
Enrolment Id
The unique identifier for the learner’s enrolment.
Program
The name of the program the learner is enrolled in.
Program Start Date
When the program begins.
Program End Date
When the program ends.
Item Type
Whether the line item is a Fee or a Purchase.
Transaction UUID
A unique identifier for the transaction in the system.
Purchaser
The person or organisation that made the purchase.
Description
A detailed description of the line item, including the program name and pricing details.
Unit Price
The price per unit for this item.
Discount %
The discount percentage applied.
Discount Amount
Any discount applied to this line item.
Subtotal
The total before tax is applied.
Tax %
The tax rate applied.
Tax
The tax amount calculated.
Line Total (Inc. Tax)
The total for this line item, including tax.
Payment Status
Whether this item has been paid (for example, Paid or Pending Payment).
Payment Method
How the payment was made (for example, stripe-card or pay_later_by_invoice).
Revenue Date
The date when this revenue is recognised.
Reference Code
A reference code for the transaction (if applicable).
PO Number
The purchase order number for the invoice.
Enrolment Status
The date when this revenue is recognised.
Revenue Date
The current status of the enrolment.
Currency
The currency of the transaction (for example, AUD).
Billing Entity
The billing entity associated with this transaction.
Program Code
The program code (if applicable).
Reference Code
A second reference code for the transaction (if applicable).
Transaction Date
Transaction date, with the Date & Time converted to the Billing Entity Timezone.
Like the Transactions report, Transaction Items supports filtering, exporting, and Report Fields for customising exports.
Note: Transaction Items is particularly useful for detailed financial reconciliation and for identifying specific line items within larger orders.
Sales by Program Report
The Sales by Program report organises financial data by program, allowing you to see at a glance how each program is performing in terms of sales, capacity, enrolments, and learner movements. This is useful for understanding program profitability and tracking seat availability.
The main Sales by Program report has several viewing modes, accessible via the dropdown at the top of the report, including:
All Time
Last 7 Days
Last 30 Days
This Calendar Month
Last Calendar
Month Date Range
Tab
Description
Current and Future Cohorts
Programs with cohorts that are currently running or scheduled to start in the future.
Past Cohorts
Programs with cohorts that have already concluded.
All Cohorts
Displays all cohorts regardless of their timing, combining current, future, and past cohorts into a single view.
Start Anytime Programs
Programs where learners can enrol and begin at any time, without a fixed cohort schedule.
Archived Start Anytime Programs
Start Anytime programs that have been archived and are no longer actively offered.
Transaction Fees
Displays all transaction fees by transaction item, or by program.
Report Columns
The Sales by Program report provides a wide range of data points. Scroll right to view all columns.
Column
Description
Program
The program name and cohort identifier. Click View to open the program’s detail page.
Reference Code
The program reference code (if applicable).
Reference Code 2
The second program reference code (if applicable).
Org Unit
The customer associated with the program.
Org Unit
The organisational unit associated with the program.
Net Sales Ex. Tax
Sales value after refunds, withdrawals, transfers, void & write-offs are deducted.
Gross Sales Ex. Tax
Total value of all sales transactions before refunds, withdrawals, transfers, void & write-offs are deducted.
Net Tax
Total value of tax applied to sales transactions after refunds, withdrawals, transfers, void & write-offs are deducted.
Refunds Ex. Tax
The total value of refunds issued, excluding tax.
Withdrawals Ex. Tax
Total value of enrolments withdrawn from the program.
Transfers Out Ex. Tax
Total value of enrolments transferred out to other programs.
Write Offs Ex. Tax
Total value of enrolments written off from the program.
Voids Ex. Tax
Total value of enrolments voided from the program.
Adjustments Ex. Tax
Combined value of refunds, withdrawals, and transfers, void and write-offs.
Revenue Ex. Tax
The portion of Net Sales that has been recognised as revenue once the revenue date on the transaction line item has been reached.
Current Unrecognised Revenue Ex. Tax
The portion of Net Sales with a future revenue date. This reflects the current state of the program and is not affected by the selected date filter.
Advertised Price
The listed price for the program.
Avg Seat Price
Average amount paid per enrolment after discounts are applied.
Current Enrolments
Current enrolments, including learners enrolled by Direct Enrolment.
Current Paid Enrolments
Number of paid learners currently enrolled, excluding withdrawn or transferred enrolments.
Max Capacity
The maximum number of seats available for the program.
Capacity Filled
The percentage of available seats that have been sold.
Days Until Close
Number of days remaining before enrolments close.
Enrolment Close Date
The date enrolments close.
Revenue Date
The nominated revenue date for the program. If this date is changed, revenue will be recognised based on the revenue date recorded on the transaction.
Start Date
The program’s start date.
End Date
The program’s end date.
Delivery Mode
How the program is delivered (for example, Face-to-face or Blended).
Seats Sold
Total number of seats sold for this program, including enrolments later cancelled or transferred.
Refunds
The number of enrolments that have received a refund and remain in the program.
Withdrawals
The number of paid enrolments that have been withdrawn from the program.
Transfers
The number of paid enrolments that have transferred out of the program.
Active Enrolments
The current number of active enrolments in the program.
Refunds
The number of refund transactions for this program.
Withdrawals
The number of withdrawal transactions.
Transfers
The number of transfer transactions.
Write Offs
The number of enrolments that have been written off from the program.
Voids
The number of enrolments that have been voided from the program.
Substitutions
The combined count of refunds, withdrawals, and transfers.
Currency
The currency used for this program’s pricing (for example, AUD).
Billing Entity
The billing entity associated with this program.
Use the Export button to download data, and Report Fields to customise which columns appear in your export. Report fields are grouped into categories, making it easy to select the data you need.
Program Sales Dashboard
The Program Sales Dashboard provides a detailed financial overview for an individual program, including real-time sales performance, revenue data, and enrolment trends. It helps you track progress toward sales targets and understand how your program is performing financially.
Access the Program Sales Dashboard by clicking View next to any program in the Sales by Program report. The top of the dashboard displays key program details, including the delivery mode, revenue date, enrolment close date, and start and end dates.
Key Metrics
The Sales by Program report provides a wide range of data points. Scroll right to view all columns.
Metric
Description
Gross Sales Ex. Tax
Total gross sales revenue, excluding tax.
Net Sales Ex. Tax
Gross sales minus adjustments such as refunds and withdrawals, excluding tax.
Revenue Ex. Tax
Revenue that has been recognised, excluding tax.
Unrecognised Revenue Ex. Tax
Revenue that has been recorded but not yet recognised, excluding tax.
Adjustments Ex. Tax
The total value of adjustments applied, such as refunds, withdrawals, and transfers, excluding tax.
Seats Sold
The number of seats sold out of the total available capacity (for example, 3/24).
Avg. Price Per Seat
The average revenue per enrolment. Also shows the percentage relative to the advertised price.
Total Discounts Applied
The total value of discount codes applied to this program.
Withdrawal & Transfer Fees
Fees charged for withdrawals and transfers.
Admin Fees Ex. Tax
Any administrative fees charged, excluding tax.
Custom Exports
The Custom Exports section, found under the Exports heading in the left-hand menu, provides access to system-generated export files. These are typically automated files produced by integrations or scheduled processes.
The Custom Exports list displays two columns:
Column
Description
File Name
The name of the exported file. Click on a file name to download.
Created Date
The date and time the file was generated.
Custom Exports include outstanding invoices files, payment records, transaction exports, and daily payment gateway files. These files are sorted by date, with the most recent exports appearing first.
Note: Custom Exports files are generated automatically by the system. They are useful for importing data into external accounting or reporting tools.
