Reports

Get Started

Existing Patheon users (with the required user role permission) can begin using reports from within Patheon Portal.

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FAQs

Car Counts

• What does the total car count on the General Sales Report include?What does the total car count on the General Sales Report include?

  The total car count combines single wash counts, plan redemption car counts, and prepaid wash counts.

• Why doesn't the Patheon car count match the tunnel controller's car count?Why doesn't the Patheon car count match the tunnel controller's car count?

  Several things can create a car count discrepancy between Patheon and a site's tunnel controller. Here are a few examples of what could create a discrepency.

  Wash Program: A wash sale fails to be sent. The gate fails to open, so an attendant opens it and washes the vehicle using the tunnel controller rather than Patheon.

  Entrance Switch: The entrance switch is blocked, and this causes two vehicles to be counted as one. The second car’s wash is not sent, and therefore not programmed or counted in the wash controller.

  Configuration: Issues with wash configuration can sometimes cause a discrepency with counts for some wash controllers.

Cash

• How can a site review individual cash transactions in detail?How can a site review individual cash transactions in detail?

  Generate the detailed view for the Transaction Report V2 for the specified date/time range. Export the generated report to Excel and then filter for Transaction Type: Sale and Payment Type: Cash. This produces a list of all cash transactions and their associated items, and the total will match the amount displayed on the General Sales Report.

• What report should I use to reconcile cash drawer amounts?What report should I use to reconcile cash drawer amounts?

  Use the Device Cash Report to reconcile cash drawers. Important: Reconciliation requires staff to always record starting and ending balances for each shift. If staff do that, this report will provide correct over/short cash amounts, and total cash paid in versus total cash paid out.

• Why is cash still displayed on the General Sales Report for cashless sites?Why is cash still displayed on the General Sales Report for cashless sites?

  Even if a site has effectively gone cashless from a customer-standpoint, the XPT Cash Audit Report and Device Cash Report may still be actively tracking cash from leftover starting balances or cash still technically being accepted at the terminal. Generate the Device Cash Report alongside the General Sales Report to view the underlying terminal-level activity.

• Why does cash show as a negative value in the Assets section of the General Sales Report?Why does cash show as a negative value in the Assets section of the General Sales Report?

  The negative value assignment does not mean it is money that was paid out. It simply reflects how the General Sales Report totals cash collected within that section of the report. It's expected formatting, not an error.

• Why don't the XPT Cash Audit Report and Device Cash Report match the General Sales Report?Why don't the XPT Cash Audit Report and Device Cash Report match the General Sales Report?

  The XPT Cash Audit Report and Device Cash Report only reflect cash transactions, and only log activity when a cash period is closed (i.e., when the vault is emptied). These reports are designed for auditing cash at the terminal level - not to mirror similar data in the General Sales Report or for reconciliation with it.

• How do I reconcile the change due voucher amount shown in the General Sales Report?How do I reconcile the change due voucher amount shown in the General Sales Report?

  The change due voucher amount on the General Sales Report can be reconciled by generating the Transaction Report V2, based on terminal type.

  Unattended Terminals (Kiosks): Generate the Transaction Report V2 with the filter Line Item: Add Cash Voucher. This will provide the total change due voucher amount issued to customers at unattended terminals.

  Attended Terminals: Generate the Transaction Report V2 with the filters Transaction Status: Refunded and Payment Type: Cash. This will provide the total change due voucher amount issued to customers at attended terminals.

Credit Cards

• Why doesn't Bank Deposit Report revenue match General Sales Report revenue?Why doesn't Bank Deposit Report revenue match General Sales Report revenue?

  Several factors prevent the Bank Deposit Report and General Sales Report revenue amounts from matching. Financial reports (like the General Sales Report) use accrual accounting, where prepaid sales (like gift cards) are recorded as liabilities rather than revenue. However, a prepaid sale that brings in revenue (for example, the sale of a $25 gift card) is recorded as revenue in the Bank Deposit Report. Additionally, when a prepaid sale is redeemed (for example, a customer pays for a sale with the $25 gift card), that amount moves from liability to revenue. Since the payment was received during the prepaid sale, the amount that now appears in revenue will not be reflected in the Bank Deposit Report.

• Why don't credit card deposits match bank deposits on reports?Why don't credit card deposits match bank deposits on reports?

  Use the Bank Deposit Report to reconcile bank deposits versus credit card deposits. The total funds settled from your processor should match the dollar amounts in the Bank Deposit Report. If the reports don't match, there are several potential reasons.

  Dates: Verify you're comparing the correct days with each other. Remember the settlement date from the processor is usually a day or two after the day of the transaction, depending on when the batching with the processor occurs.

  Fees: Additionally, sometimes the processor fees are subtracted from the amounts prior to the credit card funds being deposited to your bank account. You should be able to see the fee amounts in your processor portal to verify. For help, please reach out to your processor's customer service to review these details.

  Batch Times: If the fees aren't the issue and the dates are correct, compare credit charges with what the processor has recorded. Generate the Patheon Credit Card Report for all settled transactions from the processors portal for comparison. Verify the batching times aren't causing daily transactions to be split into multiple settlement days. On the processor's site, export your settled transactions and compare the date the transactions came through to the settlement (processed) date. Each transaction date should only have one settlement date. If there are two dates, there might be a problem with the timing of your batches and this may need adjusted. Your processor should be able to assist you with this.

  If you still have a discrepancy, contact the Knowledge Center. Be prepared with your processor-generated reports and data, as we will likely need to compare it to what's recorded in Patheon.

• What report should I use to reconcile credit card bank deposits?What report should I use to reconcile credit card bank deposits?

  Use the Bank Deposit Report to reconcile credit card bank deposits. It provides approved credit card dollar totals that can be compared with your card processor totals. If you can't reconcile credit card bank deposits, use the Credit Card Report to compare what's recorded in Patheon to what the card processor recorded. Important: The Bank Deposit Report data is based on the day the transaction occurred, while payment processors typically deposit funds a day or so after a transaction is approved (depending on the batching times and the days).

  Tip: Do not use the General Sales Report to reconcile credit card bank deposits. Although it includes credit card totals, it is easier to reconcile credit card bank deposits using a report that breaks this data out by card brand and by day of week and site for those multi-site operators.

• How does the General Sales Report compare to the Card Processor Portal for refunds and fees?How does the General Sales Report compare to the Card Processor Portal for refunds and fees?

  Refunds and fees can be captured in the card processor's portal, but they can't be captured in Patheon or shown on the General Sales Report. Check the card processor's portal directly when reconciling refunds and fees; the General Sales Report isn't a substitute for processor-level reporting on these items.

• Why is there a large difference between a site's bank deposit amount and its card processor batch right after launching a new promotion - did the promotion break something?Why is there a large difference between a site's bank deposit amount and its card processor batch right after launching a new promotion - did the promotion break something?

  Not usually. The underlying membership sales transactions typically ring up correctly; the large difference is likely due to a system or Insights sync lag that started around the same time as the promotion. Once the system catches up (often within a week), bank deposits and batch totals realign. If this occurs, compare day-by-day, starting with the day the issue began, and re-generate the Bank Deposit Report after a few days to verify it self-corrects.

Customer App

• Where can I view Essential Web App sales?Where can I view Essential Web App sales?

  Use the following reports and dashboard to view sales that occured through the Essential Web App.

  Essential Web App Sales Dashboard: View the products that customers purchased through the EWA app, the number of EWA pass members, and which loctions have the most web sales (for multi-site operators).

  Transaction Report V1 and Transaction Report V2 Reports: Review transaction details by generating the report for the ECommerce Only filter. Also note that any transaction with a sale ID that contains a PWA prefix is an EWA transaction.

  General Sales Report: View EWA sales by generating the report with the ECommerce Only filter.

Customer Transactions

• Where can I view all transactions for a single customer? Where can I view all transactions for a single customer?

  The easiest way to view all transactions for a single customer is with the cashier point-of-sale application. Open the Customers panel and search for the customer. Then select the customer to view their plan and sales history.

  Alternatively, generate the Transaction Report V1 with a filter for the last 4 digits of the customer's payment card.

General Sales Report

• Does the General Sales Report provide a historical snapshot of data, or a live/current view of data?Does the General Sales Report provide a historical snapshot of data, or a live/current view of data?

  The General Sales Report provides a live view of the data. It reflects everything currently in the system for the date/time range selected, as of the moment it's generated. It is not locked at the close of a period, so re-generating the report for the same period later can return slightly different numbers. This is by design and is consistent with how the report is used across organizations. Many organizations run the report regularly throughout a period and use it as the foundation for their internal reporting.

• Why do the numbers on the General Sales Report for a closed period some times change after it's re-generated later?Why do the numbers on the General Sales Report for a closed period some times change after it's re-generated later?

  A site generated the General Sales Report for a closed period, then ran it again and got different numbers. This is not abnormal. Because the report provides a live view of the data at the moment it is generated (not a static snapshot locked at period close), a handful of things can cause the figures to shift after a period has already been run.

  Refunds and Voids: Transactions can be voided after the fact. Since there's no cutoff preventing retroactive changes, those adjustments will show up if the report is re-run for the same date range.

  Sync Delays: If a site experiences connectivity issues, transactions can be delayed in writing to the database until the following day, and that can cause a transaction to land in a different period than when it actually happened at the site.

  Profit Center (PC) Changes: When profit center configurations are updated, the General Sales Report reflects the most current version of those values. This can change how historical data is grouped if the profit center structure has changed since the report was first run.

• What other kinds of changes can affect how General Sales Report data is organized?What other kinds of changes can affect how General Sales Report data is organized?

  Pricing and/or product changes and updates to wash packages and/or pricing tiers, can also affect how transactions are categorized on the report.
  

• Is there a way to generate the General Sales Report for a true point-in-time snapshot that won't change?Is there a way to generate the General Sales Report for a true point-in-time snapshot that won't change?

  No. Because Patheon allows retroactive voids, refunds, and profit center changes, the report doesn't produce a locked period-close snapshot. The most reliable way to preserve a fixed record is to export the report at the time of period close and retain that export. Organizations should make this a standard practice for any period that needs a fixed reference point. 

• What controls are in place to make sure the General Sales Report data is accurate?What controls are in place to make sure the General Sales Report data is accurate?

  The General Sales Report is a self-balancing report with built-in checks at the transaction level. It's organized into five sections (Sales, Revenue, Assets, Liabilities, and Expenses) and includes a Report Balance that should reconcile to 0 (zero). If the balance isn't zero, it signals something is out of balance and should  be investigated. If it does balance, the data across all sections is internally consistent. This is how DRB validates data integrity at the report level.

• Can sites use the General Sales Report for accounting purposes?Can sites use the General Sales Report for accounting purposes?

  Yes. The General Sales Report is designed as an operational summary report with transaction-level integrity checks. Many organizations use it as the basis for their own internal reporting and period reviews. If you have specific reconciliation or accounting requirements, talk to your DRB account team about whether additional data views, such as Insights or API access, would better meet your needs.

• Does the General Sales Report show everything, or is it a summary?Does the General Sales Report show everything, or is it a summary?

  The General Sales Report is a structured summary of a site's transaction and revenue activity; it's designed to provide a clear operational picture, not a line-by-line data export. A more granular detail than the General Sales Report is typically available through Insights or even greater data access option like the optional Data API. Reach out to your account team to discuss what's right for you.

• What's the difference between Total Assets and Total Revenue on the General Sales Report?What's the difference between Total Assets and Total Revenue on the General Sales Report?

  Total Assets represents actual money in hand and excludes liabilities. Total Revenue is recognized revenue and also excludes liabilities. The difference between the two typically comes from prepaid instruments (gift cards, ticket books, etc.) where money was collected but hasn't been used/redeemed yet. As a formula: Total Assets + Total Expense − Liability = Revenue.

Gift Cards + Prepaids

• I sent out 10,000 prepaid codes as a free wash promotion, where can I view the number that have been redeemed?I sent out 10,000 prepaid codes as a free wash promotion, where can I view the number that have been redeemed?

  Use the Prepaid & Gift Card Dashboard to view the number of redeemed, and unredeemed, prepaid codes. Easily filter this dashboard for any prepaid plan, and view the second row of the dashboard for all details of the plan, including the number of activated codes and the number of redeemed codes. Select the Prepaid Units Redemeed widget to view the total usage for the selected plan, per site, and per month/year. Alternatively, view this data for all plans or select multiple plans.

• Where can I export a list of all active prepaids with each's current balance?Where can I export a list of all active prepaids with each's current balance?

  Use the Prepaid & Gift Card Dashboard to view and export a list of all active prepaids with each's current balance to CSV or XLSX format. Select the Prepaid Remaing Units widget to view the data.

• Where can I view a single prepaid, ticketbook, or gift card balance?Where can I view a single prepaid, ticketbook, or gift card balance?

  Use the Prepaid Product Balance Report to enter a single prepaid code and view its history, including the amounts added (sold) to it, each redemption of the code, and the code's current balance.

• Where can I view total outstanding liabilities?Where can I view total outstanding liabilities?

  Use the Prepaid & Gift Card Dashboard to view a site's or ogranization's total outstanding liabilities.

• What is a Contra Discount, and what does it mean on the General Sales Report?What is a Contra Discount, and what does it mean on the General Sales Report?

  When a gift card is sold with a value higher than its price, or sold with a discount to reduce the price of the gift card, a Contra journal account is used to offset the money received against the revenue recognized on any usage. On the General Sales Report, these are displayed as negative amounts (for example, ($95.06) and ($301.00)) because they reduce, or offset, the liability/revenue rather than adding to it.

• Where is the Contra Discount located, relative to Total Revenue, and how are Contras and liabilities accounted for?Where is the Contra Discount located, relative to Total Revenue, and how are Contras and liabilities accounted for?

  Contras are located in the Liability section of the report, not directly in Total Revenue. They offset the Gift Card Liability that was recorded when the card was sold, so that when the card is redeemed, revenue is only recognized for the amount actually received by the site. How this is accounted for depends on how the gift card was sold: with a discount or with a value greater than its price.

• How is the sale of a gift card recorded (reported) if it's sold with a discount?How is the sale of a gift card recorded (reported) if it's sold with a discount?

  The gift card price and value are the same, and a discount is applied to reduce the cost of the gift card. The Gift Card Liability is credited for the full value of the gift card, and the discount used to reduce the cost is debited into a Gift Card Contra Liability journal account. 

• How is the sale of a gift card recorded (reported) if it's sold with a value greater than its price?How is the sale of a gift card recorded (reported) if it's sold with a value greater than its price?

  The gift card price is less than the value of the gift card. The Gift Card Liability is credited with the full value of the gift card. Because the price is less than the value, no discount is used in the transaction itself; instead, the difference between the gift card value and the price is debited to the Gift Card Contra Liability account. This won't appear in the transaction, but it will show in reports so revenue can be offset when the card is redeemed. 

• How is the redemption of a gift card recorded (reported)?How is the redemption of a gift card recorded (reported)?

  As gift cards are redeemed, the Gift Card Contra accounts are used to offset revenue that wasn't physically received by the site. The products purchased are entered into the transaction as revenue, and sales tax is applied to the total of the products based on the tax setup. The gift card redemption tenders the transaction and is debited from the Gift Card Liability. Reporting will show a Gift Card Liability Contra credit to offset the discounted amount used in the transaction, as well as a Gift Card Contra Discount that offsets the revenue not received by the site; this last piece will not appear in the transaction itself, only in reporting.

Revenue Reconciliation

• Why doesn't the All Revenue amount match the Plans Summary sales/reload split (there's a small, recurring gap, roughly $10–$40) on the General Sales Report?Why doesn't the All Revenue amount match the Plans Summary sales/reload split (there's a small, recurring gap, roughly $10–$40) on the General Sales Report?

  This is almost always caused by suspended plans being resumed. When a suspended plan resumes, Plan Summary shows it on a separate Resumed line with a prorated charge. If that line isn't included when you total Plan Summary, it looks like revenue is missing. Verify Resumed (and any other plan-status sections) are included in the total; it should close the gap exactly.

• Why doesn't the Total Revenue amount on the General Sales Report match a site's bank deposit amount?Why doesn't the Total Revenue amount on the General Sales Report match a site's bank deposit amount?

  This is expected; it comes down to accounting method. Patheon uses accrual accounting, not cash accounting. Prepaid items like gift cards and wash packages are recorded as a liability when the tender is received, and only recognized as revenue once they're redeemed or used. Credit card processing fees are also deducted before funds are deposited, so the amount deposited to your bank will differ from gross revenue. For this reason, don't compare bank deposits to Total Revenue. Instead, compare deposits to the CC line item in the Assets section of the General Sales Report, or generate the dedicated Bank Deposit Report, which is designed specifically for this reconciliation. Unless a site has zero prepaid activity, revenue will never equal cash received.

• Why does one location intermittently show that it is short on its General Sales Report and/or Deposits Report, and the exact same amount shows as an overage at a different location in the organization?Why does one location intermittently show that it is short on its General Sales Report and/or Deposits Report, and the exact same amount shows as an overage at a different location in the organization?

  This pattern usually points to a card-on-file (COF) token-sharing issue, where the card processor applies a transaction to whichever site “owns” the saved card token rather than the site that actually processed the sale.

Sales IDs

• Are transactions assigned a sale ID?Are transactions assigned a sale ID?

  Yes. Sale IDs are assigned to each transaction in Patheon. Each sale ID includes a 2- or 3-character prefix that can be used to identify or locate a particular type of transaction.

  000: The transaction occurred on site and was not an EWA PayGo Pass customer

  999: The transaction occurred through the cloud. This likely indicates the transaction is a reload transaction, a plan status update, or a plan sale that occurred through Patheon Portal.

  PWA: The transaction occurred through the Essential Web App (EWA).

  WP: The transaction occurred on-site and the customer was an EWA PayGo pass customer.

  IMP: The transaction is a customer plan that was migrated from another point-of-sale system to Patheon.

Sales Tax

• Why is the sales tax amount on the General Sales Report different than the expected sales tax rate?Why is the sales tax amount on the General Sales Report different than the expected sales tax rate?

  When applying a state's sales tax rate to the Total Revenue amount on the General Sales Report, the tax amount isn't the same as what's reported on the report. This is typically because WashCAP (unit plan) sales are taxable, but don't appear in the standard Liabilities section, which excludes them from the Total Revenue figure you're using as your base for the calculation. Once you add the WashCAP liability amount to that base before recalculating the percentage, the math will match the correct state rate. Because of this, and because factors like tax-exempt customers can also affect the ratio, sites should not calculate expected tax using the Total Revenue amount as a general practice. For an exact reconciliation, generate the Accounting Export (Transaction Detail Report), rather than estimating from the General Sales Report percentage.

Wash Plans

• Where can I view the number of active wash subscriptions?Where can I view the number of active wash subscriptions?

  Use the Plan Analysis Report or Plan Analysis Dashboard to view active wash subscription counts. Each of these provides active plan counts, plan sold counts, and ended plan counts for a specified date or date range. The Plan Analysis Dashboard also provides access to more granular data via drill-down features, as well as data export capabilities.

  Tip: Don't use the General Sales Report to view active wash subscription counts. It contains a large amount of non-paid wash subscription activity that occurs with plan members, which prevents this report from displaying active plan counts. Also, declining plans are not included. The large amount of activity that occurs before and after the date range for which it's run prevents it from providing an accurate plan count. While the General Sales Report summary section includes a few plan statistics, they are based on the transaction site and not necessarily the reload site. Therefore, these statistics may differ from reports based on each plan's originating site.

• Why don't General Sales Report plan counts match Insights plan counts?Why don't General Sales Report plan counts match Insights plan counts?

  I want to see exactly which renewal attempts went through and which didn't on a given day, the General Sales Report only shows me a total count. How do I isolate the individual transactions? The Reloading status on the General Sales Report represents the number of plans that moved from Active to Reloading status that day, meaning they've passed their grace period and are now in retry. It's not a count of declined transactions, and declined attempts themselves don't appear as individual line items on the General Sales Report. To see the actual attempts, generate the General Sales Report and cross-reference Plan Status History for that date range.

• Where can I view the number of ended wash subscriptions?Where can I view the number of ended wash subscriptions?

  Use the Plan Analysis Report or Plan Analysis Dashboard to view the number of ended wash subscriptions, each of which are designed to allow viewing of plan data. Both provide ended plan counts. In addition to the data, the Plan Analysis Dashboard provides several data exports and drill-down features.

  Tip: Don't use the General Sales Report to view ended wash subscription counts. It contains mostly non-paid wash subscription activity that occurs with plan members, and doesn't include declining plans. While the General Sales Report summary section includes a few plan statistics, they are based on the transaction site and not necessarily the reload site. Therefore, these statistics may differ from reports based on each plan's originating site.

• Where can I view wash subscription usage?Where can I view wash subscription usage?

  Use the Plan Usage Dashboard to view how much plan customers are using their wash plans. Use this dashboard view the average washes per plan, the number of washes each plan customer used, and more.

  Tip: The Multi-Site Stats Dashboard, and Sales Comparison Dashboard provide high-level statistics for daily car counts, including plan counts, but don't provide the level of detail as the Plan Usage Dashboard.

• Where can I view a list of all wash subscription customers?Where can I view a list of all wash subscription customers?

  There are several reports and dashboards that provide a list of wash subscription customers. Use the Plan Analysis Report to view a list of all active plans; use the Plan Usage Dashboard to view all plans and each's usage.

  Plan Analysis Dashboard: The Active Plan Count metric provides a list of all active plan members (any plan member whose plan has not ended).

  Plan Usage Dashboard: View all plans (with activity for the selected date range) for those that are still active users (with the number of vehicles currently in that plan).

  Plan Customer Detail Report: View a list of all plans that had activity for the selected date range.

  Customer Segments: View a subset of customers, with contact details.

  Plan Churn Dashboard: View voluntary churned customers.

• Where can I view wash subscription renewal amounts - successful and declined?Where can I view wash subscription renewal amounts - successful and declined?

  There are several reports and dashboards that include renewal data. Use the following reports and dashboards to view successful renewals and declined renewals.

  Plan Reloads  Dashboard: View and compare detailed information for plan reload activity, including trends, performance by site, and recovery metrics. Sites can use this dashboards to track the success of reload strategies and identify opportunities to reduce plan loss and increase recurring revenue.

  Plan Customer Detail Report: Use the filters to identify declining plan customers as well as those close to churning. Easily review this report for any potential renewal error declines.

  General Sales Report: View successful renewal dollar amounts (minus any discounts) in the Statistic Summary section.

  Transaction Report V2: Use this report to export deatils about renewal transactions.

• Where can I view wash subscription churn rates?Where can I view wash subscription churn rates?

  Use the Plan Churn Dashboard to view detailed breakdowns of churn types, timing, and impact across sites and plan categories. Sites can use it to analyze current member statuses, reload behavior, and contact details across locations.

  Tip: Don't use financial reports, such as the General Sales Report, to view wash subscription churn rates. They don't mirror the churn rates in the dashboard. The starting plan count (used in the denominator of the formula) is derived from statistical data that isn't available on the General Sales Report. Also, running the General Sales Report for the prior month still omits data that is used in the calculation. Finally, the General Sales Report doesn't include plan endings, such as credit card churned plans.

• How do the terminated plan amount and the new plan amount on the General Sales Report relate to the actual charge or refund?How do the terminated plan amount and the new plan amount on the General Sales Report relate to the actual charge or refund?

  The amount in the Terminated Plan section is the credit portion of the sale. The amount for the new plan the customer was sold into is provided in the Plan Sold section. The difference between those two amounts is the actual charge or refund applied to the customer's card.

• Why does the sale total on the General Sales Report vary between customers switching plans?Why does the sale total on the General Sales Report vary between customers switching plans?

  The value differs due to the customer's anniversary date. If the anniversary date is being reset, they may get a prorated refund on the old plan, but pay full price for the new plan. If it isn't reset, they may only pay the prorated amount for the remainder of the current month on the new plan.

• Why don't the Transaction Detail Report and API Count plan sales and reloads match the values on the General Sales Report?Why don't the Transaction Detail Report and API Count plan sales and reloads match the values on the General Sales Report?

  Filtering the Transaction Report V2 (Detail) report or Data API to count plan sales and reloads, can consistently result in a slightly different number than the General Sales Report quantity. Removing duplicates (deduplication) doesn't help get the reports to mirror each other.

  This is due to an underlying difference between the two reports: The Transaction Report V2 and API report quantity per vehicle, while the General Sales Report reports quantity per transaction. If a single sale adds more than one vehicle to the same plan, the Transaction Report V2 generates a separate row for each vehicle, while the General Sales Report only counts that sale once. Duplicating Transaction Report V2 rows (matching on Transaction Time, Sale ID, Site, LIAT Name/Category, and Product Name) comes close to the General Sales Report number, but it also collapses legitimate cases where multiple vehicles were genuinely added in a single sale, so a small remaining gap (equal to the number of multi-vehicle sales in that period) is expected and won't fully resolve with deduplication alone. If you need numbers that reconcile exactly every time, the Data API is the most reliable source, since it doesn't have this per-vehicle/per-transaction discrepancy.

• Can a site view plan refunds with the Transaction Report V2 report?Can a site view plan refunds with the Transaction Report V2 report?

  Yes. Generate the Transaction Report V2 report for all transactions for the desired date/time period. Then filter the report down to line item action types Refund Plan and Remove Plan Vehicle; alternatively, order by Sale ID and review refunds transaction by transaction.

Wash Stats

• Where can I view wash statistics?Where can I view wash statistics?

  Use the following report and dashboards to view wash statistics.

  General Sales Report: A financial report that includes a bottom section with statistics such as Total Wash Count and Total Plans Sold.

  Current Stats Dashboard: Use this dashboard to review the current date's wash statistics, such as Total Car Wash and Plan Statistics.

  Multi-Site Stats Dashboard: Multi-site organizations can use this dashboard to view wash stats by location. It includes Full Car Count breakdown for each site, along with Capture Rates and other plan stats.

  Sales Comparison Dashboard: Provides basic wash stats, such as Full Car Count breakdown. These are not broken out by site though they can be filtered by site.

  Rewash Analysis Dashboard: Provides users with details on the rewash transactions occuring at sites. Users can review the total Rewash Count, Average Daily Rewash Count, Rewash by Product, and review the rewash reasons used at the time the rewash transaction was recorded.
  

  Tip: Avoid financial reports for wash statistics. While the General Sales Report does provide a summary of wash statistics for convenience, the wash stats dashboards above provide much greater detail.

WashCAP

• Why are WashCAP Sold amounts displayed as whole numbers, while Redeemed amounts are displayed as decimals?Why are WashCAP Sold amounts displayed as whole numbers, while Redeemed amounts are displayed as decimals?

  Sales tax is calculated and included at the time a WashCAP is sold, but it isn't reapplied when the WashCAP is later redeemed, since it was already collected up front. That's why sold totals appear as clean whole numbers while redeemed totals include cents.

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Accounting Overview

When it comes to managing finances, there are two primary accounting methods: cash accounting and accrual accounting. Cash accounting is simpler and beneficial for small businesses focused on cash flow, while accrual accounting offers a more comprehensive view of financial health and is necessary for compliance with Generally Accepted Accounting Principles (GAAP). Each has advantages and disadvantages, making it essential for businesses to understand which approach best suits their financial reporting needs.

• Patheon records, tracks, and reports on transactions using the accrual accounting method.

Accrual Accounting

Accrual accounting records revenues and expenses when they are earned or incurred, regardless of when cash is received or paid. This method provides a more accurate representation of a business's financial position.

Advantages

• Comprehensive Financial Picture: Accrual accounting provides a clearer view of a company’s financial health by recognizing all earned income and incurred expenses.
• GAAP Compliance: This method is compliant with GAAP, making it suitable for larger businesses and those seeking investment or loans.
• Better Matching of Income and Expenses: Accrual accounting allows businesses to match revenues with the expenses incurred to generate them, providing more accurate financial statements.

Disadvantages

• Complexity: Accrual accounting is more complex than cash accounting and may require more sophisticated accounting systems and expertise.
• Delayed Cash Flow Recognition: Businesses may struggle with cash flow management since income is recorded before cash is received, potentially leading to cash shortages.
• Higher Costs: The need for more detailed record-keeping and potentially hiring skilled accountants can increase operational costs.

Cash Accounting

Cash accounting is a straightforward method where revenues and expenses are recorded only when cash is actually received or paid. This approach is often favored by small businesses and sole proprietors due to its simplicity.

Advantages

• Simplicity: The cash accounting method is easy to understand and implement, making it ideal for small businesses with straightforward transactions.
• Immediate Cash Flow Tracking: Businesses can see their cash flow in real-time, as income and expenses are recorded only when cash changes hands.
• Tax Benefits: In some cases, businesses may defer income recognition until cash is received, which can help in managing tax liabilities.

Disadvantages

• Limited Financial Insight: This method may not provide a complete picture of a business's financial health, as it does not account for outstanding invoices or future expenses.
• Not GAAP Compliant: This method is not compliant with GAAP, which can be a limitation for larger businesses or those seeking external financing.
• Potential for Misleading Information: Businesses may appear more profitable than they are if they have significant receivables that are not reflected in the cash accounting system.

Patheon Accounting Methods

Refer to the following table for information on the accounting method used by each report.

Report	Cash Accounting	Accrual Accounting
Account Report
Bank Deposit Report
Credit Card Report
Device Cash Report
General Sales Report
Operations Activity Report
Plan Analysis Report
Plan Customer Detail Report
Security Audit Report
Transaction Report V1
Transaction Report V2
House Account Activity Report
Prepaid Product Balance Report

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Financial

Patheon financial data is recorded using an accrual accounting method. Many reports are structured by journal account rather than report category. Prepaid, gift card and ticket book sales are recorded as liabilities and won't be recorded as revenue until they are used. This will result in a difference between the bank deposit amounts and total revenue, since bank deposits include all money collected while revenue includes liabilities

• SiteWatch Comparison: SiteWatch financial data is recorded and reported using a cash accounting method..

Wash Plan Redemptions

Unlimited plan redemptions are redeemed using a $0 wash, rather than a wash and discount. As a result, gross wash revenue in Patheon may seem lower because the $0 plan redemption wash products aren't inflating revenue.

• SiteWatch Comparison: SiteWatch requires a wash item to be recorded on the transaction at full price and then a plan redemption discount is added to the transaction to zero-out the sale.

Rewashes

Patheon automatically creates a corresponding $0 rewash for every wash created in Patheon Portal. These $0 rewashes are then available from the Rewash page on sale terminals. As a result, gross wash revenue in Patheon may seem lower because the $0 rewash products aren't inflating revenue.

• SiteWatch Comparison: SiteWatch uses discounts and occasionally instant redemptions for rewashes. Therefore, the wash item enters the transaction and the discount is recorded to zero-out out the sale.

Wash Plan Configuration

In Patheon, organizations only need to create and configure the wash plan. There isn't a need to create a separate plan sales item, plan renewal/reload item, and plan termination item. On reports, plans sold, plans renewed/reloaded, plans terminated, plan refunds (if configured for the organization), and plan fees (if configured for the organization) aren't separated. Each of these report metrics are associated with the plan name, enabling Patheon to provide the per plan revenue, expense, and use.

• SiteWatch Comparison: SiteWatch uses a packaging format for items. When a plan is created, a separate item is used to sell the plan, reload the plan, and terminate the plan.

Gift Cards

Patheon uses contra accounts for gift cards. If a gift card price is less than the value of the gift card, GiftCard Contra Liabilities and GiftCard Contra Discounts are used to offset the extra value that was not actual revenue for the site. For example, if a gift card with a $50 value is sold for $40, $50 is recorded for the GiftCard Contra Liabilities account and $10 is recorded for the GiftCard Contra Discounts account, for the extra value that wasn't received as revenue.

• SiteWatch Comparison: SiteWatch uses cash accounting, therefore gift cards are recorded as revenue when they are sold. Only the amount paid is included in the total sales dollars. When a gift card is redeemed, the full value of the usage is counted toward revenue.

Statistics

A Stats section at the bottom of the General Sales Report provides additional information, but shouldn't be factored into the financial portion of the report. It includes plan statistics with revenue dollars to provide quick access to highly-desirable plan data.

• SiteWatch Comparison: None. The General Sales Report does not provide statistical reporting.

Essential Web App (EWA)

The Essential Web App (EWA) enables a site's customers to choose the main location they will use. Any purchases the customer makes from the EWA are then recorded for that location. This includes plan memberships purchased on the EWA, for both the initial wash plan sale and subsequent recharge sales.

• SiteWatch Comparison: Web Connect is set up to run as one location in SiteWatch. Usually a headquarters location, or sometimes a specific site.

Sales Tax

Sales tax is reported as a liability in Patheon and is not included in revenue amounts. Revenue may seem lower than expected as a result.

• SiteWatch Comparison: SiteWatch sales tax is included for the site in the Total To Account For amount.

Voids and Cancellations

Three quantity sections are provided for items on the General Sales Report that show which items have been voided and cancelled compared to those which were not: Quantity Completed, Voided Quantity, and Cancelled Quantity.

Quantity Completed

The Quantity Completed section provides the count of any transaction that was redeemed, paid for, or contains a $0 wash. It also includes any transactions that were voided.

Voided Quantity

The Voided Quantity section provides the count of products that were removed from transactions. Voided transactions result in a second transaction that negates the financial information from the report on the date and time the transaction was changed.

Cancelled Quantity

The Cancelled Quantity section provides the count of transactions that were partially paid for, refunded, or left open. The General Sales Report makes it easy to see which products were in these transactions.

• SiteWatch Comparison: SiteWatch shows completed paid sale counts for the selected date range.

Account Report

Provides financial amounts grouped together by journal accounts.

• SiteWatch Comparison: The SiteWatch General Ledger Report is similar, but it only provides data for GL accounts configured on items with the QuickBooks interface.

Bank Deposit Report

Provides total dollar amounts for each tender type. These are broken out by credit card brand and other tenders.

• SiteWatch Comparison: The SiteWatch Bank Deposits Report is similar to the Patheon Bank Deposit Report.

Credit Card Report

Provides details on all payment card transactions. Compare this information with payment card processor totals.

• SiteWatch Comparison: The SiteWatch Credit Card Activity Report (SiteWatch Web) report is similar. The format is slightly different, but the data is similar.

General Sales Report

Provides a full financial overview of all transactions for the selected date range and sites. Broken down into sections based on the account types such as revenue, liabilities, and expenses.

• SiteWatch Comparison: The SiteWatch General Sales Report. It is a financial breakdown of all sales for the selected date range and sites. The report is organized by report categories and is somewhat configurable.

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Operations

Device Cash Report

The Device Cash Report provides a terminal cash balance, including Starting Balance (if recorded), Cash Received, Cash Refunded, Ending Balance (if recorded at end of shift), and Over/Short amount. Cashier terminal staff should open and close cash drawers for their shifts (staff can record the starting drawer amount for each shift/day or enter $0.00). At the end of a shift or close of business, each cash drawer should be counted and recorded (by denomination or by total amount). This determines any over/short amount, based on any money collected and refunds paid out.

• SiteWatch Comparison: None.

Operations Activity Report

The Operations Activity Report provides revenue dollars by profit center and car counts by day, as well as first and last sale times.

• SiteWatch Comparison: The SiteWatch Operations Activity Report is similar to the Patheon Operations Activity Report.

XPT Cash Audit Report

The XPT Cash Audit Report provides cash amounts for each device (Acceptor and Dispenser) in the XPT. The report will only display amounts for the devices that have been closed or reconciled. Closed indicates the user went into the vault and removed/replaced the cassette or hopper. Reconciled indicates the user adjusted or confirmed the amounts for that device. This provides not only a total dollar amount of money removed from each XPT, but also provides the dollar amount per cassette and/or hopper in an XPT. The report provides the starting balance for each device (acceptors should always have a starting balance of $0.00), the amount of money paid in/out depending on the device type, and how much was removed when the vault maintenance was performed.

Kiosk terminal staff should record open and close dispenser and acceptor cash amounts.

• SiteWatch Comparison: The SiteWatch XPT Cash Audit Report can provide amounts per device type, but the report displays all money paid into, and money removed for the entire XPT and date range. Therefore, users will typically have a starting balance left over from any money removed from the XPT. Note that an XPT will timeout if the contents of its acceptors and dispensers aren't updated in 60 days.

House Account Activity Report

The House Account Activity Report provides the ability to view all transactions performed for a house/fleet account. House account purchases often bill an account holder at a later date. The report includes any charges made to the account, the sales tax amount for these charges and any payments made toward the account. Payments for house accounts are made from the house accounts contract screen, where a card-on-file is stored and the total balance of the house account is available.

• SiteWatch Comparison: The SiteWatch House Account Activity Report displays information related to the house accounts. It is available in three variations, Totals, Summary, and Details. It can be used to generate a list of account information for a period, which can then be used to assist with bookkeeping, assist with customer tracking, or create invoices.

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Statistics

Patheon statistical reports provide multiple breakdowns of wash counts. Specifically, the Total Wash Count is broken out into 4 groups: Rewash. Unlimited, Single (Paid) Wash, and Prepaid Wash (Unit Wash). This may result in a noticeable difference in car counts, compared with how they're recorded in other point-of-sale systems; for example, Unlimited Wash Count will likely increase for sites that use Unlimited Manual Plans (club plans), since their usage is included in this data.

• SiteWatch Comparison: Wash counts are heavily dependent on configuration and use of Stat-Total Car and Stat-Counted Car groups, which allow SiteWatch to provide two car counts. ARM unlimited plans can broken out into Redemption Counts, but not Club Plan and Prepaid Counts.

Plan Redemptions and Rewashes

Patheon utilizes $0.00 washes for certain wash types such as plan redemptions and rewashes. Wash dollars per car may decrease due to the lack of discount and redemption used to reduce those transactions to $0.00.

• SiteWatch Comparison: Stats are heavily dependent on item configuration and profit center. Also, SiteWatch does not use $0.00 washes for plan redemptions or rewashes.

Prepaids and Gift Cards

In Patheon, prepaid, ticket book, and gift card sale transactions are recorded as liabilities, and not reported as revenue until they are redeemed. Total Sales Revenue and Total $/Car will be lower than expected as a result.

• SiteWatch Comparison: Any prepaid, ticketbook, or gift card sales are included in Total Revenue dollars.

Sales Tax

Sales taxes are treated as a liability and not included in total revenue. If sales tax is included in statistical data, the revenue portion will be lower as a result.

• SiteWatch Comparison: SiteWatch includes a setting to allow sales tax to be included in stat reports.

Transaction Type

Transactions are essentially one type. A plan sale does not contain a wash, and a wash sale does not include a plan sale. For example, when a customer purchases a wash plan or adds a vehicle to an existing plan, a wash is not created in that same transaction. However, in most situations, the customer will redeem a wash immediately after they purchase a wash plan. Therefore a plan redemption transaction is immediately created after a plan is purchased at a kiosk terminal.

• SiteWatch Comparison: Sales are combined with many types of transactions. When a plan is purchased, (most of the time) a wash and discount will be added to that same sale, allowing the customer to receive their first wash.

General Sales Report

The General Sales Report is primarily a financial report. However, the end of the report includes a quick-reference statistics section, with metrics like Total Wash Count and Total Plans Sold.

• SiteWatch Comparison: None. The SiteWatch General Sales Report does not have a statistics section.

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Unlimited Plans

Plan sales in Patheon do not contain a wash and a discount. If a new member wants to redeem a wash at the time of the plan sale, a separate redemption transaction is used. So when a new member purchases a plan and immediately redeems it, that wash is recorded and reported as a plan redemption wash; it is not included in the single wash count on reports. Tip: Remember to add the plan sold count to the denominator in any capture rate formula.

• SiteWatch Comparison: In general, plan sales contain a wash and discount to allow the new member to begin using their plan at the time of the sale. This wash is usually not recorded as a redemption but rather a wash that is redeemed with a "Today's Wash Discount".

Plan Recharge Settings

Each plan at a site can be individually configured to recharge by day of month or by anniversary date. Before changing a plan's recharge method, consider the behavior and pattern changes this may cause for recharge reports.

• SiteWatch Comparison: All plans can only be recharged by day of month or anniversary for each location.

Plan reload configuration includes the ability to specify plan length in months. Plans can be configured to reload for multiple periods where a single period is equal to one month. Recharge patterns may change if these settings are changed.

• SiteWatch Comparison: All unlimited ARM plans recharge on a monthly bases. This can't be changed.

Grace period and retry period can be configured per plan. Changing either of these may result in a slight change in plan decline patterns. If plans are dropped below the normal retry count, less declines may be seen. Likewise, if plans are increased above the normal retry count, more declines may be seen. The same pattern change can happen with successful recharges.

Patheon Portal includes a manual reload function, so sites may want to consider a shorter grace period than normal. Note: The grace period should be shorter than the retry period. Also, if a plan seems to have a higher churn rate, be sure the correct retry count is configured for the plan.

• SiteWatch Comparison: Plan retry and grace period are set per location, not per plan.

Multi-Vehicle Plans

Multi-vehicle plans are multiple vehicles assigned to a single customer record. There is no concept of a group leader or members in Patheon. It is a subscription that allows the user to have multiple vehicles tied on one plan and still pay per vehicle. Since the vehicles are all assigned to the same customer record, there is no group leader or group members. The customer is charged for each vehicle active in the plan within a transaction. This enables an easier workflow for onsite staff and customers via the EWA customer app. Vehicles can be easily added, removed, or swapped between plans without the need to find a group leader. For reporting purposes, this means that each vehicle does not have a separate plan record and therefore plan counts may be lower than what is reported in other point-of-sale systems.

• SiteWatch Comparison: Group/family plans have a single plan tied to many customer records. One customer record is set as the leader and the rest are members. Adding a member to an existing plan is recorded as a new plan sale.

A plan vehicle may be removed from a plan with a refund, but it is not recorded or reported as a termination in Patheon. Instead, a transaction will be assigned an Updated status and the LineItemAction Plan Vehicle is removed.

Users can also choose to remove a plan vehicle on the next recharge. Here, the plan vehicle is removed at the next recharge, but the plan is not recorded or reported as a discontinue transaction. The plan or refund count in the General Sales Report will not match the plan termination count in the Summary section, or in other reports (e.g., Plan Analysis Report); the plan is still active with one less vehicle. This also means that if plan terminated transactions or discontinued transactions are exported, they will be for the entire plan rather than for a member of the plan.

• SiteWatch Comparison: Removing a member from a plan results in a plan termination or plan discontinue that is counted as a plan lost. Removing a group leader from a plan requires the entire plan to be terminated, severing the customer group, and recreating that group without a new leader and reselling them into a plan.

Multiple plans can be assigned to a single customer record as long as there is a vehicle for each plan. For example, customer "Sam Smith" can have one plan assigned to his main vehicle, and a different plan assigned to his second vehicle. As a result, there are less customers in plans than there are in plan counts. This is due to some customers having more than one plan.

• SiteWatch Comparison: SiteWatch only allows one plan per customer record. If the customer wants a vehicle in a separate plan, they must have a second customer record.

Plan Recharge Processing

Plans are submitted for renewal in batches throughout the day from the cloud (this means if there's an onsite issue, reloads will still be processed). The current day's recharge count will not be complete first thing in the morning. Allow the batch time to process and the counts will begin increasing.

• SiteWatch Comparison: Nearly all SiteWatch sites submit ARM recharges at 5:00 am on their site Server and these are completed in one job (not in batches).

Time-Based Manual Reload Plans

Time-Based Manual Reload (TBMR) plans are tracked in Patheon and customers can choose to renew those memberships manually. They are included in unlimited plan data on reports, so there may be an increase in overall unlimited usage, and there may be an increase in plan loss or churn.

• SiteWatch Comparison: Club plans/cash plans are not tracked in SiteWatch and these members are not given the option to renew.  They can rejoin or repurchase the plans, but a renewal option is not available.

Plan Sale Promotions

Promotions for plan sales can be configured so that former plan members are ineligible for the discount. This can help reduce voluntary churn if customers aren't able to drop and rejoin a plan at a discounted rate. It also means that in some cases when a plan is purchased, it is purchased at full price (rather than the promotional price) because the customer was formerly a member.

• SiteWatch Comparison: In SiteWatch, plan promotions are available, but there isn't a check to see if the customer previously belonged to a plan.

Plan Recharge Promotions

Promotions for plan recharges can also be configured. In those instances, Unlimited $/car or Unlimited Reload Revenue may reflect a slight decrease in the data, due to discounts being included in the revenue total.

• SiteWatch Comparison: In SiteWatch, plan discounts used for plan recharges or plan sales are not included in plan revenue amounts.

Plan Terminations

Plan termination refunds are recorded and reported as an expense. As a result, plan terminations are not included in plan revenue in reports.

• SiteWatch Comparison: In SiteWatch, plan terminations are included in plan revenue.

Plan Analysis Report

The Plan Analysis Report provides plan statistics for a specified date range. It includes details on all unlimited plans as well as unit plans.

• SiteWatch Comparison: The SiteWatch Plan Analysis Report is similar, but it is only for ARM plans, and only provides data for a 30-31 day range.

Plan Customer Detail Report

The Plan Customer Detail Report provides a list of all customer plans that had a status activity within the date range selected. Status activities include things such as plan reload, plan terminated, etc.

• SiteWatch Comparison: The SiteWatch Member Analysis Report displays all plans that are active or had an active plan in the past 60 days. The report can only be ran for a single date.

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Security Audit

A Security Audit Report provides authorized users better visibility into important security and transaction activity across the system. The report is designed to help users monitor employee actions and investigate potential security or fraud-related issues by showing key event details such as time stamps, event types, terminals or locations, outcomes, and related references. Users can filter the report by date range, event type, and employee or actor, and by terminal or location to focus on the activity they want to review. Access to the report is controlled through the Access Security Reports permission, so only users with the appropriate role settings can view it in the reports panel.

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Transactions

Patheon transaction reporting incorporates transaction statuses, sale IDs, and product types to more accurately communicate what occurred in a transaction. In addition, transactions generally cover one type of transaction, rather than multiple types of transactions; for example, a wash plan purchase transaction does not include a wash, which enables the new member to start using their plan immediately. Note: While payment card data is included in transaction reports, processor response details are not.

• SiteWatch Comparison: SiteWatch transaction statuses allow users to see if a transaction or service was completed, as well as the profit centers that are present in a single transaction. SiteWatch often combines multiple transaction types into one sale, such as a plan purchase or plan discontinuing transaction; this can also include a wash and discount.

Transaction Version 1 Report

The Transaction Report V1, available in both summary and detail versions, provides financial transactions in an accrual accounting format. Use this report to look up details for a specific set of transactions. Summary and detail filter options are available to choose what's included in the report. Note: The detail view will display more rows per transaction.

• SiteWatch Comparison: Sale Viewer

Transaction Version 2 Report

The Transaction Report V2, available in both summary and detail versions, it provides financial transactions in a cash accounting format. Use this report to generate an export file of transaction data. Summary and detail filter options are available to choose what's included in the report, as well as the export file. Note: The detail view will display more rows per transaction.

• SiteWatch Comparison: Sale Viewer (export)

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Gift Cards + Prepaids

Prepaid and gift card purchases are recorded as a liability, rather than site revenue; redemptions are then recorded as revenue, and a corresponding liability is debited. A decrease in the total $/car may occur due to prepaid and gift card sales being excluded from total revenue.

Prepaid and gift card sales are generally included in the cash/credit card deposit amounts. Since redemptions are recorded as revenue, the total revenue will not match bank deposit amounts due to dollar amounts coming from liability totals. These are organized in separate sections on the General Sales Report and in other accounting reports.

Note: Prepaids and gift cards are separate product types in Patheon. If a gift card value is greater than its price, contra accounts allow users to track the additional value.

• SiteWatch Comparison: When a prepaid or gift card is purchased, the sale amount is recorded as site revenue. All total $/car amounts include those values. Any prepaid, gift card or ticketbook redemptions are configured as a discount to bring the sale to $0.00, unless a gift card is configured as a tender. In addition, gift cards and independent dollar prepaid cards are organized together. Finally, the price of a gift card is reported for its sale; when they are redeemed, the full value of the redemption is counted toward revenue, including the dollar amount not received.

Prepaid Product Balance Report

The Prepaid Product Balance Report provides the ability to enter a specific prepaid, gift card, or ticketbook code to view all activity for that specific code.

• SiteWatch Comparison: Prepaid & Promotion Balances Report.

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Accounting Export

All Patheon reports can be generated and then exported and downloaded for import in 3rd-party accounting systems, such as QuickBooks.

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