Reports

Patheon records and tracks financial activity, and provides that data in a variety of formats, including paginated reports in Patheon Portal. This data can be viewed on-screen, printed, or exported for use with third-party accounting solutions. Additionally, financial data is available in other Patheon components, including the Patheon Insights 2.0 business intelligence dashboards.

  • Generate paginated reports for a single date or range of dates
  • Generate paginated reports for a single site or multiple sites
  • Export paginated reports to CSV, HTML, PNG, MHT, PDF, RTF, TXT, XLS, XLSX, or DOCX

Use paginated reports in conjunction with the included mobile-friendly  Patheon Insights 2.0 business intelligence dashboard feature for a complete picture of your business.

Get Started

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

FAQs

General

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

    Several things can create a car count discrepancy. 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.

  • 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 Statistics Dashboard (Insights Mobile App): Use this dashboard to review the current date's wash statistics, such as Total Car Wash and Plan Statistics.

    Multi-Site Comparison Dashboard (Insights Mobile App): 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 a few other plan stats.

    Sales Comparison Dashboard (Insights Mobile App): Provides basic wash stats, such as Full Car Count breakdown, along with Capture Rates and a few other plan stats. These are not broken out by site though users can filter by site if they choose.

    Rewash Analysis Insights 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 entered

    Wash Stats Dashboard: View car counts broken down by type, product, and site. View the data by year, quarter, month, week, or day for any date range. Note: This dashboard includes wash and $/car stats for each wash type.

    Wash Efficiency Insights Dashboard: Use this dashboard to compare wash stats for the current date to previous dates.d

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

  • 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 Version 1 and 2 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.

  • 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 with a filter for the last 4 digits of the customer's payment card.

  • 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.

Deposits + Credit Cards

  • Why does Bank Deposit Report revenue not match General Sales Report revenue?Why does Bank Deposit Report revenue not 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 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 do credit card deposits not match bank deposit reports?Why do credit card deposits not match bank deposit 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, sometime 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 customer service to review this detail.

    Batch Times: If the fees aren't the issue and the dates are correct, compare credit charges with what the processor has recorded. Use the credit card report provided in Patheon, and pull all settled transactions from the processors portal for comparison. Verify the batching times aren't causing daily transactions to be spit into multiple settlement days. On the processor site, export your settled transaction and look at the date the transactions came through versus 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 to allow us to research this issue for you. Be prepared, as we may need some assistance on your end with data from the processor. We will more than likely need to compare to what's recorded in Patheon with what's recorded with your processor.

  • 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.

  • 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.

Wash Subscriptions

  • 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.

  • 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 Wash Stats Dashboard, Multi-Site Comparison 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 widget provides another dashboard that can be exported with a list of all active plan members (any plan member whose plan has not ended).

    Plan Usage Dashboard: Export 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. Select the Voluntary Churn widget to access a secondary dashboard that populates a pivot chart of all customers that churned for the selected month.

  • 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 Reload  Dashboard: View and compare current and past successful renewal counts to declined counts. Easily compare renewals across sites. Note: Although it includes renewal revenue amounts, this data is designed to make renewal patterns easily accessible. For example, declined transactions will stack up each day the more retries that are performed, therefore using this dashboard to see a decline plan count along with the transaction count can be useful.

    Customer Plan 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 Version 2 Report: 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 wash subscription churn rates, including voluntary churn and involuntary churn. Drill-down into each churn type to view which plans and which customers are driving the churn rates.

    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.

Gift Cards + Prepaids + Ticket Books

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

Transaction Report V1

Transaction Report V2

House Account Activity Report

Prepaid Product Balance Report

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

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 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 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.

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 means 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 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: Yes.

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 use 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 into that same sale, allowing the consumer 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.

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 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. 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 concept of a 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 easily be 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 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 a 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 record "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 batches 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 given.
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 formally 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

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.

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

Available in both summary and detail versions, it 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

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)

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.

A prepaid and gift card sales will generally be 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

Enter a prepaid, gift card, or ticketbook code to view all activity for that specific code.

  • SiteWatch Comparison: Prepaid & Promotion Balances Report.

Accounting Export

Generate and download CSV export files of items, accounts, transactions, sites, and profit centers, which can then be imported in 3rd-party accounting systems, such as QuickBooks.