[ Reports ]

Transaction Summary Report #

After the monthly statements, the transaction summary report is probably the most important report produced by Max2. It summarises the transactions in the system for a period of time, usually a month.

Options Dialog Box #

The transaction summary report can contain any subset of a large number of tables. An options window is used to select those to be printed.

The two option buttons in the top box determine the way in which the transactions are selected - all of the non-deleted transactions for the current month or a selection of transactions for the month or some other period. The All and None buttons turn on and off, respectively, all of the tables. The Options button next to the Launches table check box selects options for that table, as described below.

Table: Sales by heading #

This table summarizes all of the selected transactions by heading and by "heading application class". The application class can be:

Application class Description Transactions
Sale An actual sale. Course Sale
Trial Lesson Sale
Membership Sale
Flying A flight transaction where a member takes on the obligation to pay for a flight or loses some credit previously gained. Glider Flight
Power Flight
Debt A transaction where an account is debited by an amount of money other than for a flight or sale. Debit
Credit A transaction where an account is credited with an amount of money. Credit

Typically, individual headings are mostly intended to be used with one application class. E.g., the heading "Members' Flying" would be for Flying, "Course Fees" for Sales and some miscellaneous headings, e.g., "BGA Capitation Fee" would be dealt with as debits. However, debits and credits are also used for corrections under the appropriate headings.

The way in which data is extracted from the individual transactions and applied to the headings is shown in this table:

Transaction type Amount source Heading source
Course Sale Transaction field, entered on course sale window, default from course type. Transaction field, set from course type.
Trial Lesson Sale Transaction field, entered on trial lesson sale window, default from trial lesson type. Transaction field, set from trial lesson type.
Membership Sale Transaction field (membership-fee), entered on the membership sale window, default from the membership type. Transaction field (membership-fee-heading) set from the membership type.
Transaction field (joining-fee), entered on the membership sale window, default from the membership type. Transaction field (joining-fee-heading) set from the membership type.
Glider Flight Transaction field (total-fee), computed by the charging rules. Transaction field (heading), computed by the charging rules.
Power Flight Transaction field (total-fee), computed by the charging rules. Transaction field (heading), computed by the charging rules.
Debit Transaction field set in the debit window. Transaction field, selected in the debit window.
Credit Transaction field set in the credit window. Transaction field, selected in the credit window.

Headings included #

The headings listed in the table are:

Things get complicated if a heading has been created or deleted during the range of months in question. Of course, this can only happen if the report is printed for a period outside the current month.

If a heading appears in one of the transactions but not in the current month it will be shown with the name Heading<n> where <n> is the internal number used to reference the heading.

If a heading has been renamed then the name at the end of the current month is used.

If a heading is deleted and another with the same internal index is allocated (in a following month) then the two will be accumulated together (i.e., the internal index is used for the accumulation). The name displayed will be that present in the current month.

Zero values #

Transactions are included in the counts for individual headings even if the associated amount is zero. Typically, this applies for joining fees on membership sale transactions - such transactions always appear as two separate counts even in the common case where there is no joining fee.

Totals #

The Balance columns on the right show the total of the counts of sales, flying, debits and credits applications but the monetary balance is the sum of the sales, flying and debits less the credits amount.

The Totals row across the bottom of the table simply sums the columns above each value.

Table: Sales by heading and membership class #

Titled as Sales by resulting membership class and heading, this table is similar to the Sales by heading table except that the transactions are also broken down by the membership class of the account.

The membership class used is the one which applies to the account's balance immediately after the transaction has been applied. This means that, in the case of membership, course or trial lesson sale transactions, the membership class is ordinary, course or trial lesson respectively.

Unlike the Sales by heading table, this table only contains entries for membership class/heading combinations for which there are actually transactions. It does, however, include such combinations for which all the transactions have zero value.

The results are sorted by membership class and, within membership class, by heading. As with the Sales by heading there may be issues with headings which have been renamed or deleted.

Table: Cash received by heading #

The Cash received by heading table summarises all of the selected cash received transactions. They are broken down by their cash headings.

The cash received transactions are Cash Received (obviously) and Trial Lesson Sale (slightly less obviously). Trial lesson sales are assumed, for simplicity, to always be accompanied by payment. This is usually true except in the cases of trial lessons sold through third party organizations which are subsequently invoiced. In those cases, a special heading can be used (e.g., Trial Lesson Invoiced).

For the Cash Received transactions the heading used is specified by the cash-heading field which is set manually by the operator in the Cash Received Entry window. Actually, the operator can enter cash amounts for any of the defined headings - one transaction is posted for each heading for which an amount is entered. Refunds can be entered as negative cash received amounts.

For Trial Lesson Sale transactions the heading is also stored in a field called cash-heading. This is set when the transaction is posted from the cash heading specified in the trial lesson type.

Table: Cash received by heading and membership class #

This table is very much like Cash received by heading table except that the transactions are also broken down by membership class. Only entries for which there are actually transactions appear, though transactions for zero amount (e.g., trial lesson tickets donated to charity) are included.

For each combination of membership class and cash heading the first up-to five account numbers are listed to the right of the transaction summary details. These can be useful when trying to find out why unexpected combinations of cash heading and membership class appear.

Table: Membership class changes #

This table shows the changes of membership class of proper accounts. A typical example of a membership class change is the sale of ordinary membership to an account which previously had course membership. These changes are important when the accounts have non-zero money balances as the effect is to transfer a debit or credit from one membership class to another.

As well as the "real" membership classes: none, ordinary, temporary and course, there's a "virtual" membership class: deleted for accounts which have been deleted.

The transaction types and resulting membership classes are:

Transaction Type Resulting Membership Class
Membership Sale Ordinary or Temporary
Course Sale Course
Membership Closure None
Account Deletion Deleted

All transactions of these types which result in a membership class change are included. That is, transactions which do not result in a class change (e.g., renewal of an existing ordinary membership) are not included but transactions which do change the membership class are included, even when the account has a zero balance.

Accounts with zero or credit balance are separated out into a different column from those which are in debt before the transaction. The net transfer columns show the total number of accounts making a transfer and the total balance transferred.

The first five accounts making the transfer are shown on the right of the table. These can be helpful for the investigation of any unusual combinations.

Note that a single account can appear more than once in this table - particularly if the table is printed for a period longer than one month. A likely example would be a new account sold course membership (None to Course) which later buys full membership (Course to Ordinary).

Table: Glider flying #

The Glider flying by glider table summarizes the selected Glider Flight transactions, dividing them up on glider-number and membership class. Flights with a glider-type containing "Private" are collected together as "Private".

In the body of the table there is one row for each glider (including one for private gliders). For each membership class and for the totals for all membership classes there are three columns:

The total Soaring Fees column on the right is the sum of the soaring-fee fields for the flight transactions.

Table: Glider flying by heading #

The Glider flying by heading table is like the Glider flying by glider table except that it is broken down by heading, rather than by membership class, and more details are given for each heading.

When the flights for a heading are fixed price (typically used for trial lesson groups) then the format of the table entries for that heading is slightly different, as described below. In the unusual case that there are flight transactions for a heading which are fixed price and other flight transactions which are not the two forms are separated out into different columns groups, one with each format. For these purposes, a flight is regarded as fixed price if the fixed-price field is defined, non-zero and equal to the total-fee field.

This table can potentially be very wide. As a result it is divided into a series of separate tables which repeat the glider numbers with as many headings across as will fit on a page. When this happens each sub-table is labelled with text such as (pg. 1 of 4) at the top right.

For each heading the first three columns have the same meanings as the correspondingly named columns in the Glider flying by glider table.

The Soaring fees column is present for flights which are not fixed price and is the total soaring fees (field soaring-fee) charged to the glider/heading combination. Aerotow Height is simply the total of the aerotow-height fields from the transactions. The final column is normally Aerotow Fees and contains the sum of the aerotow-fee fields but for fixed-price flights it is Fixed Price and contains the sum of the fixed-price fields.

Table: Launches #

The Launches table gives a breakdown of the glider launches for the selected transactions. Power flying is not included in this table.

Options #

This table is unusually flexible in that the information used to classify the flights can be selected. This is done using the Options... button next to the check box for this table in the Transaction Summary Report Options dialog box which accesses the Launch Table Options dialog box:

The first block of options (Month through Height) are used to select the attributes used to classify the launches into different lines in the table, via the left hand column of check boxes, and which of those lines should be included in groups for sub-totals, via the right hand column of check boxes.

For example, if the left-hand check box for the Glider attribute is checked then, for each glider launched in one of the selected transactions a separate row in the result table will be included. If there are other left-hand check boxes checked then those other attributes may result in more than one row being included for the glider.

Checking each of these options causes the associated column to be included in the table.

Because it only makes sense to sub-total on attributes which are used to select launch rows, setting the sub-total box for an attribute will automatically set the row check box, and similarly, clearing the row check box will also clear the sub-total check box for the attribute.

Similarly, use of the date (effectively the day in month) attribute for rows and/or sub-totals requires the use of the month attribute for that function as well.

The Launch Method only applies to organizations which are setup for winch launches.

It is not sensible to select a sub-total for all of the attributes for which rows are selected because then each sub-total will simply be the same as the single preceding row which it matches.

The smaller block of options at the bottom of the dialog box (Aerotow Fees through Total Fees) control which additional information is included in the table without affecting the way in which the launches are classified.

Table Layout #

All but one of the columns in this table can be either present or not-present depending on the options selected in the Launch Table Options dialog box.

Column When Present Contents
Month Month selected but date not. YYYY-MM of launch.
Date Date (and therefore month) selected. YYYY-MM-DD of launch.
Method Selected in options (organization with a winch). Winch or A/T, followed by tug registration if tug selected in options.
Tug Selected in options (organization without a winch). Tug registration.
Glider Selected in options. Glider registration or Private
Heading Selected in options. Heading name.
Memb. Class Selected in options. Membership class.
Height Selected in options. Aerotow height in feet.
Count Always. Number of launches matching this row.
Total Height Height not selected in options. Total height for the launches in this row.
Aerotow Fees Selected in options. Total aerotow fees charged for the launches in this row.
Actual Soaring fees selected in options. Total flight time for the launches in this row.
Charge Soaring fees selected in options. Flight time for which soaring fees were charged for the launches in this row.
Soaring Fees Soaring fees selected in options. Total soaring fees charged for the launches in this row.
Total Fees Selected in options. Total fees charged for the launches in this row.

Table: Power flying #

The Power flying table summarizes all power flying by club aircraft other than aerotowing, except that aerotow retrieves are included in the table. These are flights entered via the Power Flight Entry window. Flights are classified by aircraft (registration) and heading. As such, this table is somewhat financially orientated, for details of the actual flying by the aircraft the Powered Aircraft Log Report is a better source of information.

In all cases there are columns for the aircraft registration, the heading, the number of flights by the aircraft for the heading and total fees charged. Depending on the data which is actually present there are also pairs of columns for each of the flight, hobbs and tacho times and retrieve nautical miles and their corresponding fees.

For reasons which are not entirely clear at the time of writing, there might also be an extra heading (Flight, Hobbs or Flight/Hobbs) across the flight and/or hobbs columns.

Table: Trial lessons flown #

The Trial lessons flown table summarizes all of the selected flight transactions (glider or power) for which the membership class of the paying pilot is trial lesson.

There is one row in the table for each group of flights classified on the trial lesson type, sale month, flight month and fee paid for the trial lesson. For each such group the number of flights (Count) and Total fee are shown where the total fee is simply the fee paid for each trial lesson times the count of flights.

The Liability columns show the decrease in the club's financial liabilty with respect to outstanding trial lessons as a result of these flights. Booker trial lesson tickets sold since some time in, about, the 1980s are only formally valid for 12 months so after that time they are no longer a technical liability on the club. Therefore flights up-to and including 12 months after the date of sale are shown as reductions in liability (the liability count and value columns repeat the count and total columns). Flights for 13 or more months after the ticket sale are shown as "-" and not included in the liability total. See also the Account Summary Report for balance information on these liabilities.

The Accounts column shows up to the first five account numbers in each group (depending on the group size and the paper width). These can be useful in tracking down the reason for unexpected combinations appearing in the table.

Table: Course sales #

The Course sales table summarizes the selected course sale (Course Sale) transactions. The sales are classified into rows on course type, course sale heading, fee paid, aerotow credit (in feet) and start month.

For each such class of course sale the number of relevant sales is shown and the total fee (simply the course sale fee times the number of sales).

Table: Membership fees #

The Membership fees table summarizes the membership fees (as opposed to joining fees) for the selected Membership Sale transactions. Membership sales are classified into the table rows by the membership class (which will be Ordinary or Temporary), membership type, membership fee paid, the fee heading and the course start month.

For each such combination the count of sales transactions and the total value (count times fee) are shown.

Table: Joining fees #

The Joining fees table summarizes the joining fees (as opposed to membership fees) for the selected Membership Sale transactions. Membership sales are classified into the table rows by the membership class (which will be Ordinary or Temporary), membership type, joining fee paid, the joining fee heading and the course start month.

For each such combination the count of sales transactions and the total value of the joining fees (count times fee) are shown.