If you're responsible for bookkeeping at your venue, use this guide help you get set up to make your job easier and find answers to some of the most frequently asked bookkeeping questions.
Set up your venue
In ROLLER, you can choose between cash or accrual accounting for recognizing revenue. The difference between cash and accrual accounting lies in the timing of when revenue is recognized for accounting purposes. With accrual accounting, you'll also have access to additional reports and data.
Cash accounting recognizes revenue when money is received (ie when a guest purchases tickets in ROLLER), while accrual basis accounting records revenue when payment is earned (ie when guests attend the booking).
While accrual accounting is generally considered a more effective method for managing a business, cash accounting serves its own purposes and can be useful in certain situations.
Refer to the following guides to learn more about the difference between cash and accrual accounting and how to switch from accrual to cash accounting.
In ROLLER, reporting categories help you organize data for multiple products under a specific category and GL code. Each category is linked to a GL code, making it easier to group products for reconciliation. For the best results, assign all products to a reporting category when using this feature.
- Refer to the guide Create your reporting categories to learn how to create your reporting categories, assign GL codes and add products to the GL codes.
- Reporting categories appear in the Detailed Product Sales report, Revenue Recognition report, Trial Balance report and Ledger Summary report.
- Watch the ROLLER Academy video on reporting categories.
Pay ROLLER subscription invoices
Where do I find ROLLER invoices to pay for our ROLLER subscription?
You can view and download your venue's ROLLER invoices within Venue Manager.
Find your venue's ROLLER invoice
Report on sales takings and recognized revenue
Use the Detailed Product Sales report in ROLLER, filterable by date range and product, to see total sales and funds received for the selected time period.
If you're using accrual accounting, the report adds columns displaying recognized revenue based on ticket redemption at POS or ticket expiry.
For a daily snapshot of sales and attendance, opt for the Daily Summary report for a specific day. Alternatively, check the Venue Manager dashboard for a quick summary of sales, expected headcount, and recognized revenue (accrual only).
You can use the Revenue Recognition report for both cash and accrual accounting. It allows filtering by date range and transaction type, and if you're using accrual accounting, additional columns show fund movements from the initial transaction to deferred revenue, and finally to gross and net revenue.
First, map your transactions & and events to Xero GL Codes and tax descriptors in Venue Manager. Then, use the Xero Export report to produce an export of a CSV file for Xero.
The reporting homepage in Venue Manager provides access to all available reports grouped by use.
Use scheduled reports to automate report delivery by email.
The GL name "Unassigned" means there are products which don't have a reporting category assigned. It's important to make sure all products have been assigned a reporting category to get the most form the Ledger Summary report and reporting categories overall.
Take a look at our Academy video on how to find unassigned products.
Reconcile payouts and transactions with ROLLER Payments
You can reconcile your payouts via the ROLLER Payments Payout Export report.
The ROLLER Payments Dashboard allows you to view a real-time balance of pending and deposited funds. The dashboard also enables you to monitor the total value of your authorized and refunded transactions for the period.