Finance dashboard

At the top of the page you will find 6 totals some with a circular visual. You can find out what these mean by clicking on the ? tooltip next to them. These are also defined below 👇🏼

The data in this main overview is tied to your weekly sales and should help you catch payment issues and monitor refunds and credit transactions. It should help to give you a feel for what a ‘good’ week looks like.

Total value of product sold, minus refunds. Circle visual includes ‘balance’ - made up of failed payments and ordered products cancelled but not yet refunded, ideally £0.

Total sales divided by number of orders.

Payments received via credit. A customer credit account will be debited before their card if it exists.

Payments successfully received via card. May be higher than Total sales if refunds have been made.

Refunds to card + refunds as credit. Note - if a customer has an active credit facility the default refund method will be as credit.

Figure does not include VAT (though circle visual does). Calculated on successful card payments only. This reflects fees associated with this week’s orders, which may vary slightly from the card transactions that your invoice is calculated on.

The payment data from the week’s orders are summarised in a table located at the bottom of the overview page.

This builds as your orders are processed throughout the week.

In this table as you will see from the images they are split up by Order number, Total, Balance, Paid Card, Paid Credit, Refund card and Refund credit. You can sort and filter by these headings to help you find what you need.

The summary table will help you catch any unpaid balances which may originate from (for example) manual orders created after the deadline or from failed card payments.

You can find any owing balances by sorting by balance.

Every week we should aim for there to be no owing balances in this list, meaning you have no outstanding payments to resolve.

Any balances that are a positive amount (Eg £10) will be money owed to you by the customer as shown in the example.

Any balances that are a negative amount (Eg -£10) will be money you owe the customer, for example from a cancelled order that is yet to be refunded.

Once you have sorted by balance the orders that are yet to be paid will be grouped at the top of the list.

Open up the dialog box by clicking view order. Check over the order and then settle the balance which will charge the customers card or take from any credit they have on their account.

The card transaction tab lists data in the following columns: Order number, Transaction amount, Fees, Fees VAT, Transaction type (payment or refund) and transaction date. You can also view the orders they are connected to by clicking ‘view order’.

The Fee amount is the total fees deducted from the card payment this includes our fee and the stripe payment processing fee.

Fees VAT is the total VAT that is charged on top of the Fees. For example the amount charged for an order of £15.

Fees = 3.75% (1.25% Stripe Fee + 2.5% GG Fee) = £0.56.

20% VAT on £0.56 = £0.11.

The credit transactions tab will display any orders that have been paid for by credit or any refunds that will have been made as credit.

You can export data from any of these tables for your records. Hit the export button and then you can either download as a CSV or print/save as a pdf.

In the table below it summarises the last 10 payouts with the following data: Payout amount, Status (Paid or in Transit), Initiated date (this will be when the orders were processed), Expected arrival (when you can expect to receive the money).

In the Invoices page invoices are automatically generated using transactions that have taken place over a calendar week. These invoices are for accounting purposes. As mentioned in the explainer at the top of this guide: You will note dates are stated on each invoice. An invoice for the last 7 days is generated as soon as each calendar week ends, (after 23:59 on Sunday night). Examples of this in action: 1. If your order deadline for any delivery round is a Sunday night at 11pm (let’s pick week 46 in this example), any transaction that completes before midnight will fall into the invoice generated on the Monday of week 46, along with any other transactions over the previous 7 days. 2. If you have a failed payment in week 45 and successfully collect it during week 47, it will land on the invoice generated on dates that sync with week 47.

The data in the invoice shows the total Fees (Stripe + GG Fee), VAT that we have charged on top and the total of those two amounts together that you have paid. This amount will already have been deducted as a split of each transaction, these invoices are for accounting purposes only.

You can view the transactions that are linked to the invoice by clicking on transaction details. This will list the transactions with an order number, the transaction amount, Fees and the VAT charged on the Fees.

You can download this data by clicking export and downloading as a CSV.

At the risk of sounding like a broken record (yawn,🥱 sorry) our development workload is exciting but HUGE - therefore we need to make tough decisions on how to prioritise work on a regular basis - some of the updates to follow in the coming months will be very cool (this one is too!) but we are also aware that some of them, while a big leap in the right direction, are not the finished article.

There are a number of ‘nice to haves’ that we would love to have included in this update yet haven’t - the main reason for this is that we can deliver a greater return on investment for you in other areas. Some small updates may sounds simple, but could require us merging fields from a different data set that would require doubling the data loading, losing performance and/or slowing the release through significant optimisation work that would need to happen now.

Our view is that if this missing ‘nice to have’ can already be found or performed in another area of the system then it isn’t critical today - we’ll move on to new functionality, looping back to upgrade this area as soon as we can. We’ll also end up with a better product if we take your feedback from using a simpler version 1.0 to help build a more advanced v2.0.

The more feedback we get from you the better, please shout at us to let us know what you like, what you don’t, and what you think is missing. Some of the things we’re aware of are listed below - do let us know whether you agree.