Academy's Sales & Finance module provides a comprehensive set of reporting views that allow you to track orders, monitor transactions, analyse revenue, and manage financial data. This document provides an overview of each report type, explaining what it shows, the data columns available, and how to use key features such as filtering and exporting.
To access these reports, navigate to Sales & Finance in the left-hand menu. The module is organised into three main sections:
Orders and Transactions
Payment Settings
Exports
Note: The reports you will have access to depends on your Sales and Finance role.
This is managed via the user profile, under the Finance & Sales tab. For more information, visit our help article on Managing Sales and Finance Permissions.
Common Features Across Reports
Most of Academy's finance reports have similar search and filter options.
Control
Description
Search
A text search field at the top of the report. Type a keyword such as an order number, purchaser name, or program name to filter the table.
Billing Entity
A dropdown menu that lets you filter records by billing entity. Select All Billing Entities to view records across all entities.
Filter
Opens a panel with attribute-based filters specific to each report. These filters allow you to narrow results by date ranges, statuses, amounts, and more.
Save
Saves the current view configuration, including any active filters and column settings. Available on most report views.
Export
Downloads the current report data as a file. The export includes all records matching your current filters, not just the visible page.
Report Fields
Opens a panel where you can select which fields to include when exporting. Fields are grouped into categories for easy selection. Available on Transactions and Transaction Items.
Sales Orders & Proposals Report
The Sales Orders & Proposals view is the central hub for tracking all sales orders and proposals throughout their lifecycle. It provides visibility over draft orders, active proposals, completed sales, and orders requiring attention.
The left-hand panel organises records into the following categories:
Tab
Description
Draft Sales Orders
Orders that have been created but not yet finalised or sent to the customer.
Draft Proposals
Proposals that are still being prepared and have not been sent to the customer.
Proposals In Review
Proposals that have been sent to the customer and are awaiting their response.
Recently Expired
Proposals or orders that have passed their expiry date without being actioned.
Cancelled Proposals
Proposals that were cancelled before completion.
Abandoned Orders
Orders that were started by a purchaser but not completed.
Pending Payment
Orders where the purchaser has confirmed but payment has not yet been received.
Overdue
Orders where payment is past the due date.
Sales
Completed and confirmed sales orders.
Report Columns
Sales Orders & Proposals report displays the following columns. Scroll right to view all columns.
Column
Description
Order Number
The unique identifier for the order.
Purchaser
The name and email address of the person or organisation purchasing.
Owner
The Academy user who owns or manages this order.
Order Type
The type of order, such as Customer Order or Sales Order.
Updated Date
The date the order was last modified.
Created Date
The date the order was originally created.
Total Price
The total price of all items in the order before tax.
Discount Amount
Any discount applied to the order.
GST
The goods and services tax calculated for the order.
Total Amount Due
The final amount payable, including tax and discounts.
Number of Programs
How many programs are included in the order.
Number of Learners
How many learners are enrolled through this order.
Use the Export button to download data, and Report Fields to customise which columns appear in your export. Report fields are grouped into categories, making it easy to select the data you need.
Transactions Report
The Transactions report provides a complete view of all financial transactions, including invoices and credit notes. It features a quick financial snapshot at the top, including:
Invoice value
Outstanding amount
Paid amount
Tab
Description
All Transactions
Displays every transaction record, including invoices and credit notes.
Credit Notes
Shows credit notes that have been issued. Each credit note has a document number.
Voided
Transactions that have been voided and are no longer active.
Write Offs
Transactions that have been written off as unable to be collected.
Report Columns
The transactions table includes the following columns:
Column
Description
Document Number
The unique identifier for the transaction. Click View to open the full transaction record.
Transaction Date
The date the transaction was created.
Order Type
The type of order associated with the transaction (for example, Customer Order or Sales Order).
Transaction Type
Whether the record is an Invoice or a Credit Note.
Due Date
The date by which payment is expected.
Payment Status
The current payment state – such as Paid or Pending Payment.
Purchaser
The name and email of the purchaser.
Total Programs
The number of programs included in this transaction.
Total Enrolments
The number of enrolments in this transaction.
Sub Total
The amount before tax and discounts.
Discount
The discount percentage applied.
Tax %
The tax rate applied.
Tax
The tax amount calculated.
Total Amount
The final transaction amount including tax.
Credits Applied
Any credit amounts applied to this transaction.
Currency
The currency of the transaction (for example, AUD).
Billing Entity
The billing entity associated with this transaction.
Payment Method
How the transaction was paid (for example, Stripe-card, Pay Later by Invoice, or No Payment Required).
The Transactions report offers extensive filtering through two categories: Transaction Attributes and Purchaser Attributes.
Use the Export button to download data, and Report Fields to customise which columns appear in your export. Report fields are grouped into categories, making it easy to select the data you need.
Transaction Items Report
While the Transactions report shows data at the invoice level, Transaction Items breaks transactions down to the individual line-item level. Each row represents a single fee or purchase item within a transaction, giving you detailed insight into what was sold, to who, and at what price.
Report Columns
Column
Description
Document Number
The parent transaction’s document number. Click View to open the full transaction.
Transaction Date
The date of the parent transaction.
Participant / Learner
The name of the individual learner enrolled.
Enrolment Id
The unique identifier for the learner’s enrolment.
Program
The name of the program the learner is enrolled in.
Program Start Date
When the program begins.
Program End Date
When the program ends.
Item Type
Whether the line item is a Fee or a Purchase.
Transaction UUID
A unique identifier for the transaction in the system.
Purchaser
The person or organisation that made the purchase.
Description
A detailed description of the line item, including the program name and pricing details.
Unit Price
The price per unit for this item.
Discount Amount
Any discount applied to this line item.
Tax %
The tax rate applied.
Tax
The tax amount calculated.
Line Total (Inc. Tax)
The total for this line item, including tax.
Payment Status
Whether this item has been paid (for example, Paid or Pending Payment).
Payment Method
How the payment was made (for example, stripe-card or pay_later_by_invoice).
Revenue Date
The date when this revenue is recognised.
Like the Transactions report, Transaction Items supports filtering, exporting, and Report Fields for customising exports.
Note: Transaction Items is particularly useful for detailed financial reconciliation and for identifying specific line items within larger orders.
Sales by Program Report
The Sales by Program report organises financial data by program, allowing you to see at a glance how each program is performing in terms of sales, capacity, enrolments, and learner movements. This is useful for understanding program profitability and tracking seat availability.
The main Sales by Program report has two viewing modes, accessible via tabs at the top of the report:
All Time shows aggregated totals for each program across all time. This is the default view.
By Month breaks the same data down into monthly periods, with a Month column showing the relevant month and year (for example, January 2026). This view is useful for tracking sales trends over time and comparing month-on-month performance for each program.
Tab
Description
All Cohorts
Displays all cohorts regardless of their timing, combining current, future, and past cohorts into a single view.
Current and Future Cohorts
Programs with cohorts that are currently running or scheduled to start in the future.
Past Cohorts
Programs with cohorts that have already concluded.
Start Anytime Programs
Programs where learners can enrol and begin at any time, without a fixed cohort schedule.
Archived Start Anytime Programs
Start Anytime programs that have been archived and are no longer actively offered.
Report Columns
The Sales by Program report provides a wide range of data points. Scroll right to view all columns.
Column
Description
Program
The program name and cohort identifier. Click View to open the program’s detail page.
Org Unit
The organisational unit associated with the program.
Net Sales Ex. Tax
Total sales revenue after deducting refunds, withdrawals, and transfers, excluding tax.
Total Sales Ex. Tax
Total gross sales amount, excluding tax.
Refunds Ex. Tax
The total value of refunds issued, excluding tax.
Withdrawals Ex. Tax
The total value of withdrawals processed, excluding tax.
Advertised Price
The listed price for the program.
Avg Seat Price
The average price paid per seat, calculated from actual sales.
Total Seats Sold
The number of seats that have been sold.
Max Capacity
The maximum number of seats available for the program.
Capacity Filled
The percentage of available seats that have been sold.
Start Date
The program’s start date.
End Date
The program’s end date.
Delivery Mode
How the program is delivered (for example, Face-to-face or Blended).
Active Enrolments
The current number of active enrolments in the program.
Refunds
The number of refund transactions for this program.
Withdrawals
The number of withdrawal transactions.
Transfers
The number of transfer transactions.
Total Movements
The combined count of refunds, withdrawals, and transfers.
Currency
The currency used for this program’s pricing (for example, AUD).
Billing Entity
The billing entity associated with this program.
Use the Export button to download data, and Report Fields to customise which columns appear in your export. Report fields are grouped into categories, making it easy to select the data you need.
Program Sales Dashboard
The Program Sales Dashboard provides a detailed financial overview for an individual program, showing real-time sales performance, enrolment trends, and revenue distribution across pricing plans. This dashboard helps you track progress toward sales targets and understand how learners are purchasing your program.
Access the Program Sales Dashboard by clicking View next to any program in the Sales by Program report.
Key Metrics
The Sales by Program report provides a wide range of data points. Scroll right to view all columns.
Column
Description
Total Sales
The total revenue generated from all enrolments
Net Sales
Total sales minus any withdrawals and refunds
Seats Sold
The number of enrolments (seats purchased)
Withdrawals and Refunds
Total amount refunded to withdrawn learners
Avg Price Per Seat
The average revenue per enrolment
Total Discounts Applied
Total value of all discount codes used
Sales Over Time
This chart tracks cumulative sales progression against benchmark targets over time. It helps you understand whether you're on pace to meet your sales goals.
Chart elements:
Actual Sales (blue line) – Your actual revenue over time
Benchmark Target (orange line) – Expected sales trajectory based on your target settings
Sales Target (green line) – Your final sales goal
Revenue Date (grey line) – Key milestone dates
Controls:
Target – Adjust the target number based on seat capacity and advertised price
Weekly/Monthly toggle – Switch between weekly and monthly views to see trends at different granularities
Enrolments Over Time
This bar chart displays when enrolments and withdrawals occurred throughout your sales period, helping you identify patterns in learner behaviour and peak enrolment periods.
Chart elements:
Enrolments (blue bars) – When learners enrolled in the program
Withdrawals (red line) – When learners withdrew from the program
Controls:
Weekly/Monthly toggle – Switch between weekly and monthly views
Price Plan Sales Distribution
This section shows how sales are distributed across different pricing plans for your program, helping you understand which pricing strategies are most effective.
Chart view:
Visual representation showing the percentage of total sales from each price plan
Each bar represents one pricing plan with the percentage of sales it generated
Revenue Report
The Revenue report provides a detailed view of revenue recognised across all programs. It shows gross sales, net revenue, tax, and learner movement data, helping you understand the financial performance of each program over time.
Tab
Description
Cohort Programs
Revenue data for programs that run on a fixed schedule with defined start and end dates.
Anytime Programs
Revenue data for programs where learners can enrol at any time.
Transaction Fees
Revenue from transaction fees charged alongside program enrolments.
Report Columns
The Revenue table includes the following columns.
Column
Description
Program
The program name and its unique identifier.
Enrolment Close Date
The date after which enrolments close for this cohort (Cohort Programs only).
Start Date
The program’s start date (Cohort Programs only).
End Date
The program’s end date (Cohort Programs only).
Revenue Date
The date on which this revenue is recognised.
Total Gross Sales Ex. Tax
The total gross sales amount, excluding tax.
Total Net Revenue
The net revenue after adjustments such as refunds and withdrawals.
Total Net Tax
The net tax amount after adjustments.
Total Sales
The total number of sales transactions.
Enrolments
The number of enrolments contributing to this revenue.
Refunds
The number of refund transactions.
Withdrawals
The number of withdrawal transactions.
Transfers
The number of transfer transactions.
Total Movements
The combined count of refunds, withdrawals, and transfers.
Refunds Ex. Tax
The total value of refunds, excluding tax.
Withdrawals Ex. Tax
The total value of withdrawals, excluding tax.
Transfers Ex. Tax
The total value of transfers, excluding tax.
Total Adjustments Ex. Tax
The combined value of all adjustments (refunds, withdrawals, and transfers), excluding tax.
Currency
The currency of the revenue (for example, AUD).
Billing Entity
The billing entity associated with this revenue.
The Revenue report can be filtered by Transaction Attributes and Program Attributes, allowing you to narrow results by date ranges, program details, and other criteria.
Custom Exports
The Custom Exports section, found under the Exports heading in the left-hand menu, provides access to system-generated export files. These are typically automated files produced by integrations or scheduled processes.
The Custom Exports list displays two columns:
Column
Description
File Name
The name of the exported file. Click on a file name to download.
Created Date
The date and time the file was generated.
Custom Exports include outstanding invoices files, payment records, transaction exports, and daily payment gateway files. These files are sorted by date, with the most recent exports appearing first.
Note: Custom Exports files are generated automatically by the system. They are useful for importing data into external accounting or reporting tools.
