The Trial Balance report in ROLLER summarizes financial activity for a day, date or date range, with a maximum limit of 31 days. It helps you monitor funds received, revenue recognized and outstanding balances to help support accurate financial tracking and reconciliation.
Rather than showing trends over time, this report provides a snapshot of financial movement within your venue. It consolidates debits (money received) and credits (revenue and liabilities) to show where funds are coming from and where they are allocated.
When to use the report in ROLLER
Use the report to:
- Check financial activity at a glance – View summary totals for the selected timeframe (maximum 31 days).
- Monitor revenue records – See how much revenue has been deferred, recognized or is outstanding for the selected timeframe.
- Ensure accurate daily balances – Identify discrepancies early for a seamless reconciliation with your accounting software.
- Track financial trends – Understand the flow of payments, redemptions, and liabilities in a single report for the selected timeframe.
Access the report
- From Venue Manager, go to Reports.
- Search for and select the Trial Balance report.
- Customize the date or date range for the accounting period you need, with a maximum limit of 31 days. The default is today.
Example:
- If you select December 15 – January 31 (48 days) - The report will automatically adjust to show only December 15 – January 14 (31 days from the start date).
- If you select January 1 – January 31 (31 days) - This works because it is within the limit.
What are debits and credits?
In double-entry bookkeeping, each transaction is recorded with both a debit and a credit. Debits, which are entered on the left side, increase asset and expense accounts. Credits, recorded on the right side, increase liability, revenue and equity accounts. These entries have opposing impacts and should always be balanced.
While the trial balance in ROLLER is not a true accounting trial balance, it follows the same principle by summarizing financial activity into debits (money received) and credits (revenue and liabilities). This allows you to monitor payments, redemptions and outstanding balances in a structured format, helping to maintain accurate and aligned financial records for reconciliation.
Understanding debits and credits in the report
The ROLLER report categorizes debits and credits separately, and any discrepancies are automatically calculated. While a balanced report is ideal, imbalances can occur. Regular monitoring helps you quickly identify and resolve discrepancies.
Debits in the report
| Term | Definition |
|---|---|
| Funds Received | The total amount of money received across various payment methods and sales channels, including taxes, fees and gratuities. Unlike the Detailed Product Sales and Revenue Recognition reports, where gratuities are excluded from Funds Received values, they are included here as based on overall funds received, not only booking items. |
| Gift Cards Redeemed | The total monetary value of gift cards that guests have redeemed stored values for purchasing products and tickets at your venue. |
| Deferred Revenue Recognized | The total value of pre-purchased items that have been redeemed at POS or expired due to non-attendance within the selected date range (you can only select up to the last 31 days). This amount represents only the portion of deferred revenue that was recognized during the filtered timeframe. |
| Accumulated Accounts Receivable | The total amount of money owed by guests for bookings that have past their scheduled date & time, but have not yet been paid for, within the selected timeframe. |
| Gift Cards Discount | This represents the total discount value applied to gift card purchases, including discounts applied using gift card discount codes set up in ROLLER when staff issue a gift card from POS and complimentary gift cards issued via POS as complimentary tender. It also includes gift cards issued from Venue Manager with "No payment" (ie complimentary, guest gift or donation). Tracking gift card discounts helps you measure the value given away versus actual revenue collected and ensures accurate reporting on discounted gift cards at the end of a reporting period. Important: Manual top-ups added to a guest’s gift card in Venue Manager are not recorded here. To ensure proper tracking, always issue a new complimentary or discounted gift card from POS or issue a new gift card from Venue Manager using No Payment as the payment method or a custom, lower-cost amount. |
Credits in the report
| Term | Definition |
|---|---|
| Tax Payable | The total amount of tax owed on recognized revenue by reporting category. |
| Net Revenue | The recognized revenue amount remaining after taxes have been deducted by reporting category. |
| Accumulated Deferred Revenue | Money received for bookings scheduled for the future, but not yet redeemed at POS or expired for the selected timeframe only. To see the total deferred revenue balance for all history, review the Deferred Revenue by Bookings report. |
| Cash Variance | The difference between actual cash on hand and what was expected after POS tills are closed. |
| Gift Cards Purchased | The total value of all gift cards that guests have purchased (not redeemed for products). |
| Gratuity | The total amount of tips or gratuities received. |
| Fee Revenue (including tax) | The total amount of fees collected, including any associated tax on fees. |
| Tax on Fees | The total tax amount charged on the processed fees. |
| Accounts Receivable Collected | Payments received for outstanding amounts on bookings. |
| Gift Card Discounts Used | This refers to the total amount of gift card discounts redeemed for purchases when guests use discounted gift cards. This includes the discounts from both gift card discount codes and complimentary (free) gift card values. |
Difference
The difference at the bottom of the trial balance report indicates any discrepancies between the total debits and total credits. Ideally, the total debits should equal the total credits in a balanced trial balance report.
Why might the report not balance?
The most common reason for an imbalance in the Trial Balance report is manual adjustments without a corresponding entry.
Example: If a gift card balance is manually increased in Venue Manager, guests can redeem the gift card to pay for tickets or purchases without ROLLER recording any funds received or deferred revenue. This results in revenue being recognized without a matching debit entry, causing an imbalance.
Fix: Instead of manually adjusting gift card balances, always issue a new complimentary or discounted gift card from POS, or issue a new gift card from Venue Manager using No Payment as the payment method or a custom, lower-cost amount, to ensure the transaction is properly recorded with the correct funds flow.
How does the report track deferred revenue?
The Trial Balance report tracks deferred revenue in two key ways:
- Accumulated Deferred Revenue – The total amount of prepaid funds collected for future bookings during the filtered timeframe. This includes tickets and other prepaid purchases that have not yet been redeemed at POS or expired.
- Deferred Revenue Recognized – The portion of previously deferred revenue that has been redeemed or expired within the filtered timeframe, moving from deferred revenue to recognized revenue.
The difference between Accumulated Deferred Revenue (new prepayments) and Deferred Revenue Recognized (used or expired prepayments) tells you how much your deferred revenue balance changed during the filtered period.
Accumulated Deferred Revenue - Deferred Revenue Recognized = Net Change In Deferred Revenue for the filtered timeframe only
If the result is positive, more revenue was collected for future use than was redeemed, so the deferred revenue balance increases.
If the result is negative, more revenue was used or expired than was collected, so the deferred revenue balance decreases.
Example calculation
- Accumulated Deferred Revenue: $5,000 (new prepayments collected for the filtered timeframe)
- Deferred Revenue Recognized: $3,000 (used or expired prepayments for the filtered timeframe)
- Net Change: $5,000 - $3,000 = $2,000 increase in deferred revenue for the filtered timeframe
This means the venue collected more prepayments than guests used during the period, increasing the amount of revenue held for future use.
Why is the Trial Balance report limited to 31 days?
The 31-day limit is in place to ensure:
- Performance and speed – The Trial Balance report processes a large amount of financial data, including funds received, deferred revenue and outstanding balances. Limiting the date range to one month helps maintain fast and efficient report generation.
- Relevance for reconciliation – Venues typically reconcile financial records on a daily, weekly or monthly basis. Since most businesses close their books monthly, a 31-day limit aligns with common accounting and reporting practices.
- Consistency with other reports – Many financial reports in ROLLER use a monthly structure, ensuring that data comparisons and reconciliations remain aligned across different reporting tools.
- Accuracy in tracking balances – Since deferred revenue and outstanding balances shift daily, longer periods could introduce more complexity in tracking adjustments, making shorter periods easier to review and correct if needed.