📝 Overview

The Order Detail Report shows each item in an order along with its current financial totals. When you change an order, such as moving a booking to a different activity, location, instructor, or schedule, or issuing a refund, the report updates to match. Some changes don’t affect the report, including cancellations and transfers to the same activity, location, instructor, and schedule. Those are explained below.

Use this report to see what’s included in an order and how changes affect your revenue breakdown. It differs from the Order Summary Report and the legacy financial exports, which summarize order data.

🛠️ Accessing the Order Detail Report

You can access the Order Detail Report via the Insight Dashboard

Click here to learn how to access the order detail report via insights dashboard

Go to Reports. You'll automatically be on the Insights dashboard.
Make sure you’re on the Revenue tab.
Scroll down to the Order Detail Report tab below the insights graphs.
You can filter by Order Date (original date the order was placed), Customer Email, Locations, and Instructors.

💡 You can filter by any column in the table, not only the filters at the top of the page.

📋 Understanding Report Columns & Grouping

How Items Are Grouped

Each row represents one line item in an order, such as an activity or an add-on. If that item includes multiple units, such as the number of drop-in dates selected for an activity, that number appears in Item Count.

Items are grouped into the same row when they share the same Order ID, Customer ID, Participant Name, Schedule, Activity Name, Instructor Name, and Location.

Column Definitions

The Order Detail Report includes the following columns:

Provider Name	Your business name
Order Date	Date the order was originally placed
Order Time	Time the order was placed (Eastern Time)
Order ID	Unique identifier for the order
Customer ID	Unique identifier for the customer
Customer Email	Customer's email address
Customer First Name / Last Name	Customer's name
Participant Name	Name of the child participant or additional adult associated with the booking. If the booking belongs directly to the client, rather than to a participant on the client’s profile, this field is blank.
Order Source	Where the order originated, such as a marketplace or the online booking widget.
Order Description	Any optional notes added during order creation
Activity Name	Name of the activity or class
Schedule	Semester or camp/event timeframe. Appointments do not have a schedule.
Location	Location where the activity takes place
Instructor Names	Name(s) of instructors teaching the activity
Item Name	Name of the membership, pack, party, provider fee, add-on (standard or custom), or required fee. Gift card names are not included. Activity names appear in the Activity Name column.
Item Count	Total number of items or bookings in this row. For appointments, this represents the number of booked dates.
Total Gross Value	Gross amount owed before coupons and discounts
Total Coupons Applied	Total discount from coupon codes
Total Discounts Applied	Total discounts (coupons, sibling discounts, auto-discounts)
Order Subtotal	Amount owed after discounts
Checkout Amount Paid	Amount charged to the customer at checkout
Additional Payments Paid	Payments received outside of checkout (e.g., payment plans, monthly billing)
Gift Card Credits Redeemed	Gift card amount applied to the order
Canceled Amount	Amount refunded or canceled
Remaining Balance Owed	Outstanding balance on the order
Total Sawyer Fees	Fees you pay for using the Sawyer platform
Total Stripe Fees	Card and ACH processing fees applied
Net Amount to Provider	Total amount paid to you after fees
Total Refunded Amount	Total amount refunded to the customer or reclaimed/repaid in disputes
Sawyer Fees Refunded Amount	Fees refunded to the provider
Item Type	Type of item (e.g., semester, camp, drop-in, membership, appointment, appointment-payment-plan)
Coupon Name	The name of the coupon code applied to the order, if applicable. Only one coupon can be used per order.

🧠 Grouping Examples

Example 1: An order is placed for a semester with 10 bookings for each of 2 participants, with a custom booking fee applied. This order displays as 3 rows in the report:
- Participant 1 with item count of 10 for the activity
- Participant 2 with item count of 10 for the activity
- Provider fee with an item count of 1

Example 2: An order includes a single drop-in with 2 add-ons: early drop-off and late pickup. The order displays as 3 rows:
- Participant 1, drop-in activity, Item Count of 1
- Early drop-off add-on, Item Count of 1
- Late pickup add-on, Item Count of 1

📍 Specific Scenarios & Rules

Appointments

Single appointments and recurring appointments paid in full will have a $0 remaining balance. Recurring appointments with a payment plan will display the remaining balance when applicable. The Item Count reflects the number of booked dates for that appointment. The Item Type will show as either `appointment` (when there is no payment plan) or `appointment-payment-plan` (when there is a payment plan).

Memberships for Bookings

When a membership is used to book a spot:

The Total Gross Value displayed reflects the drop-in value at the time of purchase
Spots used from the membership show $0 for Order Subtotal, Checkout Amount Paid, and Net Amount to Provider since the client didn’t pay anything during this transaction.

Packs for Bookings

When a pack is used to book a spot:

The Total Gross Value displayed reflects the drop-in value at the time of purchase
Spots used from the pack show $0 for Order Subtotal, Checkout Amount Paid, and Net Amount to Provider since the client didn’t pay anything during this transaction.

Payment Plans

Orders that include payment plans with standard add-ons are separated into their own line items. This may display differently than the order page, where add-on pricing is distributed across installments.

💡 Note: Payment plan installments will display across multiple rows with their corresponding payment dates and amounts.

Add-Ons

Each standard add-on (early drop-off, extended day, pick-up) has its own row with its applicable financial values. Add-on names appear in the Item Name column.

⚠️ Add-ons that apply per booking (e.g., by semester or camp) only show a count of 1, even though they apply to multiple bookings.

Invoices

Unpaid invoices now show Total Gross Value, Order Subtotal, and Remaining Balance equal to the invoice amount. Checkout Amount Paid and Net Amount to Provider will be $0 until payment is made
Once marked as paid on the order page, Checkout Amount Paid and Net Amount to Provider will reflect the full amount.
Order Source for invoices now displays as "Admin Cart".

Refunds

Refunds issued for a specific item apply only to that item. Other items in the same order are not affected. This applies to Total Refunded Amount, Net Amount to Provider, and Sawyer Fees Refunded Amount.

⚠️ Important: When a refund is initiated:

Stripe Fees are not returned to you. They appear as a negative amount in Net Amount to Provider.
Sawyer Fees Refunded Amount shows how much was refunded to you as the provider.
Total Sawyer Fees shows $0 after a full refund. The pre-refund amount is no longer displayed.

Cancelled Bookings

When a booking is cancelled, the report doesn’t change. The booking keeps the same activity, location, instructor, and schedule, and the report shows the same values before and after the cancellation.

Behind the scenes, the booking’s financial values move to the cancelled booking. If a cancelled booking is later refunded, the refund appears on the cancelled booking.

💡 Cancellation information is accurate for cancellations from July 1, 2026 onward. This applies to semester, camp/event, and appointment bookings.

Transfers

When a camp/event is transferred:

If the new booking has a different activity, location, instructor, or schedule, the report shows a separate row for the new booking and keeps the original row. All financial values for the transferred booking move to the new row.
If the new booking has the exact same activity, location, instructor, and schedule, no new row is created, and the financial values don’t change.
If all bookings are transferred, the original row remains with $0 for all financial values. Its Item Count doesn’t change.
Item Count on the new row matches the number of bookings that were moved.

🧠 Example: A customer moves 3 of 10 semester bookings from one class to another with a different instructor. The original row keeps its Item Count of 10, and the new row shows an Item Count of 3 with the financial values for those 3 bookings.

💡Transfer information is accurate from July 20, 2026 onward. This applies to semester, camp/event, and appointment bookings.

Appointments can’t be transferred to a different appointment type. Instead, they’re rebooked, and they always appear as one row.

Actions That Don’t Change the Report

These actions have no financial impact and don’t change the report:

Makeups: Issuing or redeeming a makeup token.
Gift card balance: Adding a balance to a customer account.
Add Student: Adding a student to a booking.

Disputes

When a customer initiates a payment dispute through their payment processor, it affects the financial data in this report.

When a dispute is lost (reclaimed from you) or won (repaid to you), the amounts appear in the Total Refunded Amount column. Unlike regular refunds, dispute amounts are item-specific. They only apply to the items directly associated with the disputed transaction.

🧠 A customer places an order containing a semester (payment plan) and a drop-in. They dispute one payment plan installment. If the dispute is lost, the refund only appears on the semester row—not on the drop-in, because that installment was not tied to the drop-in purchase.

⚠️ Only disputes initiated after September 24, 2026 for orders created after July 1, 2026 will appear in this report. If an order was placed after July 1, 2026 but disputed before September 24, 2026, the dispute will not reflect in this report.

ACH Payments

Orders with a failed ACH payment at checkout will not display in the report until a successful payment is made.

Quick Charge Orders

Quick Charge orders for a specific amount display in the report with all applicable fields (activity, location, etc.)
Quick Charge orders for Gift Cards, Memberships, or Packs also display in the report

Receive Payment

"Receive Payment" transactions appear as their own line item with the item type "Order Balance Adjustment" since they are not attributed to a specific order item.

💡 When receive payment is used for custom payment methods, the value is not included in the report.

Parties

Party orders only reflect the paid amount. Remaining balances for parties are not shown in Remaining Balance Owed or Gross Value.

⚠️ Limitations & Known Constraints

This report has the following current limitations. These may change in future updates:

Historical accuracy: Cancellation information is accurate from July 1, 2026 onward, and transfer information is accurate from July 20, 2026 onward. Orders created before the reporting infrastructure launched do not appear in this report.
No liability tracking for products: Gift Cards, Memberships, and Packs are not currently tracked as liabilities in this report.
Different measurement approach than other reports: This report measures revenue differently than other reports (Order Summary, Transactions Report, etc.). Since each report measures different aspects of your business, totals may naturally differ. Both reports are accurate for their respective purposes.

🔧 Disabling the Order Detail Report

Click here to learn how to turn on the setting to enable to order detail report

After logging in to your account, go to Settings.
Click the Beta Features tab
Then toggle the option to the "off" position for the Order Detail Report.

❓ Frequently Asked Questions (FAQs)

Find answers to common questions or additional details that may not be covered in the main instructions.