📝 Overview
The Order Detail Report provides a detailed view of the items purchased within orders and reflects the current order data (as of the last updated timestamp found on the report). It is designed to give the current totals on orders and not just a moment in time snapshot of what was purchased initially. This means that any edits to bookings, locations, participants, refunds, or payments within a specific order will be reflected in this report. This data differs from other financial reports found in Sawyer that reflect summarized order data contained within the Order Summary Report or from exported legacy reports found under Financials.
This report is useful for understanding the items contained within an order and to see how order changes (such as moving a booking to a different location or applying refunds) impact financial line items and revenue breakdown.
🛠️ 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
Click here to learn how to access the order detail report via insights dashboard
Go to Reports then select Insights
Click the Revenue tab.
Locate 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.
📋 Understanding Report Columns & Grouping
How Items Are Grouped
Items in the Order Detail Report are grouped by the following criteria: Order ID, Customer ID, Participant Name, Schedule, Activity Name, Instructor Name, and Location. If multiple items or bookings match all these criteria, they appear as a single row with an Item Count reflecting the total number of items in that group.
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 participant (student/child) associated with the booking |
Order Source | Where the order originated (e.g., marketplace, direct booking) |
Order Description | Any optional notes added during order creation |
Activity Name | Name of the activity or class |
Schedule | Semester or camp/event timeframe |
Location | Location where the activity takes place |
Instructor Names | Name(s) of instructors teaching the activity |
Item Count | Total number of items or bookings in this row |
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 (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 | Marketplace fees or subscription fees applied |
Total Stripe Fees | Credit card processing fees applied |
Net Amount to Provider | Total amount paid to you after fees |
Total Refunded Amount | Total amount refunded to the customer |
Sawyer Fees Refunded Amount | Fees refunded to you or the customer |
Item Type | Type of item (e.g., semester, camp, drop-in, membership) |
🧠 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 is placed for a single drop-in with 2 add-ons (early drop-off and late pickup). This displays as 2 rows:
Participant 1 with item count of 1 for the activity
Add-ons grouped together with an item count of 2
📍 Specific Scenarios & Rules
Memberships for Bookings
When a membership is used to book a spot:
The Gross Value displayed reflects the drop-in value at the time of purchase
Spots used from the membership show $0 for Subtotal, Amount Paid, and Net to Provider since these values are already counted in the membership purchase
Packs for Bookings
When a pack is used to book a spot:
The Gross Value displayed reflects the drop-in value at the time of purchase
Spots used from the pack show $0 for Subtotal, Amount Paid, and Net to Provider since these values are already counted in the pack purchase
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
Standard add-ons (early drop-off, extended day, pick-up, or custom add-ons) are grouped together by item type. Add-on names are not included in the report—instead, they are aggregated by type.
⚠️ Important: 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 will not display financial data (Gross Value, Subtotal, Remaining Balance Owed, etc.) until a 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 currently shows "no order source"
Refunds
Refunds are allocated proportionally to items based on their percentage of the total order, since refunds are not attributed to specific order items.
⚠️ Important: When a refund is initiated:
Stripe Fees are refunded to the customer but are absorbed by you—these appear as a negative amount in the Net to Provider column
Sawyer Fees Refunded Amount shows how much was refunded to you or the customer
Total Sawyer Fees will show $0 if the full amount was refunded and will not persist the pre-refund amount
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 do not 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:
No retroactive data: This report only includes data from orders created after the reporting infrastructure was launched. Orders placed prior to this date will not appear.
No liability tracking for products: Gift Cards, Memberships, and Packs are not currently tracked as liabilities in this report.
No tracking for "Add Student" bookings: Bookings created via the "Add Student" feature are not associated with an order and will not appear in this report.
No item names: Specific product names (e.g., pack names, membership names, add-on names) are not included in this phase.
Does not impact other reports: This report operates independently and may show different totals than other revenue reports (Order Summary, Transactions Report, etc.). This is expected behavior.
🔧 Disabling the Order Detail Report
Click here to learn how to turn on the setting to enable to 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.
Why does my Order Detail Report show different data than my other reports?
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The Order Detail Report reflects the current financial state of orders, while other reports may aggregate data differently or show information at the time of purchase. The Order Detail Report is more granular and breaks down line items by location, participant, activity, and instructor—which can result in different totals when compared to summary-level reports. This is expected behavior and both reports are accurate for their respective purposes.
How are refunds allocated in this report?
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Refunds are allocated proportionally to items based on their percentage of the total order value. For example, if a refund is issued for an order where Item A represents 60% of the order and Item B represents 40%, the refund will be split 60/40 across those items. This is because refunds are not attributed to specific order items.
Why do payment plan orders show multiple rows?
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Payment plan orders display multiple rows because each transaction (initial payment, subsequent installments, refunds) generates a separate entry in the report. This allows you to see when each payment was received and track the full financial lifecycle of a payment plan order. Each row reflects the transaction date and the amount for that specific installment.
Why don't memberships and packs show a charge in the report?
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When a membership or pack spot is used to book an activity, the spot itself shows $0 in the report because the cost was already captured when the membership or pack was originally purchased. The Gross Value shown reflects the drop-in rate (for reference), but no additional charge appears for that booking.
What does "Item Count" mean?
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Item Count represents the total number of items or bookings grouped together in that row. Since items are grouped by Order ID, Customer ID, Participant, Schedule, Activity, Instructor, and Location, the Item Count shows how many individual bookings fall into that group. For example, if a participant has 10 bookings in a semester at one location with one instructor, the Item Count will be 10.
Why is my unpaid invoice not showing financial data?
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Unpaid invoices do not display financial data (Gross Value, Subtotal, Remaining Balance, etc.) until a payment is received. Once a payment is made or the invoice is marked as paid, the financial columns will populate with data.
Are add-on names shown in this report?
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No, add-on names are not included in this phase of the report. Instead, add-ons are grouped together by their item type. For example, all standard add-ons (early drop-off, late pickup, extended day) are aggregated rather than listed individually.
What happens to Stripe fees when an order is refunded?
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When an order is refunded, the customer receives the refunded amount back in full, but the original Stripe fees (credit card processing fees) paid are not returned. You, as the Provider, will see this appear as a negative amount in the Net Amount to Provider column. This means you, as the business, do not recover any amounts paid on credit card fees for refunded orders.