Balances
Every balance the studio is holding or owes, in one list: Deposits (including deposits an artist is holding), Store credit, and Gift cards. This is your stored-value liability — the money customers have already handed over that hasn’t been earned yet. Unpaid sales aren’t here because they can’t exist: a checkout doesn’t complete until it’s paid.
The report works with the Sales feature off — the money exists either way.
As of a date
Section titled “As of a date”By default you see what’s outstanding now. Pick End of last month, End of last year, or any custom date and every balance is rebuilt from its own history to that day — what the liability actually was, at end of day in the studio’s time zone. That’s the number a balance sheet or year-end filing wants.
Assigned to vs held by
Section titled “Assigned to vs held by”Deposits carry two different people, and the report filters by both:
- Assigned to — the artist the deposit is for.
- Held by — whose account the money actually sits in: Studio, or a team member who collects deposits into their own account.
A departed team member still holding money is flagged on the row — that’s the report’s main job as an exposure check. Filter Held by to a person to see what they’re holding before they leave.
Gift cards
Section titled “Gift cards”A gift card marked redeemable at any location counts on every studio’s book; one scoped to a single studio counts only there. (Redeemable at is a bookkeeping scope, not a spending lock — see gift cards.) Expired cards aren’t counted: for the books the obligation has ended, even though the register can still honor one deliberately. In the list, gift cards read active or inactive; the fuller status set — fully applied, voided, forfeited, expired — belongs to deposits and store credit.
Print vs export
Section titled “Print vs export”The totals always cover everything that matches your filters, even though the list pages. Printing captures the page you’re looking at; Export produces the whole book as CSV — use the export when the list matters, not just the totals.
Permissions
Section titled “Permissions”Balances → View belongs to no role — like Revenue, it stays with the owner unless granted individually. See Roles & Permissions.