Understanding Reports in Viking

Viking has several reports that show different parts of your school's operations. Some focus on bookings and revenue, others on individual payments, lessons taught, or instructor hours.

The important thing to understand is that a booking, a payment, and a lesson can all happen on different dates. That's why different reports may show different numbers for the same period.

Which report should I use?

Go to Reports in the main menu. You'll find the following reports:

Report	What it shows
Revenue	An overview of bookings and revenue per product, including paid and unpaid amounts.
Export	Individual bookings, with detailed filters and options to export booking data.
Transactions	Every registered payment and refund, including partial payments.
Courses	Lesson activity, including students, student sessions, course sessions, and occupancy rates.
Payout	Instructor teaching hours, with details of the lessons behind those hours.
Camps	Participants registered for a specific camp start date, including their booking information.
Commission	Bookings included in Viking's commission calculation, for schools using the commission plan.
Discounts	Discount codes used during a selected period, including the discount amounts.
Find and mail	Customers with unscheduled lessons who can be contacted about booking those lessons.

The Revenue report opens by default when you select Reports.

Understanding booking date, payment date, and course date

Consider this example:

A customer books a package of two lessons for €300 in January.

January 10: The customer makes the booking.
January 15: The customer pays €150.
February 15: The customer pays the remaining €150.
March: The customer takes both lessons.

All these events belong to the same booking, but they happen in different periods.

Here's how the reports help you look at them.

Revenue: What has been booked?

Revenue shows bookings and their values over a selected period, grouped by product and product category.

It distinguishes between paid and unpaid bookings and amounts.

Important: Revenue figures can change retrospectively.

If you check January's Revenue report at the end of January, the booking in our example is only partially paid.

When the customer pays the remaining €150 in February, the paid and unpaid figures in January's Revenue report are updated accordingly.

This means that the Revenue report for a past month may show different figures when you open it again later.

Use Revenue when you want an overview of bookings and their financial values, rather than a list of individual payments.

Export: Which bookings match my filters?

Export shows individual bookings instead of summarized totals.

You can select a date range and choose whether to filter by:

Booking date: When the booking was made.
Payment date: When payments were registered.
Expiration date: The booking's expiration date.

You can also filter by product category, product, booking source, language, booking status, and payment status.

In our example:

Filtering by Booking date in January includes the booking made on January 10.
Filtering by Payment date uses the dates on which payments were made. Depending on the selected period, only one of the two installments may fall within the date range.

Export is particularly useful for finding specific bookings, checking payment statuses, and identifying bookings with unscheduled lessons.

Transactions: Which payments were made?

Transactions works at transaction level, not booking level.

In our example, the two payments of €150 appear as two separate transactions, one in January and one in February.

This is the key difference from Export: one booking can have multiple transactions.

The report also includes registered refunds and shows information such as the payment method, amount, customer, and related booking.

Use Transactions when you need to review individual payments or reconcile transaction records.

Courses: Which lessons took place?

Courses focuses on lesson activity during a selected period, regardless of when the customer originally booked or paid.

It includes:

Students: Unique students in the selected period.
Number of student sessions: Total lessons taken by students. One student can count multiple times.
Course sessions: Number of instructor teaching sessions.
Occupancy rate: Occupancy calculated using the product's group size and course sessions.

The occupancy rate can exceed 100% when an instructor is overbooked or lessons are scheduled without an assigned instructor.

In our example, the two lessons taken in March contribute to the course activity for March, rather than January when the booking was made.

Why don't my reports show the same totals?

Different reports answer different questions.

Revenue looks at bookings and their financial values. Paid and unpaid figures can change when customers pay later.
Export shows individual bookings that match your selected date criteria and filters.
Transactions shows individual payments and refunds on their transaction dates.
Courses shows lesson activity during the selected period.

A booking may contain several lessons, be paid in multiple transactions, and be completed weeks or months after the original booking date.

Different totals do not automatically mean something is wrong. Before comparing reports, check which dates, filters, and events each report uses.

Which report should I use for accounting?

For reviewing individual registered payments and refunds, use Reports → Transactions.

For reviewing bookings, amounts, and payment statuses, use Reports → Export.

If you use Viking Pay, the separate Viking Pay dashboard provides information about payment settlements and fee invoices.

Viking reports provide booking and transaction information. Your accounting software remains responsible for your actual bookkeeping and tax processing.

Understanding your Viking Pay dashboard
Set up payment settings