How to Use the Financial Hub in HQ

How to Access the Financial Hub

The Financial Hub in PlayOn HQ provides access to your finance data and settings. 

To get started, click Financial from the menu in your Dashboard.

In the Financial Hub, authorized users can manage settings and view financial information.

By default, the financial hub will populate your school account's information. However, if the logged-in user or the financial contact is connected to multiple schools or a district, they can use the search bar to pull the information for a specific account.

Financial Settings

Your school’s Tax ID can be added in Financial Settings.

The financial contact can edit a school's preferred payment method to be either ACH direct deposit or check by clicking Update. Please keep in mind that only the financial contact on the account has access to make that change.

The financial contact on the account also has access to change the default payment cycle to be event-based or calendar-based.

Financial Reports

The Financial Performance feature is an overview of your financial activity that includes overall sales, payouts and unpaid balances for events in a specific time frame. This feature is simply informational and is not to be used for reconciliation purposes. 

Under Reports is a listed view of all past financial reports generated. You can search either calendar-based or event-based financial statements by the date of the payment period or a combination of both.

You can learn more about default payment cycles in When do we get paid for our event sales?

Managing Your Financial Settings

Your financial settings define how you'd like to be paid (direct deposit or check) and the frequency of payment (event-based payments and calendar-based payments). Only the Financial contact on your account may set and view these settings.

To access the Financial settings, navigate to Accounts from the menu in your Dashboard. 

Financial preferences are not allowed to be changed after the initial setup. Please get in touch with our Finance Team to make changes by emailing finsupport@gofan.co.

Financial Performance

The financial performance feature makes it easier for schools to access aggregate financial performance data. It enables schools to view overall sales, payments, and unpaid balances for events and seasons ending in a given time frame. 

To dive deeper into your financial performance, click Explore financial performance in the Reports panel.

Aggregate Charts

Using the aggregate charts, you can:

• View net sales, payouts, and unpaid balances.
• View expected payout dates for unpaid balances.
• Filter by school year or quarter.
  • 2022-23 represents the 1-Jul-22 to 30-Jun-23 timeframe. 2023-24 represents 1-Jul-23 to 30-Jun-24.
  • The feature includes data for events and seasons ending on or after 1 Jul 22.
• Filter by activity, gender, or level.
• Download aggregate data powering each of the charts.

Activity, Gender, and Level Charts

Using the activity, gender, and level charts, you can:

• View each balance category broken down by activity, gender, or level.
• Filter by school year or quarter.
• Download aggregate data powering each of the charts.

Additional Notes

1. This feature is informational and not to be used for accounting purposes.
2. This feature includes data only for events/seasons ending in the selected time frame. For example, if you select Jul-Sep 2023, a season that ends in May 2024 won't be included even if it has sales/payment activity in Aug 2023.
3. This method of categorizing data, where event/season end dates are compared to the selected timeframe, allows a precise comparison of net sales, payouts, and unpaid balances.
4. The data here may differ from payment statements for the following reasons:

• • Data for 2022-23 has been populated on a best-effort basis using the payment cycle each event/season is mapped to today. These values may have been different at the time of payment.
  • Statements include calendar-close events/seasons with payment activity even if they end outside the selected time frame. The data here includes only events/seasons that end in the selected time frame.
  • Statements include manual fee/price adjustments and negative carry forwards. This feature doesn't.

ACH/Direct Deposit Setup

ACH/Direct Deposit is the fastest and most secure option for having funds deposited directly to the bank account for your school or organization. To ensure accurate processing, be sure to reference a check for your account details and not a deposit slip.

Event Payment Cycles & Timeline

Learn the difference between the event-based (most common setup) and calendar-based payment cycles timelines. Payments are processed each Thursday for any events held or tickets sold from the previous week (Monday-Sunday).