Cross-Location Settlement Report

When a client buys something at one of your locations but uses it at a different location, one location has effectively delivered value that another location was paid for. The Cross-Location Settlement report calculates the money owed between your own locations, so you can reconcile these inter-branch balances. It covers three types of prepaid benefit: Packages, Memberships, and Gift Cards.

For each of these, whenever the selling location and the redeeming location are different, the report records the value as a Receivable for the location that delivered the benefit (it should collect this from the other location), and a Payable for the location that originally took the money (it owes this to the other location). The same amount always appears once as a receivable and once as a payable, on opposite locations — so across the whole business, the two sides balance.

How to find it

Step 1: Navigate to the Analytics Feature

Log in to your Pabau account, and in the left sidebar menu, go to Analytics, then click on the "Reports" button.

Step 2: Access the reports banner

On the "Try our new suite of reports" banner, click Try it now.

Once you're in the new reports view, go to the PabauPay section and click on the Cross-Location Settlement to open the report.

Filters

• Date range – Required. If you don't set one, the report defaults to the last 30 days. Quick presets are available (Today, Last 7 days, Last 30 days, Last 90 days), and the maximum range you can select is 365 days. Note: for memberships and gift cards, the date used is when the payment/redemption was taken. For packages, it's the date of the booking where the session was used. All dates are interpreted in your clinic's local time zone.
• Locations – A multi-select, defaulting to All locations. You'll only ever see locations you're permitted to access, and the figures shown are limited to those locations too.

Understanding the report

The KPI cards

Four summary cards sit below the filters, all using your account's currency format.

The settlement table

The main body of the report is a table with one row per location, and grouped columns per benefit category (Package, Membership, Gift Card). Each category has two columns:

• Receivable – what this location should collect from other locations, for benefits it delivered against items sold elsewhere.
• Payable – what this location owes other locations, for items it sold that were redeemed elsewhere.

You may need to scroll horizontally to see all three categories. Only locations with actual cross-location movement in the period appear as rows, sorted alphabetically, and amounts of zero are shown greyed-out so the values that matter stand out. The bottom row totals each column across all listed locations.

Drilling into a figure

Every non-zero amount in the table — including the cells in the totals row at the bottom — is a clickable blue link. Clicking one opens a payment list in a new tab showing the exact payments that make up that figure, so you can trace any settlement amount back to the individual transactions behind it, to the penny.

How each category is calculated

For any benefit, Pabau identifies a selling (origin) location — where the client originally paid and a redeeming location — where the benefit was actually used. If these are the same, nothing is recorded, since it isn't a cross-location event.

• Packages – Each used session is one settlement event, valued at the package's purchase price divided by its total number of sessions (for example, an £800 package of 5 sessions settles at £160 per session, not the full list price of the service booked). If a package's session count is missing or zero, that session contributes nothing rather than an incorrect full-price amount.
• Memberships – Each membership benefit redeemed (paid using the "Membership" payment method) is one settlement event. The selling location is based on the earliest activation invoice for that client and membership; the redeeming location is where the benefit was actually used.
• Gift Cards – Each redemption paid with a voucher is one settlement event, based on where the gift card was sold versus where it was redeemed. Gift cards that have been refunded or cancelled are excluded.

Excluded everywhere: same-location redemptions, zero or negative amounts, and credit-note payments.

Toolbar controls

In the top-right corner of the report you’ll find the standard report actions:

By following these steps, you can use the Cross-Location Settlement report to see exactly how much your locations owe each other, and trace any figure back to the transactions behind it.