Ledger
The Ledger gives you a per-event view of your financial activity — sales, refunds, fees, and settlement status. It replaces the older Statement page for V2 activity.
The Ledger is only visible to users with the Finance Manager or Organisation Admin role.
Event list
The Ledger shows one row per event occurrence (event + date). Each row shows:
| Column | Description |
|---|---|
| Event | Event name |
| Date | Event date |
| Status | Settlement state (see below) |
| Gross | Total amount collected from customers across all paid orders, net of refunds. Includes any booking fee charged to customers. |
| Total Fees | Platform fee plus PayPal processing fee retained across all transactions. |
| Net | Your settlement amount — gross minus fees. If booking fee pass-through is enabled, this will be close to the total ticket face value, since the booking fee was designed to cover the costs. |
Settlement states
Each event moves through a series of states as payment is processed:
| State | Meaning |
|---|---|
| Active | The event has sales activity but the settlement window has not yet passed. Refunds may still be issued. |
| Settlement Due | The settlement window has closed. eTickets will process payment to you shortly. |
| Awaiting Reconciliation | eTickets has recorded a payment to you. Please verify receipt and click Acknowledge to confirm. |
| Reconciled | You have confirmed receipt of payment. No further action is required for this event. |
The default settlement window is 7 days after the event date. This gives time for any refund requests to be processed before the balance is settled.
Acknowledging a settlement
When an event reaches Awaiting Reconciliation, an Acknowledge button appears on that row. Click it once you have confirmed the payment has arrived in your account. This moves the event to Reconciled.
Once you acknowledge a settlement it cannot be undone. Only acknowledge when you have verified the payment in your bank or PayPal account.
Transaction detail
Click any event row to expand a transaction-level breakdown. Each row shows an individual sale or refund that contributes to that event's total:
| Column | Description |
|---|---|
| Date | Date the transaction was recorded |
| Type | Sale or Refund |
| Order # | Internal order reference |
| Gross | Total amount the customer paid for this order (face value plus any booking fee). Negative on refund rows. |
| Platform Fee | eTickets fee for this transaction. Zero on refund rows — the fee is retained when a refund is issued. |
| PayPal Fee | PayPal processing fee apportioned to this transaction. Zero on refund rows — PayPal retains its fee when a refund is issued. |
| Net | Gross minus fees. On booking-fee orders, Net ≈ the ticket face value (the booking fee covered the costs). On refund rows, Net equals minus the refund amount. |
| Src | V1 = migrated from legacy system; V2 = recorded natively |
Fee policy on refunds
When a refund is issued, the platform and PayPal fees from the original sale are not reversed. Refund entries always show Platform Fee = £0.00 and PayPal Fee = £0.00. What this means for your running net depends on whether booking fee pass-through is enabled:
| Setup | After a face-value refund | After a full refund (incl. booking fee) |
|---|---|---|
| Booking fee not enabled | Running net goes negative by the combined platform + PayPal fees. The fees were deducted from your share of the original sale and are not returned. | (Same — face value = full order amount when there is no booking fee.) |
| Booking fee enabled | Running net stays near £0. The customer paid the costs via the booking fee; refunding the face value only returns the ticket price and leaves the cost cover intact. | Running net goes negative by the combined platform + PayPal fees — same as if no booking fee had been used, because those costs are now also being returned to the customer. |
In-person (POS) sales
Orders taken through the point-of-sale app land in the ledger like any other sale, but cash and card behave differently:
- Card POS — settles through your normal PayPal account exactly like an online card sale; nothing special on the ledger.
- Cash POS — you physically hold the full face value and there is no PayPal fee, so your net is the full gross. The platform fee on a cash sale isn't taken at the time; instead it's recorded as a small amount you owe the platform (a receivable), normally netted against your next payout. A platform admin can waive the cash fee for your account, in which case nothing is owed.
Cash POS orders never appear on the platform-to-promoter payout worklist (the platform owes you nothing on them — you already hold the cash).
Legacy activity
Orders placed through the previous eTickets system (V1) may appear in your Ledger if they have been migrated. These are identified by the V1 source badge. The financial figures are the same — only the source of the data differs.
For older activity that has not been migrated, the Statement (Legacy) page remains available as a read-only record.