Here’s a basic SayPro Revenue Tracking Spreadsheet template layout that can be used to track licensing agreements and payments. You can create this in Excel or Google Sheets. Below is an outline of the columns to include for tracking the necessary details:
SayPro Revenue Tracking Spreadsheet
Columns to Include:
- Agreement ID
- Unique identifier for each licensing agreement.
- School Name
- Name of the school or educational institution.
- Agreement Date
- The date when the licensing agreement was signed.
- License Start Date
- The date when the license period begins.
- License End Date
- The date when the license period ends (if applicable).
- License Type
- The type of license (e.g., annual, multi-year, one-time).
- Total Licensing Fee
- Total amount agreed upon for the license.
- Payment Due Date
- The date by which the payment is due.
- Payment Status
- Status of the payment (e.g., “Paid,” “Pending,” “Overdue”).
- Amount Paid
- Amount received from the school for the licensing agreement.
- Payment Date
- Date the payment was made.
- Outstanding Amount
- Amount still due (if applicable).
- Revenue Recognition Date
- Date when the revenue is recognized in the accounting records.
- License Renewal Status
- Status of license renewal (e.g., “Renewed,” “Pending,” “Expired”).
- Notes
- Any additional comments or relevant information (e.g., discounts applied, special terms, payment issues).
Example of the Spreadsheet Layout:
| Agreement ID | School Name | Agreement Date | License Start Date | License End Date | License Type | Total Licensing Fee | Payment Due Date | Payment Status | Amount Paid | Payment Date | Outstanding Amount | Revenue Recognition Date | License Renewal Status | Notes |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| AGT001 | ABC High School | 2025-01-15 | 2025-02-01 | 2026-01-31 | Annual | $10,000 | 2025-02-15 | Paid | $10,000 | 2025-02-10 | $0 | 2025-02-10 | Renewed | Paid in full |
| AGT002 | XYZ Academy | 2025-01-20 | 2025-02-01 | 2026-01-31 | Annual | $15,000 | 2025-02-20 | Pending | $0 | N/A | $15,000 | N/A | Pending | Pending payment |
| AGT003 | Sunshine School | 2025-01-25 | 2025-02-01 | 2025-12-31 | One-time | $5,000 | 2025-02-10 | Paid | $5,000 | 2025-02-05 | $0 | 2025-02-05 | Expired | No renewal expected |
| AGT004 | Oakridge Academy | 2025-02-01 | 2025-02-01 | 2026-01-31 | Annual | $12,000 | 2025-03-01 | Overdue | $0 | N/A | $12,000 | N/A | Pending | Payment overdue |
Formulas and Calculations:
- Outstanding Amount Calculation:
You can use a simple formula to calculate the outstanding amount. For example, in the “Outstanding Amount” column, use the formula:=IF(Payment Status="Paid", 0, Total Licensing Fee - Amount Paid) - Revenue Recognition Date:
This can be based on the payment date or a specific accounting policy. If it’s based on payment, you can use the “Payment Date” for the revenue recognition date. - Payment Status Conditional Formatting:
You can use conditional formatting to highlight overdue payments. For example:- If the payment due date is past today and the payment status is not marked as “Paid,” highlight the cell with a red color.
How to Use:
- Update regularly: Input each new agreement as it is signed and track payment statuses after every transaction.
- Monitor overdue payments: Use the “Payment Status” and “Outstanding Amount” columns to identify any late or missed payments.
- Track renewals: Use the “License Renewal Status” column to keep track of licenses due for renewal.
- Financial reporting: Use the data in this sheet to generate revenue reports and track licensing income over time.
This template can be adapted to suit your specific needs by adding or modifying columns as required.
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