Use the annual summary to review a completed year's payment activity and generate an official PDF for your records or accountant.
The report keeps provider-processed online payments separate from manual and offline payments, so fees and payouts only appear against the payments they actually belong to.
Before you begin#
- Annual summaries are only available for completed years.
- You need access to Admin > Settings > Reports.
- If you want the PDF to show the correct legal business details, review your billing details before generating it.
Open the annual summary#
- Go to Admin > Settings > Reports > Annual summary.
- Use the year selector to choose the completed year you want to review.
- Wait for the report to load.
You can move backward to older years. The current year stays unavailable until the year has closed.
What the report shows#
The page starts with summary cards for the selected year:
- Online Gross: Total provider-processed online payments included in the report
- Online Fees: Payment processing and platform-related fees attached to those online payments
- Online Net: Online Gross minus Online Fees
- Online Refunds: Refunded amounts for the selected year
- Payouts: Amounts paid out from online payments
Below the summary cards, the report shows monthly tables so you can review how the totals changed across the year.
Online payments table#
The main table is the online payments summary. This is the section to use when you want a clean view of provider-backed transactions and their related fees.
Each month shows:
- Gross
- Fees
- Net
- Refunds
- Payouts
This makes the online section useful for year-end review because all values come from the same payment flow.
Manual and offline payments#
If your business records payments outside the online flow, the annual summary shows them in a separate Manual and offline payments section.
This section is separate on purpose. Manual and offline payments do not have the same processor fees, net calculations, or payout records as online payments, so mixing them into the same table can make the report harder to understand.
Use this section when you want to confirm:
- How much revenue was recorded manually or taken offline
- How many offline or manual payments were added during the year
- Which months included offline activity
Pending reconciliation#
If the report shows Online payments pending reconciliation, those payments were completed online but are still missing the fee data needed to include them in the final online totals.
When this happens:
- The payments stay visible in their own section
- They are excluded from the online totals above
- Fees, net, and payouts remain marked as pending until reconciliation is complete
In most cases this section should be temporary. If it remains visible after payment activity has settled, contact Naayya Support so the underlying payment records can be reviewed.
Revenue categories#
Every payment in Naayya is tagged with a revenue category that decides whether it counts toward revenue totals:
| Category | What it means | Counts as revenue |
|---|---|---|
| Online Paid | Paid through Stripe or a card terminal | Yes |
| Paid Outside Stripe | Cash, bank transfer, manual card, or another offline method | Yes |
| Complimentary | Given for free (comp, gift, staff) | No |
| Credit Adjustment | Settled with store credit the customer already had | No |
| Carry-Over | Migrated from a previous system or balance carried forward | No |
| Voucher Redemption | Paid by redeeming a voucher or wallet balance | No |
| Needs Review | Saved before the category was recorded and still needs to be confirmed | Excluded until classified |
Only Online Paid and Paid Outside Stripe add to gross and net revenue. The other categories are tracked separately so vouchers, comps, and credit use do not inflate your totals.
Payments needing classification#
If Admin > Payments shows a banner that reads "N payments need classifying", those payments are currently in the Needs Review category. They were saved before the category was recorded, so Naayya does not yet know how to count them.
- Click Review on the banner to open the classification page.
- For each payment, Naayya suggests a category based on the amount, payment method, and any notes. Green suggestions are safe to accept; amber suggestions are worth double-checking.
- Pick the correct category (or keep the suggestion) and save the batch. If several payments share the same note, use Apply to all with the same note to classify them together.
- When every row is cleared, the banner disappears and those payments flow back into your monthly and annual totals.
If you're unsure which category fits, the table above is the reference. When nothing matches cleanly, Complimentary is the safest default because it keeps the payment out of revenue rather than inflating it.
Generate the official PDF#
When you are ready to save or share the report:
- Open the correct completed year.
- Click Generate official PDF.
- Wait for generation to finish.
- Download the file, or use Download latest PDF if one already exists.
Naayya generates a fresh PDF each time instead of silently reusing an older file. This is useful when payment reconciliation improves later, manual payments are added, or business details need to be reflected in a newly generated document.
What appears on the PDF#
The official PDF includes:
- Business name and legal name
- Billing address
- VAT number, if available
- Monthly online payment totals
- Separate manual and offline totals when relevant
- Separate pending reconciliation totals when relevant
- Reference number and generation timestamp
If any legal or billing details are wrong, update them before generating the PDF again.
When to regenerate#
Generate a new PDF when:
- You corrected business billing details
- Missing manual or offline payments were added
- Reconciliation changed the final online fee or payout totals
- Your accountant asks for the latest official version
Related#
- Payment Methods & Payouts: Review payment capabilities and payout timing
- Billing Details & Invoices: Update the business details shown on official documents
- Invoice vs Receipt: Check which payment document a customer receives
- Payment Review: Classify payments before they affect reporting