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Billing: Reports and List Pages Overview

Claire Frank
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Overview

Within the Billing Module, there's a variety of reports available to track financial data in different ways.

Read below to understand how you can utilize each of these reports to fit the needs of your school. 

Reports and List Pages

All of the pages outlined here can be found within the 'Billing' dropdown menu. 

The Billing menu in the Main Nav bar.

Accounts

Within the Accounts page, you can view and/or manage the details of all billing accounts including payment methods, overdue accounts, upcoming payments, remaining balances, and current balance amounts at the Parent level.

Additional Notes:

  • This report is focused on parent data and the records listed within the report are Parent accounts.
  • You can add charges and credits on this page but you will only be able to apply the charge or credit to a billing category at the account level.
  • If an account meets specific criteria it will be marked as inactive by the system, allowing you to filter the page to only view the accounts that are active. You can also manually mark an account as inactive.
  • You can use the filter options at the top of the page to filter by active/inactive accounts, who has auto-pay enabled, and/or who is overdue.
  • You can add custom filters to this page. If you'd like to add a custom filter to this report, please contact the support team to request the update.
  • You can use this page to identify parents/payers who have prepaid by looking for those listing a negative balance in the 'Current Balance' column.

Click here to read more about the Accounts List Page.

Ledger

Within the Ledger Report, you can manage the billing amounts for each payer account associated with each student. This report lists all contractual fees and incidental charges or credits that have been made. You can use this report to easily search for this information by date ranges. 


Additional Notes:

  • The report includes multiple filter options and the ability to set a custom date range.
  • It can be exported.
  • The ledger report shows all ledger activity including both automatic and manual charges/credits/payments.
  • You can add custom columns to this report under Settings--> General --> List Page Configuration.
    • Please note: Student columns will only show student-tied information when the caret is used to expand student information. If the fee is tied directly to the parent account (such as a Late Fee), the Student Name and Term columns will remain blank when the carrot dropdown is expanded.
  • You can add custom filters to this page. If you'd like to add a custom filter to this report, please contact the support team to request the update.

Click here to read more about the Ledger Report.

Students

On the Students List Page, you can manage upcoming and remaining billing amounts at the student level. 

Additional Notes:

  • In the box at the top of the page, the 'Current Amount' will match that day's balance totals.
  • You can add custom columns to the tab under Settings--> General --> List Page Configuration.
  • You can add custom filters to this page. If you'd like to add a custom filter to this report, please contact the support team to request the update.
  • The report is term specific and you can use the term picker at the top of the page to view the data in different terms.
  • With results that are multiple pages long, when you select all students on the first page, a banner will appear at the top of the page asking whether you want to select only the students on the first page, or if you'd like to select all students on all pages in the results.
  • You can use this page to identify parents/payers who have prepaid by looking for those listing a negative balance in the 'Current Balance' column.

Click here to read more about the Student List Page.

AR Aging Report

Within the AR Aging Report, you can easily manage a history of what accounts are/have been overdue, what amounts are overdue, and who is net 30, 60, or 90+ days overdue. This report will show all payers with a non-zero balance and the students the payers are responsible for.

Additional Notes:

  • The report shows past due balances grouped by the amount of time overdue.
  • The amounts are shown as soon as they become past due.
  • There is a date range filter at the top of the report that allows you to search by date.
  • You can filter the results by term or grade.
  • You can add custom filters to this page. If you'd like to add a custom filter to this report, please contact the support team to request the update.
  • You can add Account-level charges and credits through the 'Edit' menu on this page.

Click here to read more about the AR Aging Report.

AR Report

This report displays student and payer data for charges, credits, and payments to understand receivables and remittances. Each payer will have a caret dropdown that groups the students that they are responsible for. 

Additional Notes:

  • It shows amounts charged/credited/paid and the remaining balance for each student.
  • The remitted column shows the amount paid online that has been deposited into your school’s bank account.
  • The pending column shows the amount paid online by the parent that has not been deposited into your school’s account yet.
  • The Paid in School shows manual payments added to the ledger.
  • This report can be exported in a CSV or PDF format.
  • You can filter the AR report by Grade, Term, and Date Range.
  • You can add custom filters to this page. If you'd like to add a custom filter to this report, please contact the support team to request the update.

Click here to read more about the AR Report.

Payout Report

The Payout report shows all of the payouts you have received or will receive in the future, to the bank connected to your account. It also displays all of the transactions within that payout, including how and where those payments were applied.

Additional Notes:

  • The payout report shows amounts deposited into your school’s bank account.
  • The export shows a breakdown by account/student.
    • You can export from either the main page or within one of the payout pages.
  • You can filter the report by Payout ID, Status, or Amount.
  • You can also narrow the results with a date range filter.

Click here to read more about the Payout Report.

Billing Category Report

Within this report, you will be able to see the summary of your billing categories by month. Each section will be consolidated together by its category grouping that consists of one charge, any credits associated with the charge, and any payments associated with the charge.

Additional Notes:

  • The report shows a breakdown of balances by billing category.
  • It shows all charges/credits/payments.
  • You can add custom filters to this page. If you'd like to add a custom filter to this report, please contact the support team to request the update.
  • The export of this report shows the ledger/account/adjustment code for that category (based on what is set up on the billing categories tab).
  • You can set a start month and an end month to view the results of different timeframes.
    • The maximum time frame you can view is 15 months.

Click here to read more about the Billing Category Report.

Revenue Recognition Report

The Revenue Recognition Report (Billing > Revenue Recognition Report) displays recognized revenue in each Billing Category, broken down by the months you have set for your Fiscal Year Start and End Months in the Billing Setup page (Settings > Billing > Billing Setup.)

Additional Notes:

  • The months displayed are based on what you've set as your Fiscal year start and end months in your Billing Setup page (Settings > Financial > Billing Setup.)
  • The items (amounts) in the report are pulled in based on the allocation rule set for the Billing Category (or at the global level on the billing setup page.)

Click here to read more about the Revenue Recognition Report.

Incremental Billing Activity Report

Located in Billing > Incremental Billing Activity Report, this report displays the total value that is agreed to be paid for each billing category (including charges and aid.)

  • The report's date range aligns with the fiscal start and end months configured in the Revenue Recognition section of the Billing Setup page. 
  • Transactions are recorded in the month they are processed. For example, if a payment plan is established in August, the total value of that plan will appear in the August column, even though those payments may be allocated to tuition expenses throughout the year.

Read more about this report within our Incremental Billing Activity Report article.

Projected Income Report

The Projected Income Report projects your expected income by billing date.

  • You can adjust the report by:
    • Setting and end month and term
    • Filtering the results by term or grade

The following categories are listed for each billing date:

  • Autopay: The account has autopay turned on.
    • These accounts are expected to pay on time on their billing date and the projected amounts here should be accurate to what you will receive.
  • Manual: The account is current but does not have autopay turned on. The account holders will pay manually in the parent portal billing tab or by submitting cash or a paper check.
    • These accounts are at higher risk of missing their payments because they are not utilizing Auto-pay.
  • Overdue: These accounts are currently overdue.
    • The system assumes that the account will stay overdue until they become current, therefore, any charge added to overdue accounts will increase the amount in the Overdue column.
    • If the account remains overdue for more than a month, the amount owed will shift to the next month's Overdue column.
    • The system will continue moving unpaid accounts in the overdue column until the account becomes current.
  • The report can be exported to a CSV or PDF.

Read more within our Projected Income Report article.

In-School Payment Report

The In-School Payments Report, located within the Billing menu, allows you to view and track all payments that have been manually added to your site.

  • Manual Payments are added through:
    • Completing a fee checklist item manually (like marking a deposit fee as complete)
    • Using the “Add Payment” button on the ledger
  • The date filter within the report will pull by the received date.
  • Regardless of the payment method selected (Electronic Check, Credit Card, Cash, etc.) any payment that is manually added to the ledger through the above methods will show up in this report.

You can read more about this report in our Billing: In-School Payments Report article.

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