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Billing: Reports and List Pages Overview

Jessica Lara
  • Updated

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. 

Who can access this feature?

Admin Account Types: System Admins, Admins, and Users
Permissions: Financial

In this Article

Reports and List Pages

All of the pages outlined here can be found within the Billing drop-down menu.

The Billing menu in the Main Nav bar.

Billing Dashboard

The Billing Dashboard presents a comprehensive overview of your billing data, making it easy for you to track and monitor your school's overall billing health at a glance.

Key Functions:

  • Historical Overdue Analysis: View your school's overdue percentage by month within a graph covering 3 years (current year and the past two).
  • Charge vs. Collection Tracking: Compare monthly total charges against total collected amounts via a bar graph to monitor cash flow trends.

System Details:

  • Due to the large volume of data processed for these visuals, you may encounter slow loading times when opening this page.

Accounts

Within the Accounts page, you can view and manage the details of all billing accounts at the parent/payer level, providing a central hub for payer-specific financial data.

Key Functions:

  • Parent-Level Management: View payment methods, upcoming payments, and current balance amounts for all billing accounts.
  • Bulk Adjustments: Add charges and credits via the Edit menu; note that these are applied to a billing category at the account level.
  • Prepayment Identification: Quickly identify parents or payers who have prepaid by looking for negative balances in the Current Balance column.
  • Advanced Filtering: Use filter options to isolate active/inactive accounts, auto-pay enabled accounts, or those with overdue balances.

System Details:

Ledger

The Ledger Report allows you to manage the specific billing amounts for each payer account associated with each student, listing every contractual fee and incidental transaction.

Key Functions:

  • Transaction Auditing: View all ledger activity, including automatic and manual charges, credits, and payments.
  • Date-Range Searching: Easily search for specific financial records within a custom date range.
  • Data Export: Utilize export capabilities to pull ledger data for external review.

System Details:

  • Student columns only show information when the caret is used to expand the record. If a fee is tied directly to the parent (like a Late Fee), the Student Name and Term columns will remain blank.
  • Custom columns can be added under Settings > General > List Page Configuration.
  • Custom filters can be added to this report by submitting a request to the support team.

In-School Payment Report

The In-School Payments Report allows you to view and track all payments that have been manually added to your site rather than processed automatically through the Parent Portal.

Key Functions:

  • Manual Payment Tracking: Monitor payments added through manual fee checklist completions (e.g., deposit fees) or the Add Payment button on the ledger.
  • Payment Method Visibility: View all manual entries regardless of method, including Electronic Check, Credit Card, Cash, and more.

System Details:

  • The date filter within this report pulls records based on the Received Date.

Students

On the Students List Page, you can manage upcoming and remaining billing amounts specifically at the student level for a more granular view of enrollment finances. 

Key Functions:

  • Term-Specific Management: Use the term picker at the top of the page to isolate and view billing data for different school terms.
  • Bulk Record Selection: When selecting students across multiple pages, a banner allows you to instantly select all students in the results rather than just the current page.
  • Prepayment Tracking: Identify accounts with negative values in the Current Balance column to find prepayments.

System Details:

AR Aging Report

The AR Aging Report helps you manage a history of overdue accounts, identifying exactly who is net 30, 60, or 90+ days past due.

Key Functions:

  • Aging Categorization: View past due balances grouped by the specific amount of time they have been overdue.
  • Account Adjustments: Add account-level charges and credits directly through the Edit menu on this page.
  • Targeted Filtering: Filter results by term, grade, or custom date ranges to narrow down delinquent accounts.

System Details:

  • Amounts are displayed as soon as they become past due.
  • The report shows all payers with a non-zero balance and the students they are responsible for.
  • Custom filters can be added to this report by submitting a request to the support team.

AR Report

The AR Report displays student and payer data for charges, credits, and payments to help administrators understand both receivables and remittances.

Key Functions:

  • Cash Flow Breakdown: Compare the Remitted column (online payments deposited in your bank) against the Pending column (online payments not yet deposited).
  • In-School Tracking: View the Paid in School column to see manual payments added to the ledger.
  • Student Grouping: Use the caret dropdown on each payer to see a grouped list of students they are responsible for.

System Details:

Payout Report

The Payout Report shows all payouts you have received (or will receive) in your connected bank account, providing a clear trail for bank reconciliation.

Key Functions:

  • Deposit Reconciliation: View amounts deposited into your school’s bank account and see the specific transactions within that payout.
  • Allocation Transparency: See exactly how and where individual payments within a payout were applied to accounts.
  • Flexible Exports: Export a breakdown by account/student from either the main page or from within a specific payout page.

System Details:

  • Results can be filtered by Payout ID, Status, Amount, or Date Range.

Billing Category Report

The Billing Category Report provides a monthly summary of your billing categories, consolidating charges, credits, and payments into organized groupings.

Key Functions:

  • Category Summarization: View a breakdown of balances and activity (charges/credits/payments) by specific billing category.
  • Custom Timeframes: Set a start and end month to view results for specific periods.
    • The maximum timeframe for this report is 15 months.

System Details:

Revenue Recognition Report

The Revenue Recognition Report displays recognized revenue in each billing category based on your school's specific fiscal settings.

Key Functions:

  • Fiscal Tracking: View revenue broken down by the months defined in your Fiscal Year Start and End Months in the Billing Setup page (Settings > Billing > Billing Setup).
  • Rule-Based Reporting: Amounts are pulled into the report based on the allocation rules set at the Billing Category or Global level on the Billing Setup page.

Incremental Billing Activity Report

The Incremental Billing Activity Report displays the total value that is agreed to be paid for each billing category, including both charges and financial aid.

Key Functions:

  • Process-Date Tracking: Transactions are recorded in the month they are processed, allowing you to see the full value of a payment plan in the month it was established (even if payments occur later).
    • 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.

System Details:

  • The date range aligns with the Fiscal Year Start and End Months configured on your Billing Setup page.

Projected Income Report

The Projected Income Report projects your expected income based on upcoming billing dates and payment methods.

Key Functions:

  • Income Forecasting: Adjust the report by end month and term to see future revenue expectations.
  • Risk Categorization: Income is grouped into three categories:
    • 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's Billing Management tab or by submitting cash or a paper check. These accounts are at higher risk of missing their payments because they are not utilizing autopay.
    • Overdue: These accounts are currently overdue. The system assumes overdue accounts stay overdue until current; unpaid charges will shift to the next month's Overdue column automatically.

System Details:

  • The report can be exported to CSV or PDF.

Billing Reports (Billing Category, Total Balance, & Posted Date)

Under Billing > Billing Reports, you will have access to the following three reports:

  • Billing Category: View account and student balances by billing category. The page shows a line item for every billing category with a charge, credit, or payment for the selected contacts. 
  • Total Balance: View total account and student balances by charge, credit, and payment. Unlike the Billing Category tab, this report only shows the totals and does not break them down by category.
  • Posted Date: View account and student total activity by date or month. Selecting Day filters the report to display the activity based on the ledger item dates, while Month filters the report to display activity based on monthly ledger totals.

System Details:

  • All of the Billing Reports can be filtered by the following fields:
    • Term
    • Grade
    • Payment Type
    • Category
    • Category Group
    • Payment Method
    • Account First Name
    • Account Last Name
  • Reports can be toggled to display by Account, Student, or Both.

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