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Billing: Reports and List Pages Overview

Jessica Lara
  • Updated

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. 

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.

The Dashboard is divided into two sections:

  • Historical Percentages of Overdue: Displays your school's overdue percentage by month within a graph. The graph displays 3 years of data, which includes the current year and the past two years.
  • Charged vs Collected: Features a bar graph illustrating the monthly comparison between your school's total charges and your total collected amounts.

Due to the large amount of data within this dashboard, it is anticipated that you may encounter slow loading times for the page.

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.

  • 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 under the Edit menu, but you will only be able to apply the charge or credit to a billing category at the account level.
  • Accounts may be marked inactive automatically based on system criteria or manually by users. See the Billing: Accounts List Page article for details.

  • Use Filter Options to view active/inactive accounts, auto-pay enabled accounts, or those with overdue balances. To add custom filters 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.

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 range. 

  • This report includes filter options, a custom date range, and export capability.

  • The ledger report shows all ledger activity, including both automatic and manual charges, credits, and payments.
  • You can add custom columns to this report under Settings > General > List Page Configuration.
    • Please note: The 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 caret dropdown is expanded.
  • To add custom filters to this report, please contact the support team to request the update.

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.

  • 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
  • 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.
  • The date filter within the report will pull by the Received Date.

Students

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

  • In the box at the top of the page, the 'Current Amount' will match that day's balance totals.
  • 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.
  • You can add custom columns to the tab under Settings > General > List Page Configuration.
  • To add custom filters to this report, please contact the support team to request the update.

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.

  • 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.
  • To add custom filters 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.

AR Report

The AR 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. 

  • 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 report by Grade, Term, and Date Range.
  • To add custom filters to this report, please contact the support team to request the update.

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.

  • 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.

Billing Category Report

Within the Billing Category 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.

  • The report shows a breakdown of balances by billing category.
  • It shows all charges/credits/payments.
  • To add custom filters 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.

Revenue Recognition Report

The 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).

  • The months displayed are based on what you've set as your Fiscal year start and end months on 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).

Incremental Billing Activity Report

The Incremental Billing Activity 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.

Projected Income Report

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

  • You can adjust the report by:
    • Setting an 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'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 that the account will stay overdue until it becomes 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.

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

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

The Billing Category tab allows you to 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. 

The Total Balance tab allows you to 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.

The Posted Date tab allows you to 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.

Additional Notes:

  • 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
  • You have the option to display each report by Account, Student, or Both.

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