Within the Billing menu, the Ledger Report allows you to track all items tied to the ledgers of your parents/payers. Â
💡Quick answers
- What exactly is included in the Ledger Report? This report tracks every single line item posted to a parent’s ledger, including all charges, credits, and payments. If it affected a balance, it’s here.
- How do I find manual payments, like checks dropped off at the office? Use the Filter Options button and set the Payment Method to Check. You can also look at the Received Date column, which only populates for manual entries.
- Can I see which student a specific charge is for? Yes. The Ledger Report includes the Student Name and Student ID for every transaction.
- Why is the Received Date blank for some payments? The Received Date column is specifically for manual payments (checks, cash). Online payments through the Parent Portal are tracked by their Posted Date.
- Can I export this data? Yes. Exporting to CSV provides a clean data set that includes Student IDs (like FACTS or Blackbaud IDs) and billing category codes.
Who has access to this page?
Types: System Admin, Admins, Users
Permissions: Financial
In this article
Filters and Export Options within the Ledger Report
Filters
- Posted Date Range: The Ledger Report can be filtered by the date an item was posted to the ledger through the Posted Date Range dropdown. Within that dropdown, if you select the Custom option, you can set the start and end date for a customized date range.
- Filter Options: You can also utilize the Filter Options button to expand a variety of additional filters. These include Term, Grade, Type, Payment Type, Category, Category Group, Payment Method, Account First Name, Account Last Name, and any custom Billing filters you've added.
Custom Filter Options
If you need any custom filter options brought into this report or other billing reports, submit a request to our support team and let us know which field(s) you’d like added in. Please note that ID fields and text fields cannot be used as filter options.
Export Options
You can export the Ledger Report as a PDF or CSV file.
This report will export all displayed columns as well as all student ID fields. Depending on your setup, this may include the FACTS ID, Blackbaud API ID, your "school name" ID, etc.Â
This export will also include any Billing Category codes you have.
- Posted Date
- Student First Name
- Student Middle Name
- Student Last Name
- Student ID
- Term
- Associated Account First Name
- Associated Account Middle Name
- Associated Account Last Name
- Associated Account ID
- Amount
- Description
- Category
- Account Code
- Adjustment Code
- Ledger Code
- Type
- Payment Method
- Received Date
- IDs (any other IDs you are creating in your site will be listed as columns)
The export also includes a Total row, which sums up the charges and credits below for the respective ledger transactions.
Columns within the Report
- Posted Date: The date that the charge or credit was posted.
- Student Name: The name of the student associated with that line item.
- Student ID: User ID for the student associated with that line item.
- Term: The term of the child for that line item.
- Associated Account: The payer account that's associated with the charge/credit.
- Associated Account ID: ID for the parent/payer.
- Amount: The amount of the financial line item.
- Description: A description of the line item.
- Category: Displays the Billing Category assigned to each line item.
- Type: Indicates if the amount is a charge or a credit.
- Payment Method: Displays the method of payment.
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Received Date: Displays the date that a manual payment was received.Â
- Please note that only manual payments will display a received date within that column.
Expand the line items using the arrow icon on the left to reveal the student data.
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