Dashboard → Finance → Reports starts empty. You pick a report, it opens for the current academic year, and the Filters button narrows it from there.
Generating a report
- Click Generate report.
- Choose the kind of report, for example Payments received.
- Choose how to break it down, for example By class.
- The report opens for the current academic year, across every class.
- Click Filters to change the period or narrow to a class or stream, then Apply. The number on the Filters button counts the filters in use.
Change report reopens the same dialog. Switching to a different view of the same report keeps your filters; switching to a different report starts again from the current year.
The report, its view and its filters are kept in the page address, so a bookmarked or shared link opens the same report.
Periods
| Period | What it covers |
|---|---|
| Year | Every term of the academic year, from the first term's start to the last term's end. Defaults to the current academic year. |
| Term | One term's own start and end dates. Defaults to the term now running. |
| Month | The calendar month containing the date you pick, or this month if left blank. |
| Week | Monday to Sunday around the date you pick, or this week if left blank. |
Payments, expenses and income are selected by the date they happened. Invoices belong to a term, so a Term or Year report takes the invoices billed for those terms, while a Week or Month report takes the invoices raised in those dates.
A student's class and stream on a report are the ones they were enrolled in for the latest term the period touches, so a student promoted during the year reports under the class they finished it in. A student with no enrolment for the period appears as Unassigned rather than being dropped.
The reports
| Report | Views | Class and stream filters |
|---|---|---|
| Payments received | Receipts, By class, By payment method, By what was paid for, By month | Yes |
| Invoices billed | Invoices, By class, Collections by term, By invoice type | Yes |
| Student balances | Every student, Students still owing, By class | Yes |
| Expenses | Expenses, By category, By vendor, By month | No |
| Other income | By source, Deposits, By month | No |
| Income vs expenditure | Summary, By month | No |
| Account statement | Statement | No |
Payments received
Money received from students in the period, by payment date. A payment that has not been allocated to an invoice still counts, because the school still has the money.
Invoices billed
What was billed, collected, waived and still outstanding. Voided invoices never count. The balance on an invoice is what is due less what has been paid and less any approved waiver, the same figure the student ledger carries, so a student whose fees were waived is not shown as owing.
The collection rate is collected against billed after waivers.
Student balances
The list a bursar chases fees from: every student enrolled for the term, and where each of them stands.
| Column | What it shows |
|---|---|
| Billed | Everything charged to the student for the term |
| Paid | Payments allocated to those charges |
| Term balance | Billed, less paid, less waived |
| Arrears | Still owed on terms that started before this one |
| Total owed | Term balance plus arrears |
| Status | Cleared, Partially paid, Not cleared, or Not billed |
A balance is a position at a point in time, so this report reads one term: the term you chose, or for a year, month or week, the latest term in that period that has started. The page shows which term it used.
A student enrolled for the term with nothing charged to them shows as Not billed rather than Not cleared. That is a gap in billing to close, not a parent to chase.
The Filters sheet adds options for this report only:
- Fee status: Cleared, Partially paid, Not cleared, Not billed, or Anyone still owing.
- Balance basis: This term only, or Term plus arrears. A Term report uses this term only by default; any longer period uses term plus arrears.
- Student type, Balance at least, and a name or student-ID search.
Balance basis decides what cleared means. On This term only, a student who settled this term's fees is Cleared even with last term outstanding. On Term plus arrears, the same student reads as Partially paid, because the school is still owed money.
Expenses
Approved expenses by expense date, at the amount approved. Requests still waiting for approval are shown in their own tile and are not added to spend.
Other income
Grants, donations, canteen, farm and other money from outside school fees. Loans and owner's contributions are financing rather than income, so they are shown in their own tile and left out of the total.
Income vs expenditure
Fee payments received plus other income, against approved expenses, with the surplus or deficit. By month shows the same figures month by month.
Account statement
The school's own bank accounts, cash floats and mobile money for the chosen period: opening balance, money in, money out and closing balance for each account. Pick a single Account or tick Include closed accounts on the statement itself.
If your accounts are held in more than one currency, the summary tiles add the raw figures together without converting them. Read the per-account rows in that case. Each one is labelled with its own currency.
Downloading
Download asks whether you want a PDF, a landscape document on the school's letterhead, or a CSV for a spreadsheet. Both carry every row in the report, not only the page on screen, and the PDF header states the period and scope it was run under. The account statement's download is the full ledger behind its figures, every posting in date order with a running balance.