Reports

When you need this

The bursar or the head asks "how much came in this week?", "who owes us?" or "what did we invoice this term?". The answers are under Reports.

Question	Report
How much came in today, this week, this term? By currency and by payment method?	Payments Report
Who owes, how much, and how overdue?	Debtors Report
Which invoices went out in a period, and for how much?	Invoices History
How much was invoiced for each kind of fee?	Categories Report
Every accounting entry, to trace one amount	Ledger Transactions Report

You see only the reports your role allows.

Steps

1. Open Reports in the menu. The Reports & Analytics page lists the reports as cards.
2. Click a report's card. The arrow next to its title takes you back to the list.
3. Choose the period in the date box at the top: click it, pick the first day, then the last day.

Payments Report: how much came in

• Starts on today. Pick a range for a week or a term.
• Payments: the total received in each currency, with Base Total in the school's main currency, and a Total when there is more than one currency.
• Payment Methods: the same money split by how it was paid (cash, EcoCash, bank, card…).
• Invoices: what was invoiced in the same period, per currency (Invoiced).
• Print prints the report.

Debtors Report: who owes

Opens the Debtors page: every student who owes, with what is Not yet due, and what is overdue by 1–30, 31–60, 61–90 and 90+ days, the Total and the Overdue.

• It opens on the school's main currency; pick another to see what is owed in it. Pick a student to see only them.
• Sort by Most overdue, Largest balance, Oldest debt or Name. Tick Overdue only to hide students who owe nothing overdue yet.
• Export downloads the list as an Excel file, one currency at a time.

Invoices History: what was invoiced

• Starts on the current month.
• One row per invoice: Invoice Number, the student, Date, Amount (Excl), Disc, VAT and Total.
• Export To Excel, Export To Pdf or Print.

Categories Report: invoiced per kind of fee

• Starts on the current month.
• One row per fee category: Category, Items Count, Quantity Sold and Total Amount.
• Print. (Export shows Feature coming soon and downloads nothing yet.)

Ledger Transactions Report: the accounting entries

• The Ledger Transactions list: each entry's Date, Description, Reference, Account, Debit and Credit.
• Choose what to search by (for example Reference or Account Name) and type in the search box. Use it to trace one receipt or invoice by its number. Mostly for the bursar and the accountant.

What you should see

The report's figures for the period you picked. Change the dates and they reload.

If something goes wrong

• A report card is missing: your role doesn't include it. Ask the bursar.
• "You do not have any sales yet" on the Payments Report: nothing was received or invoiced in that period. Check the dates.
• "No category sales data available for the selected period": nothing was invoiced in that period.
• The Payments Report and the bank don't agree: the report counts receipts recorded in the app. A payment on the statement that hasn't been receipted yet isn't in it. Work through the statement first: see Work through a statement's lines.