What is the Bank Deposit Report (FIN-2)? – iClassPro Support

IN BRIEF
The Bank Deposit Report (FIN-2) tracks all income activity within a specified date range, including new payments, credits, refunds, and deleted or failed transactions. The report helps administrators reconcile operational deposits by detailing payment methods, payment statuses, and where adjustments impact totals.

Overview
- Key Report Features
Accessing the Report
Step-by-Step Instructions
- Advanced Details
Troubleshooting & FAQs
Related Articles

Overview

The Bank Deposit Report provides a detailed list of payments recorded during the designated date range. It includes the Active Date, payment method, credit card type and last four digits (if applicable), transaction or check number (if manually entered), payment amount, and the family name (listed as the primary guardian). The payment status is also displayed.

Approved payments display once using the original created date. If approval occurred on a different day, the approval date is shown beside the payment status.

For more detailed information about how the Bank Deposit Report displays payment information, see How Does the Bank Deposit Report (FIN-2) Reflect Payment Information?

Key Report Features

Tracks new payments, credits, refunds, and deleted transactions.
Includes both the original entry and any void/refund entries that occur on different dates.
Lists deleted and failed payments in a separate section so operational totals remain accurate.
Supports filtering by program, staff, payment method, credit method, date type, and more.
Allows exporting in HTML, PDF, XLS, or CSV formats.

Accessing the Report

From the main navigation menu, go to REPORTS.
Navigate to the FINANCIAL section.
Select Bank Deposit Report (FIN-2).

Step-by-Step Instructions

Navigate to REPORTS>FINANCIAL>Bank Deposit Report (FIN-2).
Select a Date Mode
- Active Date
- Created Date
- Payout Date
Choose a Date Range.
- NOTE: If you enable Use Created Date Instead of Default Active Date, the System filters using the actual timestamp the payment was created.
  - If this option is enabled, additional fields appear:
    - Created Start Date & Time
    - Created End Date & Time
Apply General Filters as needed:
- Use Created Date Instead of Active Date
  - System uses creation timestamp instead of Active Date.
  - When enabled, separate start/end date and time fields display.
- Locations
  - Includes only charges/payments associated with selected Location(s).
Apply Ledger Filters:
- Choose Program
  - Limits results to payments applied to charges assigned to selected programs.
  - Leave blank to include all programs.
- Choose Staff
  - Limits results to payments created by selected staff.
  - Important notes:
    - If a staff member was not associated with any payment/credit during the selected date range, no entries for that staff member will appear.
    - If a staff member was deleted after the start date, entries prior to deletion will still appear.
    - If a staff member was created after the end date, they will not appear in results.
- Payment Method
  - Filters payments by the selected method(s):
    - Cash
    - Check
    - E-Check
    - Credit Card
    - Credit Card Present
    - Credit Card – Swipe/Insert/Tap
    - External Credit Card
    - Custom Payment Type (if defined)
- Credit Method
  - Filters credits by the selected credit method(s):
    - Coupon
    - House
    - Other
    - Gift Card
Configure Display Options:
- Sort
  - Sort by Transaction Method (default) groups payments by method before sorting by Active Date.
    - Deselecting this option sorts all entries strictly by Active Date.
- Show
  - Display additional columns:
    - Programs and Charge Categories
      - Shows the program/charge category associated with a payment at the time it was recorded.
      - If a payment was applied to multiple charges, the report displays one entry per charge with the corresponding amount. Totals match the overall payment amount.
    - Locations
    - E-Mail (primary email of associated family)
    - Created By (staff member who created the payment/credit)
    - Payment Guardian (guardian associated with the payment)
    - Payout Date
- Print Layout
  - Enable Landscape to generate the report in landscape orientation.
Select the desired format (HTML, PDF, XLS, or CSV) to generate the report.

Advanced Details

If payments are both taken and voided/refunded on the same day (or within the report’s date range), the report displays:
- A positive entry for the original payment
- A negative entry for the void/refund
  These entries cancel each other out to avoid affecting totals.
If the payment and refund/void occur on different days (or only one falls within the selected range), each appears on its corresponding date as separate entries.
Deleted and failed payments always appear at the bottom of the report in the Deleted/Failed Payments section with status notes.
Filters related to enrollments produce results that match the As of Date selected.
If you frequently use the same filter settings, you can save Preset Filters and load them when generating the report.

Troubleshooting & FAQs

Why do I see both a positive and negative entry for the same payment?
- Payments voided/refunded on the same date (or within the selected range) show both entries so the refund offsets the original payment without influencing totals.
Why is a staff member I selected not appearing on the report?
- Staff appear only if associated with payments or credits created within the selected date range. Deleted or newly created staff may also affect results based on timing.
Why are deleted or failed payments shown separately?
- These entries appear at the bottom of the report to keep operational totals accurate while still providing visibility into deleted/failed activity.
Are payment statuses included?
- Yes. Each payment includes a status indicator showing whether it was approved, failed, voided, refunded, or deleted.