What is the Program Deposit Split Report (FIN-4)? – iClassPro Support

IN BRIEF
The Program Deposit Split Report (FIN-4) reflects when and where payments and/or credits are applied to charges. The report shows both payments/credits created within the selected date range and adjustments made to payments/credits created prior to that range. Administrators use this report to analyze payment allocation, unapplied payment activity, and adjustments to previously applied amounts.

Overview
- Unapplied Payment Types Included in the Report
- Important Notes About Unapplied Payment Entries
Accessing the Report
Step-by-Step Instructions
Troubleshooting & FAQs
Related Articles

Overview

The Program Deposit Split Report reflects the distribution of payments and/or credits across Programs and Charge Categories. It also displays activity related to unapplied payments and adjustments made to previously applied payments.

The report is divided into two primary sections:

Payments Received On [Report Date Range]
- Shows only payments/credits created within the report’s date range.
Adjustment Made To Payments Received Prior To [Start Date of Report Date Range]
- Shows payments/credits created before the start date but applied or unapplied within the report’s date range.

Both sections include listings for each Program/Charge Category, along with entries for various types of Unapplied Payments.

Unapplied Payment Types Included in the Report

Unapplied Payments – payments taken but not yet applied to charges.
Unapplied Failed Payments – payments that were originally applied but were later unapplied after being reported as “Failed” by the issuer/bank.
Unapplied Voided Payments – payments that were applied but then unapplied when voided in the payment gateway.
Unapplied Deleted Payments – payments that were applied but then unapplied once deleted from the family ledger.
Unapplied Refunds – payments that were applied but then unapplied when refunded to the customer.

Important Notes About Unapplied Payment Entries

Unapplied Payments + Unapplied Failed Payments + Unapplied Voided Payments + Unapplied Deleted Payments + Unapplied Refunds + Program Totals = Total Payments Received.
The totals for “Unapplied” entries at the top of the Payments Received On section should “zero out” the “Unapplied Payments” listed at the bottom (one total being positive and one negative).
When running by Created Date, the system reviews only payments created during the date/time range.
When running by Active Date, the system reviews only payments applied/unapplied during the date/time range.
Columns display total amounts applied to each Charge Category for each payment/credit type, including a final Total column.
Totals are summed in the last row of each table.
If a payment is applied and later fails, the adjustment appears under Adjustments Made To Payments Received Prior To [Start Date] and will also be shown under Payment and Adjustment Details when that option is enabled.
Filters related to enrollments produce results based on the As of Date selected.
Frequently used filters can be saved as Report Presets.

Accessing the Report

From the main navigation menu, go to Reports.
Select Program Deposit Split Report (FIN-4) from the list.

Step-by-Step Instructions

Choose Report Filters

General Filters

Use Created Date Instead of Default Active Date
- When enabled, the system filters based on the created date/time of payments.
- If enabled, additional fields appear:
  - Created Start Date & Time
  - Created End Date & Time
Active Start Date / End Date
- Shows only payments whose Active Date falls within the selected date range.
- This is the default filter and maintains current report behavior.
Locations
- Limits results to charges/payments associated with selected Location(s).

Ledger Filters

Choose Program
- Select one or more Programs to limit results to payments applied to charges within those Programs.
- Leaving this blank includes all Programs.
Payment Method
- Limits results to payments created using specific payment methods:
  - Cash
  - Check
  - E-Check
  - Credit Card
  - Credit Card Present
  - Credit Card – Swipe/Insert/Tap
  - External Credit Card
  - Custom Payment Type (if defined)
Credit Method
- Limits results to credits created using specific credit methods:
  - Coupon
  - House
  - Other
  - Gift Card

Choose Display Options

Show
- Payment and Adjustment Details
  - Adds a table titled “Detailed Audit Trail of Payments and Adjustments,” listing:
    - Guardian Name
    - Payment/Credit Type
    - Action performed
    - Payment/Credit Entry Date
    - Payment Method
    - Transaction ID
    - Apply/Unapply Date
    - Program
    - Charge Category
    - Amount
- Show Total Tax for Program and Charge Category
  - Adds total tax amounts for each Program and Charge Category.
Print Layout
- Landscape
  - Generates the report in Landscape mode.
  - Automatically enforced if too many payment/credit methods are selected.

Generate the Report

Confirm your filters.
Select your preferred format (HTML, PDF, XLS, or CSV) to generate the report.

Troubleshooting & FAQs

Why do the Unapplied Payment totals at the top and bottom seem to cancel each other out?
- This behavior is expected. The top entries reflect unapplied payment amounts within the reporting period, while the bottom line offsets these totals to reflect final unapplied balances.
Why am I not seeing certain payments when running the report?
- Confirm whether you are running by Created Date or Active Date, as each option filters based on different criteria.
Why is the report forced into Landscape mode?
- If too many payment/credit methods are selected, the System automatically switches to Landscape to accommodate the expanded columns.
Why do adjustments for failed or voided payments appear in a different section?
- If a payment was applied and later failed/voided, the adjustment is recorded under Adjustments Made To Payments Received Prior To [Start Date] to accurately reflect when the unapply action occurred.