IN BRIEF
iClassPro offers two primary reports that assist with tracking income on a daily basis: the Bank Deposit Report (FIN-2) and the Program Deposit Split Report (FIN-4). These reports serve different purposes—one shows when income is recorded, while the other shows where income is applied.
Overview
The Bank Deposit Report (FIN-2) and Program Deposit Split Report (FIN-4) work together to provide a complete picture of income.
- The Bank Deposit Report shows payments, refunds, credits, and deleted transactions based on when the payment activity occurred.
- The Program Deposit Split Report shows how those transactions are applied to charges, including adjustments if payments are moved or reapplied.
These reports allow administrators, accountants, and bookkeepers to accurately evaluate daily income, understand payment allocation, and maintain consistency with external accounting systems.
Accessing the Reports
- From the main navigation menu, go to Reports.
- Locate FIN-2 Bank Deposit Report or FIN-4 Program Deposit Split Report within the Financial report category.
Step-by-Step Instructions
Understanding the Bank Deposit Report (FIN-2)
The Bank Deposit Report tracks all payment-related activity within a selected date range, including:
- New payments recorded
- Credits
- Refunds
- Deleted transactions
The report includes the following details for each entry:
- Date the transaction was recorded
- Payment method
- Credit card type and last four digits (when applicable)
- Transaction or check number (if entered)
- Payment amount
- Primary guardian name
Viewing Income on FIN-2
- The report lists all transactions recorded in iClassPro for the selected dates.
- It can optionally display how the funds were applied by using the Show Programs setting.
- Deleted funds appear as negative amounts to prevent inaccurate reporting in external accounting systems.
Why Deleted Funds Are Tracked
- Deleted payments remain visible so accounting staff do not mistakenly over-report income.
- Example scenario:
- A payment for $500 is entered on January 1.
- It is later discovered to be a typo and is deleted and replaced with a $50 payment.
- If the original payment were not listed as a deletion, an accountant who already reconciled January 1 would incorrectly record $550 income instead of the correct $50.
- Deleted payments move from the main “New Payments” section to a “Deleted Payments” section of the report.
- Deleted entries appear as negative values to offset the original amount.
Understanding the Program Deposit Split Report (FIN-4)
The Program Deposit Split Report reflects when and where payments are applied to charges. It differs from FIN-2, which reflects when payments are recorded, refunded, voided, or deleted.
This report is based on the System’s internal ledger tracking, which records every action performed on a payment. This helps support scenarios where staff may forget to apply a payment during checkout or when customers return with questions.
Viewing Income on FIN-4
- The report breaks down income by Programs and Charge Categories.
- Results reflect totals derived from:
- Income applied
- Refunds
- Deletions
- The top section mirrors FIN-2 by listing new entries, refunds, and deletions.
- Payments that have been recorded but not applied appear as un-applied.
Using the Adjustments Section
- Payments may be applied on a date different from the original payment date.
- Adjustments appear when:
- An originally un-applied payment is later applied
- A payment is un-applied and applied to a different charge
- This helps track income that already appeared on a prior date but has since been redistributed.
- Adjustments do not affect new income totals for the day; they only explain where money ultimately ends up.
Troubleshooting & FAQs
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Why does the Bank Deposit Report show negative numbers for some transactions?
- Negative numbers appear when payments have been deleted. Deleted payments are displayed to prevent inaccurate income totals in outside accounting systems. Deleted entries offset the original recorded amount.
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Why does the Program Deposit Split Report show un-applied payments?
- Payments appear as un-applied when they have been recorded but not assigned to a specific charge. These payments still count toward recorded income but have not yet been allocated.
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What is the purpose of the Adjustments section on FIN-4?
- Adjustments help track payments that were previously accounted for but later moved or reapplied. This section shows internal ledger corrections without altering new income totals for the date range.
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If a payment is applied late or moved, will this change income numbers on FIN-2?
- No. FIN-2 reports based on the date the payment activity occurred, not when the payment was applied to a charge. Only FIN-4 reflects reallocation activity.