IN BRIEF
The Category List Report (FIN-6) generates a list of charges created or deleted within a selected date range, based on the Charge Date. The report can include paid/unpaid status, Location information, tax details, and remaining balances. Administrators use this report to review charge activity, reconcile financial data, and audit entries tied to specific programs, categories, instructors, or enrollments.
Overview
The Category List Report displays all charges created or deleted within a specified date range. The System uses the Charge Date to determine which entries fall within the selected range. The report can also identify:
- Whether charges are paid or unpaid
- The Location associated with each charge
- Any taxes applied
- Remaining balances
If any filters that relate to enrollments are enabled, the results are generated based on the As of Date selected at the time of report generation.
Accessing the Report
- From the main navigation menu, go to Reports.
- Select Category List Report (FIN-6) from the list.
Step-by-Step Instructions
General Filters
- START DATE/END DATE: the system will only show charges with a “Charge Date” that falls within these days.
- LOCATIONS: the system will only include charges/payments associated with the selected Location(s) in the results. (In order to reconcile the report, these should match the Location(s) chosen for your Category List Report and Program Deposit Split Report.)
- KEYWORDS: select a Keyword to limit the report to only families who are associated with a particular Keyword.
- Family Keywords – the family keyword must be assigned to the family
- Student Keywords – the family must have at least one student with the selected keyword assigned.
- Class Keywords – the family must have a student with an active enrollment in a class with the selected keyword assigned.
- Camp Keywords – the family must have a student with an active enrollment in a camp with the selected keyword assigned.
- CLASS/CAMP STATUS
- Active – will limit the report to only families with outstanding charges who have students with enrollments in classes/camps that are currently marked “Active.”
- Inactive – will limit the report to only families with outstanding charges who have students with enrollments in classes/camps that are currently marked “Inactive.”
Enabling one or both of the "Class/Camp Status" options will automatically limit the report results to tuition-type charges associated with the selected Charge Categories.
- CHOOSE INSTRUCTOR - select one or more Instructor(s) to limit the “Choose Class”/”Choose Camp” filters to only show classes/camps associated with the specified Instructor(s).
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NOTE: Entries will not be included on the final report for any selected instructor/staff member who was not associated with specified enrollments, events, etc., during the designated date/date range.
- If an instructor was deleted AFTER the start date of the report, the results will include relevant entries for the instructor on the date(s) before they were deleted.
- If an instructor was created/attached to an event AFTER the end date of the report, the instructor will not be included in the results.
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NOTE: Entries will not be included on the final report for any selected instructor/staff member who was not associated with specified enrollments, events, etc., during the designated date/date range.
Class/Camp Filters
Changing the date range of the report AFTER making any Pre-filter selections may cause some of the selections to become invalid. These selections will not be reflected on the final report.
- PRE-FILTER – the “Pre-filter” limits the results of the “Choose Class”/”Choose Camp” filter and only affects the options shown there. It does not affect any actual report results.
- CHOOSE INSTRUCTOR - select one or more Instructor(s) to limit the “Choose Class”/”Choose Camp” filters to only show classes/camps associated with the specified Instructor(s).
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NOTE: Entries will not be included on the final report for any selected instructor/staff member who was not associated with specified enrollments, events, etc., during the designated date/date range.
- If an instructor was deleted AFTER the start date of the report, the results will include relevant entries for the instructor on the date(s) before they were deleted.
- If an instructor was created/attached to an event AFTER the end date of the report, the instructor will not be included in the results.
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NOTE: Entries will not be included on the final report for any selected instructor/staff member who was not associated with specified enrollments, events, etc., during the designated date/date range.
- CHOOSE INSTRUCTOR - select one or more Instructor(s) to limit the “Choose Class”/”Choose Camp” filters to only show classes/camps associated with the specified Instructor(s).
- CHOOSE CLASS: selecting one or more specific classes will limit the results only to families with enrollments in the selected class(es) within the specified Start/End dates.
- CHOOSE CAMP: selecting one or more specific camps will limit the results only to families with enrollments in the selected camp(s) within the specified Start/End dates.
NOTE: Selecting filters in this section takes enrollments into consideration, and therefore will result in the system only looking at Tuition Charges. This may override options selected in the “Ledger Filters” section.
If you are looking for "Anniversary" or “Other” line item type charges, leave this section blank.
Ledger Filters
- PAID/NOT PAID:
- Paid – the system will only list charges that are paid as the specified End date of the report. (If “Include All Collected Payments” has been checked the system will consider all payments.)
- Not Paid – the system will only list charges that are unpaid as of the specified End date of the report. (If “Include All Collected Payments” has been checked the system will consider all payments.)
- CHOOSE PROGRAM: selecting one or more specific programs will limit the results only to charges assigned to the selected program(s) and payments which were applied to them within the specified date range of the report. (Leaving this filter blank will include all programs.)
- CHOOSE CHARGE CATEGORY: selecting one or more specific charge categories will limit the results only to charges assigned to the selected charge category/categories and payments which were applied to them within the specified date range of the report. (Leaving this filter blank will include all charge categories.)
Display Options
- INCLUDE
- All Collected Payments: enabling this setting will consider all payments applied to charges when determining paid/unpaid status, regardless of whether the payment was made within the specified Start/End dates. (By leaving this option disabled, the system will determine this status as of the specified end date.)
- SHOW
- Source of Charge - If enabled, will display a column noting whether the charge was created from the:
- Customer Portal
- Office Portal (via one of the following methods)
- Transaction Page
- Enrollment Wizard
- Manual
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Early Bird Discounts - If enabled, an “Early Bird” column will be added to the report to reflect potential Early Bird discounts that may be applied if the charge is paid in full prior to the defined Early Bird Date.
- NOTE: Early Bird is estimated based on when charge is created and only added to the total discounts when charge is fully paid.
- Source of Charge - If enabled, will display a column noting whether the charge was created from the:
- PRINT LAYOUT
- Landscape: will generate the report in Landscape mode (rather than Portrait).
Select Report Format
After reviewing your selected filters, the Aged Accounts Report can be generated in the following formats:
- HTML
- XLS
- CSV
Select your preferred format to generate the report. Note that if the report date range encompasses more than two months, XLS will not be an available format.
Troubleshooting & FAQs
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Why are some charge categories or programs missing from my results?
- Class/Camp filters restrict results to Tuition Charges. If you need Other type charges, leave the Class/Camp Filters section blank.
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Why does XLS format not appear as an option?
- XLS export is only available when the report covers two months or less. Select HTML, PDF, or CSV for longer date ranges.
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Why is an instructor missing from the report?
- Instructor records follow date logic:
- If added after the End Date, they will not appear.
- If deleted after the Start Date, their earlier entries will still be included.
- Instructor records follow date logic:
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Why does the paid/unpaid status not match what I expect?
- If All Collected Payments is enabled, the System considers all payments ever applied, not just those within the selected date range.