IN BRIEF:
The Statements Report (FIN-7) allows administrators to generate family billing statements in bulk. These statements reflect outstanding charges based on your statement configuration settings and can be filtered by enrollment, class, camp, and ledger criteria to control which families are included.
Overview
The Statements Report generates family billing statements formatted for #9 double-window envelopes. Depending on your configuration settings under SETTINGS > FAMILY SETTINGS > STATEMENTS, the statements may include:
- All charges on the family ledger:
- Overdue charges
- Current charges
- Future charges
- Only current outstanding charges
- Charges summarized or broken down into individual line items
Important notes about how this report functions:
- Statements are generated only for families with outstanding charges.
- To generate or email a statement for a single family, use Generate Statement or Email Statement from the family ledger.
- These options are available from the MORE ACTIONS menu on the full ledger view.
- Any filters related to enrollments reflect enrollment status as of the date the report is generated.
Statement type–specific considerations:
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Business statement type:
- A Business Statement Logo can be uploaded under SETTINGS > SETUP > FAMILY SETTINGS > CONFIGURE STATEMENTS.
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Location statement type:
- A Location Statement Logo can be uploaded under SETTINGS > LOCATIONS.
Accessing the Report
- From the main navigation menu, go to Reports.
- Select Statements Report (FIN-7).
Step-by-Step Instructions
General Filters
Use these filters to control how statements are generated and ordered.
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Sort Order
- Last Name: sorts statements alphabetically by the customer’s last name
- Zip: sorts statements numerically by the customer’s Zip/Postal code
-
Keyword
- Limits the report to families associated with a selected keyword.
- Keyword options include:
- Family Keywords: the keyword must be assigned directly to the family
- Student Keywords: at least one student in the family must have the selected keyword
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Include Global Memo
- When enabled, includes your customized Global Memo on each statement.
- Select Edit Global Memo to update the memo content before generating statements.
Enrollment Filters
Use these filters to narrow results based on enrollment data.
-
Program
- Limits results to families with outstanding charges assigned to the selected program.
- Leaving this filter blank includes all programs.
-
Status
- Active:
- Includes families with at least one student who has an active enrollment as of the day the report is generated.
- Camp enrollments are considered ACTIVE from the first selected block through the last selected block, even if there are gaps between dates.
- Inactive:
- Includes only families with no students who have active enrollments as of the day the report is generated.
- Active:
Class/Camp Filters
These filters allow you to narrow results based on class or camp participation.
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Pre-Filter
- Limits the available options in the Choose Class and Choose Camp filters.
- Does not directly affect report results.
-
Choose Instructors
- Limits available class or camp options to those associated with selected instructors.
- Only permanently assigned instructors are considered.
-
Choose Class
- Includes only families with enrollments in the selected class or classes as of the day the report is generated.
-
Choose Camp
- Includes only families with enrollments in the selected camp or camps as of the day the report is generated.
Ledger Filters
Use these filters to control which outstanding charges are included.
-
Charge Category
- Limits results to families with outstanding charges assigned to the selected charge category.
- Leaving this filter blank includes all charge categories.
-
Aged A/R
- Filters families based on how long charges have been past due:
- All A/R: all outstanding charges, regardless of due date
- Current–15: charges not yet due or less than 15 days past due
- 16–30: charges 16–30 days past due
- 31–60: charges 31–60 days past due
- 61+ days: charges more than 61 days past due
- Filters families based on how long charges have been past due:
-
Minimum Due
- Includes only families with an outstanding balance equal to or greater than the entered amount.
- Defaults to $0.01.
Generate the report
- Confirm your filters.
- Select your preferred format (HTML or PDF) to generate the report.
Troubleshooting & FAQs
-
Why does the Statements Report not include a specific family?
- The Statements Report only includes families with outstanding charges. Families with a zero balance will not appear.
-
Can I generate a statement for just one family?
- Yes. Use Generate Statement or Email Statement from the family ledger via the MORE ACTIONS menu.
-
Why do enrollment-based filters not match historical enrollment data?
- Enrollment-related filters reflect enrollment status as of the date the report is generated, not historical enrollment dates.
-
Why are some camps showing as ACTIVE even if they only occur on specific days?
- Camp enrollments are considered ACTIVE from the first selected block through the last selected block, including any days between.