IN BRIEF
The Recurring Billing Report (FIN-9) provides a list of families with or without saved payment information, along with details about their recurring billing status. This report helps administrators identify which families are set up for recurring billing, verify payment method validity, and manage billing readiness.
Overview
The Recurring Billing Report displays families based on whether they have saved payment information and whether that information is configured for recurring billing.
This report includes key details such as:
- Family name
- Primary email address
- Primary phone number
- Mailing address
- Recurring billing status
- Payment method
- Card issuer
- Expiration month and year
- Last payment date
- Last payment amount
Additional behaviors and notes:
- An asterisk (*) identifies the payment method marked as the primary method for recurring billing.
- Enrollment-related filters reflect results as of the date the report is generated.
Enrollment Behavior for Camps
- Camp enrollments are considered ACTIVE from the first selected block through the last selected block
- Example: If a student is enrolled on May 5 and May 8, the enrollment is considered active from May 5–May 8 (including May 6 and 7)
Accessing the Report
- From the main navigation menu, go to Reports.
- Select Recurring Billing Report (FIN-9).
Step-by-Step Instructions
- Navigate to the Recurring Billing Report (FIN-9).
- Configure the desired filters based on your reporting needs.
- Select your preferred display options.
- Generate the report in your desired format.
General Filters
-
Payment Information Status
- With Payment Information — includes families with saved payment methods
- Without Payment Information — includes families without saved payment methods
-
Recurring Billing Status (only available when “With Payment Information” is selected)
- With Recurring Billing — payment method is authorized for recurring billing
- Without Recurring Billing — payment method is not authorized
- Valid Recurring Billing — payment method is valid per issuer response
- Invalid Recurring Billing — payment method is invalid and cannot be used
-
Status (Enrollment)
- Currently Enrolled (Active) — families with ACTIVE enrollments on the selected “As of Date”
- Enrolled in the Future (Only) — no current ACTIVE enrollment, but future ACTIVE enrollment exists
- Previously Enrolled (Only) — no current ACTIVE enrollment, but past ACTIVE enrollment exists
- Never Enrolled — no recorded ACTIVE enrollments
-
Locations
- Filters families associated with selected locations
- Does not affect results if Status (Enrollment) is set to “Never Enrolled”
-
Expiration Month (only available when “With Payment Information” is selected)
- Filters families whose payment method expires in a specific month
-
Expiration Year (only available when “With Payment Information” is selected)
- Filters families whose payment method expires in a specific year
Display Options
-
Show Gateway Name
- Includes the payment gateway associated with the saved payment method
- Useful for identifying families using an older gateway after switching processors
-
Show Invalid Recurring Billing Message
- Adds a column displaying the last failed message returned by the payment processor
- Only appears when Invalid Recurring Billing is selected
Generating the report
- Confirm your filters.
- Select your preferred format (HTML, PDF, XLS, or CSV) to generate the report.
Troubleshooting & FAQs
-
Why are my enrollment-based results not matching expected data?
- Enrollment filters reflect data as of the date the report is generated. Verify the selected “As of Date” and enrollment status filters.
-
Why is the Recurring Billing Status filter not visible?
- This filter only appears when With Payment Information is selected under Payment Information Status.
-
Why does the Location filter not affect my results?
- The Location filter does not apply when Status (Enrollment) is set to “Never Enrolled,” since location is tied to active enrollments.
-
What does an invalid recurring billing status mean?
- It indicates the payment method failed validation from the card issuer and cannot be used for recurring billing.