IN BRIEF
The Payments By Shift Report (FIN-21) lists payments recorded and/or deleted in the Office Portal within a specific time range. Administrators can use this report to review payment activity by date, time, location, program, payment method, and staff member.
Overview
The Payments By Shift Report (FIN-21) provides a list of all payments recorded and/or deleted in the Office Portal within a specific date and time range. The report can also limit results to payments created or deleted by specific staff members.
This report is commonly used to review payment activity for a specific shift, reconcile payment totals, or verify which staff member created or deleted a payment.
Key Report Details
The report includes the following payment details:
- Payment timestamp, including date and time
- Payment method
- Staff member who created or deleted the payment
- Payment type
- Transaction or check number
- Amount
- Tax
- Payment location
- Primary guardian name
Available Formats
The Payments By Shift Report (FIN-21) is available in the following formats:
- HTML
- XLS
- CSV
Accessing the Report
To access the Payments By Shift Report (FIN-21):
- From the main navigation menu, go to Reports.
- Select Payments By Shift Report (FIN-21).
Staff members must have the required REPORTS permission to access the report.
Step-By-Step Instructions
Use the available filters and display options to determine which payments appear in the report.
- Open the Payments By Shift Report (FIN-21).
- Set the Start/End Date.
- Select one or more Locations, if needed.
- Choose the desired Display Options.
- Select one or more programs under Choose Program, if needed.
- Select one or more staff members under Choose Staff, if needed.
- Generate the report by selecting the button for your preferred export type.
General Filters
Use the general filters to define the date range, location, and display options for the report.
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Start/End Date
- Limits the report to payments created in the System within the designated date range and hours.
-
Locations
- Limits the report to charges and payments associated with the selected Location(s).
- To reconcile this report, the selected Location(s) should match the Location(s) chosen for the Category List Report and Program Deposit Split Report.
Display Options
Use the display options to control how payment details appear in the report.
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Sort By Transaction Method
- Groups payments by transaction method first, then by the date and time of creation.
-
Show Programs
- Displays the associated Program and Charge Category when the payment was applied to a charge at the time the payment was created.
Ledger Filters
Use the ledger filters to narrow the report results by program or staff member.
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Choose Program
- Limits the report to payments applied to charges assigned to the selected program(s) within the specified report date range.
- Leave this filter blank to include all programs.
-
Choose Staff
- Limits the report to payments created by the selected staff member(s) within the specified report date range.
- Leave this filter blank to include all staff members.
Staff Member Selection Notes
When using the Choose Staff filter, keep the following in mind:
- Entries will not appear on the final report for any selected staff member who was not associated with payments or credits created during the selected date or date range.
- If a staff member was deleted after the report start date, the report will include relevant entries for that staff member for the date(s) before they were deleted.
- If a selected staff member was created after the report end date, that staff member will not be included in the results.
Staff Permissions
In addition to the REPORTS permission required to access the report, the following TASKS permissions affect how staff members can generate the report:
-
Shift Report: Any Date
- Allows the staff member to run the report for any date or time.
-
Shift Report: Any Instructor
- Allows the staff member to run the report for any staff member.
Staff members with permission to run the report can only run it for themselves and only for the current date unless these additional permissions are assigned.
Generating the Report
- Select your desired export format (such as HTML, PDF, XLS, or CSV) at the bottom of the report window.
- The System will immediately generate the report in the selected format.
Troubleshooting & FAQs
-
Why can a staff member only run the report for themselves?
- The staff member needs the Shift Report: Any Instructor permission to run the report for other staff members.
-
Why can a staff member only run the report for the current date?
- The staff member needs the Shift Report: Any Date permission to run the report for other dates or times.
-
Why is a selected staff member missing from the report results?
- The staff member will not appear if they were not associated with payments or credits created during the selected date or date range. A staff member created after the report end date will also not be included.
-
Why are deleted staff members showing in the report?
- If a staff member was deleted after the report start date, the report will include relevant entries for that staff member for the date(s) before they were deleted.
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Which Locations should be selected when reconciling this report?
- The selected Location(s) should match the Location(s) chosen for the Category List Report and Program Deposit Split Report.