What is the Students Enrolled But Not Charged Report (FIN-13)? – iClassPro Support

IN BRIEF
The Students Enrolled But Not Charged Report (FIN-13) helps identify students who have an ACTIVE or SINGLE DAY enrollment but do not have an associated tuition charge, based on the filters you apply. This report is commonly used to audit billing accuracy and ensure no enrollments are unintentionally missed during tuition charging.

Overview
- Saved Preset Filters
- Available Formats
Accessing the Report
Step-by-Step Instructions
Troubleshooting & FAQs
Related Articles

Overview

The Students Enrolled But Not Charged Report generates a list of students who show one or more enrollments without a corresponding tuition charge, as determined by your selected filters.

The report can include:

Student name
Family name
Number of enrollments compared to the number of tuition charges
Class(es) or camp(s) for which no charge was detected

This report is especially useful for:

Verifying billing completeness
Identifying missed or miscategorized tuition charges
Reviewing enrollments after transfers or billing changes

Saved Preset Filters

Frequently used filter combinations can be saved as Presets.
Presets can be loaded each time the report is opened, allowing you to quickly reapply preferred settings.
After loading a Preset, set the desired date range and generate the report in the selected format.

Available Formats

HTML
PDF
XLS
CSV

Accessing the Report

From the main navigation menu, go to REPORTS.
Navigate to the Financial section.
Locate and select Students Enrolled But Not Charged (FIN-13).

Step-by-Step Instructions

General Filters

Active Date - Shows only students who have an ACTIVE or SINGLE DAY enrollment as of this date and do not have an associated tuition charge.
Locations - Limits results to students enrolled in classes or camps associated with the selected location(s).
Day of Week - Limits results to enrollments that meet on the selected day(s) of the week.
Filtering Type - Determines how the System evaluates enrollments and charges:
- Enrollments without matching charges (default)
  - Finds ACTIVE or SINGLE DAY enrollments on the Active Date without an associated tuition charge.
  - If one or more charge categories are selected:
    - Results are limited to enrollments without charges using those specific categories.
  - If no charge category is selected:
    - Any tuition charge tied to the enrollment ID is considered.
- No charges
  - Finds ACTIVE or SINGLE DAY enrollments that have no tuition charges at all, regardless of enrollment ID.
Event Type
- Include Classes
- Include Camps
Transfer Status
- Show all enrollments (default)
- Show only transferred enrollments
- Hide transferred enrollments
Program - Limits results to enrollments associated with the selected program(s).
Level - Limits results to enrollments associated with the selected level(s).
Charge Category - Limits results to enrollments missing tuition charges in the selected charge category or categories.
Limit Duplicate Charge Detection to a Specific Time Frame - This option is only available when at least one charge category is selected:
- One year
  - Searches the past 365 days of family ledger charges.
- Six months (default)
  - Searches the past six months. Recommended for monthly billing cycles using recurring charge categories.
- One month
  - Searches the past 30 days of charges.

Camp Enrollment Timing Note

Camp enrollments are considered active from the first selected block through the last selected block.
For example, enrollment on May 5 and May 8 is treated as active from May 5–May 8, including May 6 and 7.

Class/Camp Filters

Important Note: Changing the date range after making pre-filter selections may cause some selections to become invalid. Invalid selections will not appear on the final report.

Pre-Filter - Limits the available options in the Choose Class and Choose Camp filters only. This does not affect the actual report results.
Choose Instructors - Limits available classes or camps to those associated with the selected instructor(s).
- Note: Instructors not associated with enrollments during the selected date range will not appear in the report results.
  - If an instructor was deleted after the report start date, results prior to deletion are still included.
  - If an instructor was added after the report end date, they are not included.
Choose Class - Limits results to students enrolled in the selected class(es).
This option only appears if Include Classes is selected.
Choose Camp - Limits results to students enrolled in the selected camp(s).
This option only appears if Include Camps is selected.

Class Filters

This section only appears if Include Classes is selected in the Event Type filter.

Display Options

Show Transferred From Paid Enrollment - Adds a column indicating whether a transferred enrollment is considered charged based on the original enrollment.
- Note: This option is disabled if Hide Transferred Enrollments is selected, as the column would otherwise be blank.
Exclude Enrollments in Non-Billable Classes - Removes enrollments from classes marked as non-billable on the class Billing tab. This helps ensure results only include enrollments that are expected to generate tuition charges.

Generate the report

Confirm your filters.
Select your preferred format (HTML, PDF, XLS, or CSV) to generate the report.

Troubleshooting & FAQs

Why does a student appear on this report even though they were previously charged?
- This can occur if the charge falls outside the selected duplicate detection time frame or if the enrollment was transferred and the charge category does not match the selected filters.
Why are camp enrollments appearing as active on days the student does not attend?
- Camp enrollments are considered active from the first selected block through the last selected block, even if there are gaps between selected dates.
Why is the “Show Transferred From Paid Enrollment” option disabled?
- This option is disabled when transferred enrollments are hidden, as there would be no transferred records to display.
Why do some instructors not appear in the filter list?
- Instructors who were not associated with enrollments during the selected date range, or who were added after the report end date, are excluded.