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

IN THIS ARTICLE:
Learn about the Students Enrolled But Not Charged Report (FIN-13), its filter options, and how to generate it.

What is the Students Enrolled But Not Charged Report?
Available Formats
Available Filters

What is the Students Enrolled But Not Charged Report?

The Students Enrolled But Not Charged Report is a list of students in your database who show an enrollment for which they have not been charged an associated tuition fee (as determined by your filter settings). The report includes the student name, family name, the number of enrollments they show vs the number of tuition charges, and the class(es) for which they have not been charged.

If you commonly use the same filters when running this report, you can now save them as Presets! Simply load a Preset Filter whenever you open the report page, set your date range and click to generate the report in your preferred format. See our "Preset Filters for Reports" document for more information.

Available Formats

The Students Enrolled But Not Charged Report is available in either HTML, PDF, XLS or CSV format.

Available Filters

General Filters

ACTIVE DATE: the system will only show students who have an ACTIVE or SINGLE DAY type enrollment as of this date for which there is no associated tuition charge.
LOCATIONS: selecting one or more specific Location(s) limits results to only show students who have an ACTIVE or SINGLE DAY type enrollment in classes/camps associated with the selected Location(s).
DAY OF WEEK: selecting one or more specific Day(s) of the Week limits results to only show students who have an ACTIVE or SINGLE DAY type enrollment in classes/camps that meet on the selected Day(s) of the Week.
FILTERING TYPE: allows you to choose a specific Filtering Type for the report results.
- Enrollments without matching charges – looks for students with an ACTIVE or SINGLE DAY type enrollment on the “Enrollment Active Date” who do not have a tuition charge associated with their enrollment for the selected Charge Category/Charge Categories. (This is the default setting.)
  - If this option is selected along with one or more Charge Categories, the system will limit results only to enrollments with charges that have the specified Charge Category/Charge Categories assigned.
    If no Charge Category is selected, the system will look for any tuition charges associated with their enrollment ID.
- No charges – looks for students who have an ACTIVE or SINGLE DAY type enrollment on the selected “Enrollment Active Date” but who do not have any tuition charges at all (regardless of the enrollment ID).
EVENT TYPE
- Include Classes
- Include Camps
  - NOTE: Camp enrollments are considered ACTIVE in a camp for a period of time starting with the first block they have selected and ending with the last block. Therefore, if a student is enrolled only on May 5th and May 8th, their enrollment will be considered active from May 5th-May 8th (also encompassing May 6th and 7th).
TRANSFER STATUS: allows you to select which enrollments will be included in the results based on the transfer status of the enrollment.
- Show All Enrollments (default)
- Show Only Transferred Enrollments
- Hide Transferred Enrollments
PROGRAM: selecting one or more specific Program(s) will limit the results only to students with an ACTIVE or SINGLE DAY type enrollment that are associated with the selected Program(s). (Leaving this filter blank will include all class/camp enrollments that meet other specified criteria.)
LEVEL: selecting one or more specific Level(s) will limit the results only to students with enrollments in class(es)/camp(s) that are associated with the selected Level(s). (Leaving this filter blank will include all class/camp enrollments that meet other specified criteria.)
CHARGE CATEGORY: selecting one or more specific Charge Category/Categories will limit results only to students who do not show a tuition charge associated with the selected Charge Category/Categories for their an ACTIVE or SINGLE DAY type enrollment. (Leaving this filter blank will include all class/camp enrollments that meet other specified criteria.)
- Limit Duplicate Charge Detection To a Specific Time Frame - this option is only enabled if one or more charge categories are selected.
  - Charges Within the Past - limits the time frame for which the system will consider transferred enrollments as charged based on whether the original enrollment was already charged.
    - 1 Year - Searches for charges in family ledgers for the last 365 days using the specified charge category/charge categories that are connected to the active or transferred enrollments. (Similar to the default option, but imposes a one-year window for the charge date. If a charge exists but is more than a year old, the system will not detect the charge as being linked by a transferred enrollment)
    - 6 Months - Searches the last six months of charges using the specified charge category/charge categories that are connected to the active or transferred enrollments. (This is the default option. Recommended for Monthly billing, especially if using the same charge categories every year, such as "01 January Tuition", "02 February Tuition", etc.)
    - 1 Month - Searches family ledgers for the last 30 days for any charges using the specified charge category/charge categories, which are connected to active or transferred enrollments.

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 INSTRUCTORS - 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).
  - 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.
CHOOSE CLASS: selecting one or more specific classes will limit the results only to students with enrollments in the selected class(es) as of the day you run the statements.
- NOTE: This filter option will only show if “Include Classes” is selected in the “Event Type” section.
CHOOSE CAMP: selecting one or more specific camps will limit the results only to students with enrollments in the selected camp(s) as of the day you run the statements.
- NOTE: This filter option will only show if “Include Camps” is selected in the “Event Type” section.

Class Filters

NOTE: This filter section will only show if “Include Classes” is selected in the “Event Type” section.

Display Options

SHOW TRANSFERRED FROM PAID ENROLLMENT: enabling this option will add a column to the report indicating whether or not transferred enrollments are considered as charged based on whether the original enrollment was already charged.
- NOTE: This option will be disabled if "Hide Transferred Enrollments" is enabled in the TRANSFER STATUS filters (as all of the entries on the report would be original enrollments and therefore the column would be completely blank).
EXCLUDE ENROLLMENTS IN NON-BILLABLE CLASSES: enabling this option will remove enrollments in classes where "Non-Billable Class" option is enabled on the class "Billing" tab. As it is expected students should not be charged for these classes, this would limit the results only to students in billable classes who have not been charged an associated tuition fee (as determined by your filter settings).