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

The Students Enrolled But Not Charged Report (FIN-13) lists students who have an enrollment with no matching tuition charge. Use it to check that no enrollment was missed when tuition was charged.

What the report shows

Each student gets one row. Every enrollment with no matching charge is listed under the student.

Student Name and Family Name — Family Name is the primary guardian’s name.
Enrollments — how many enrollments are listed for the student.
Charges — how many matching charges were found.
Class/Event Name, Start Date and Drop Date — one line per enrollment.
Transferred from Paid Enrollment — shows only when you turn it on in Display Options.
An asterisk (*) after a class name means the class is non-billable.

Which enrollments it checks

Classes — Active and Single Day enrollments.
Events — Active enrollments.
Active on the Active Date — the enrollment started on or before that date and wasn’t dropped before it.
Left out — punch pass enrollments, and classes whose tuition has no price.

Note

A charge counts only when it’s tied to that exact enrollment. After a transfer, the new enrollment has no charge of its own. So a transferred student can show on this report even though the family was charged for the first class.

Open the report

Go to Reports.
In the left-hand menu, select Financial.
Select Students Enrolled But Not Charged (Report ID FIN-13) to open its filters.

Filter and run the report

Note

Each filter is explained in What each filter does, below.

Active Date — the date to check. Starts on today.
Locations — the locations to include.
Day Of Week — the days the class or event meets.
Filtering Type — how a charge has to match.
Event Type — classes, events or both.
Transfer Status — show, show only or hide transfers.
Program — only certain programs.
Level — only certain levels.
Charge Category — count only charges in these categories.
Limit Duplicate Charge Detection To a Specific Time Frame — how far back to look for charges.
Instructors — shorten the Class and Event lists.
Class/Event Status — shorten the lists to active or inactive.
Class or Event — only certain classes or events.
Show Transferred from Paid Enrollment — add a column for transfers.
Exclude Enrollments in Non-Billable Classes — leave out non-billable classes.
Select HTML, PDF, XLS or CSV to run the report in that format.

Tip

Use the same filters often? Save them as a preset and load it next time. See What are Preset Filters for Reports?.

What each filter does

▶ General Filters

▶ Step 1: Active Date

The report checks enrollments that are active on this date. It starts on today’s date and is required.

▶ Step 2: Locations

Only enrollments at the checked locations are checked. Pick at least one.

▶ Step 3: Day Of Week

Only classes and events that meet on the checked days are checked. All seven days start checked.

▶ Step 4: Filtering Type

Enrollments Without Matching Charges (default) — finds enrollments with no charge tied to them. With charge categories picked, a class enrollment also shows when it has fewer charges in them than the number of categories you picked.
No Charges — finds enrollments with no charge at all in the categories you picked, or in any category if you picked none. For events, a student shows only when they have no event charges on any event enrollment.

▶ Step 5: Event Type

Include Classes — starts checked.
Include Events — starts unchecked.

An event enrollment counts as active from the first selected block through the last one, even with days in between. For example, a student enrolled on May 5 and May 8 counts as active May 5–8, including May 6 and 7.

▶ Step 6: Transfer Status

Show All Enrollments (default).
Show Only Transferred Enrollments — classes only. Events are left out.
Hide Transferred Enrollments.

▶ Step 7: Program

Only enrollments in the programs you pick. Leave it empty to include every program.

▶ Step 8: Level

Only enrollments in the levels you pick. Leave it empty to include every level.

▶ Step 9: Charge Category

Only charges in the categories you pick count as a match. Leave it empty to count any charge tied to the enrollment. Picking a category turns on the next checkbox.

▶ Step 10: Limit Duplicate Charge Detection To a Specific Time Frame

You can check this box only after you pick a charge category. Then choose how far back to look in Charges Within the Past:

1 Year.
6 Months (default) — a good fit for monthly billing with recurring charge categories.
1 Month.

The time frame counts back from the Active Date. It applies to classes only. Event charges are checked with no time limit.

▶ Class / Event Filters

▶ Step 11: Instructors

This list sits under Pre-Filter. It shortens the Class and Event lists to the ones these instructors teach. It doesn’t change the results on its own.

▶ Step 12: Class/Event Status

Shortens the Class and Event lists to active or inactive classes and events. Active starts checked.

▶ Step 13: Class or Event

Only enrollments in the classes or events you pick. The Class list shows when Include Classes is checked. The Event list shows when Include Events is checked. Both lists also follow your Locations, Day Of Week, Program and Level choices.

▶ Display Options

▶ Step 14: Show Transferred from Paid Enrollment

Adds a column that says Yes or No: was the enrollment this student transferred from charged? It starts checked. It’s greyed out when Transfer Status is Hide Transferred Enrollments. Event rows are blank.

▶ Step 15: Exclude Enrollments in Non-Billable Classes

Leaves out classes with billing turned off on the class Billing tab. When this box is unchecked, those classes show with an asterisk (*).

Troubleshooting

▶ Common Questions

▶ Why does a student show when they were charged?

The charge is older than the time frame you chose.
The charge is in a category you didn’t pick.
The charge is on the enrollment they transferred from. Turn on Show Transferred from Paid Enrollment to see this.
The charge was deleted.

▶ Why doesn’t a student show?

The enrollment isn’t active on the Active Date.
It’s a punch pass enrollment.
The class tuition has no price.
The class is non-billable and Exclude Enrollments in Non-Billable Classes is checked.

▶ Why do event enrollments show as active on days the student doesn’t attend?

An event enrollment counts as active from the first selected block through the last one, even with days in between.

▶ Why is Show Transferred from Paid Enrollment greyed out?

Transfer Status is set to Hide Transferred Enrollments, so there are no transfers to show. Pick another Transfer Status to turn it back on.

▶ Why can’t I check Limit Duplicate Charge Detection To a Specific Time Frame?

The box turns on only after you pick at least one charge category.