The payment summary (A list of all invoices)

Created by Customer Support, Modified on Thu, 3 Apr at 9:19 AM by Customer Support

The payment summary is a list of all of your invoices and their current status. (Eg. pending, paid, partially paid etc)

The payment summary can be used for a number of scenarios such as...

1. To view all invoices created/generated within a specific time frame

2. To view how much money has been collected for a specific time period

3. To view a list of outstanding/unpaid invoices

4. To update and manage invoices

How to get to the payment summary

In the main menu navigate to payment list, and then go to payment summary. (Payment summary 2 in some cases)

Invoice statuses

Invoice status refers to the status of an invoice. Below is a summary of all of the different status types

1. Paid-----The invoice has been fully paid

2. Partial- The invoice has been partial paid and some balance remains

3. Pending- The invoice has no payment against it

4. Scheduled- The invoice has been scheduled for payment via a billing method such as direct debit and is waiting on an outcome of the billing

5. Submitted- The payment has been submitted and further action needs taking. For example, this may be used for an NDIS payment where the funding needs to be approved by a plan manager.

How the payment summary works

The payment summary is a list of invoices that you can filter based on a number of criteria.

We explore the different filtering options below.

Date student enrolled

The student enrolled date range picks up invoices for students enrolled in a specific date range. For example, if you run a term based program and term 2 runs from April 1st to June 20th and you wanted to get a list of all invoices for students enrolled in term 2, you could adjust the date student enrolled filters to reflect the term dates.

This date filter will default to extend to far in to the future so it will show all current invoices unless you adjust the student enrolled range back.

If you wanted to look at invoices in the past, you may want to adjust the start range of the student enrolled dates back.

Date created

This filter works as a second layer on top the student enrolled range. Date created means when an invoice was generated or created.

There is a column in the report for date created which reflects these dates.

For example, if you wanted to get a list of all invoices created between Feb 1st and Feb 28th, you would adjust the date created range to reflect these dates.

NOTE: The date student enrolled still needs to dates selected still need to make sense for the date created filters to work correctly. For example, if you want to look up invoices created in the past, for example in January, and the date student enrolled filters are set for between Feb 1 and April 30, this would return no invoices because there are no students that would have invoices created in January that have an associated enrolment within the dates of Feb 1 and April 30

Date Paid

The date paid filter allows you to filter when invoices have been fully paid. There is a column in the report called date paid which shows the date when the invoice was paid. If you wanted to filter the list to see all invoices paid during the month of March, you would adjust the date paid to the date range of March.

Again be careful to ensure that the student enrolled range reflect the correct enrolment period to pick up all the invoices for that enrolment period. If in doubt, increase the student enrolled range.

Filter by invoice amount

Perhaps you want to find all the invoices of a certain amount within a certain time period.

The amount search allows you to conduct such a search.

For example, you could find all invoices totally to $180 created in March.

Other filters

On the upper right of the page, there are further filters that can help you further refine your list of invoices.

Filter by payment type

Using this feature you can filter those invoices that have been paid by their method of payment. Eg. If you wanted to get all the invoices that have been paid by EFTPOS in March, you could use this filter with the date paid filter.

Filter by payment status

This filter allows you to filter by the status of the invoice. If you wanted a list of all PAID invoices for the month of June you could use this filter with the date paid filter. It can also be used to identify all PENDING (outstanding) invoices for a time period.

Filter by program type

Program type relates to the grouping of class levels into an overall program. For example, you may want to measure your squad program vs your normal program. Setting up program types allows you to track and segment your data based on these programs.

For example, if you want to know how much money you made in March for your squad program, you could set up a program type called squads, assign this to the levels that relate to that program and then on the payment summary filter by date paid and program type.

Filter by location

You may wish to break to invoices or payments by location. This feature allows you to filter your invoices by location.

Filter by day

This feature allows you to filter by the lesson day of the student. Eg. If you want a list of all outstanding invoices for people who do lessons on a Tuesday, this filter will give you that list.

Searching an invoice

You can use the search feature of the payment summary to locate specific invoices or invoices linked to a customer or student.

You can search by the following criteria

- invoice number

-student name

-parent/customer name

Other features of the payment summary