Balance, statement, and payment reports

#Before you begin

• Choose the exact question: what is owed, what was paid, what remains unapplied, or what should appear on a statement.
• Confirm the date basis shown by the report. Charge date, payment date, application date, class date, and season can produce different populations.
• Use a fictional account with one known charge, payment, and application for the first verification pass.
• Restrict report access and exported files to authorized staff. Finance reports can expose balances and payment-method details.

Important: A report is read-only evidence. It does not run a payment, contact a processor, refund money, remove a charge, or rebuild allocations.

#Choose the report

Specialized outputs such as PDF Ledger, PDF Outstanding Balance, and Payment Receipt may also appear. Their current product status is still being reconciled with older menu expectations, so use them where visible without assuming universal availability.

#Find outstanding balances

1. Open Reports > Outstanding Balances.
2. Review the default season, dates, and balance filters.
3. Set the smallest useful scope, such as one season or a limited balance range.
4. Apply the filters.
5. Review the result total and open one linked account ledger.
6. On the ledger, compare charges, payments, credits, and applications with the reported balance.
7. If the sample reconciles, use the available PDF or Excel output.

Do not immediately charge every account returned by the report. Review credits, scheduled payments, disputes, recent processor activity, and any studio collection policy first.

#Prepare client statements

1. Open Reports > Client Statements.
2. Choose the intended season, class, category, and balance criteria.
3. Preview the result before generating a PDF.
4. Open one account ledger and confirm the statement is using the expected records and period.
5. Check the statement recipient and studio contact information.
6. Generate and review the PDF before distributing it.

A statement can be accurate for its selected scope while differing from the account's all-time ledger. Explain the period and filters when sending it.

#Investigate unapplied payments or credit

1. Open Reports > Unapplied Payments.
2. Review accounts that show available credit and unpaid charges.
3. Open the account ledger from the report.
4. Identify the payment or credit source, remaining unapplied amount, and eligible unpaid charge.
5. Confirm whether the records should be applied under studio policy.
6. Use the approved ledger or payment workflow to make any change; return to the report afterward.

Never alter a payment amount or delete a record merely to force the report to zero. Local edits, refunds, voids, processor actions, and payment applications have different consequences.

#Review payment activity

Use Daily Totals for a date/location/payment-filter view with optional details. Use Gross Income Summary when you need a payment summary by date, location, and payment filters. Use Payment Receipts Log when the question is receipt history and linked payment detail.

For any of these reports:

1. enter the payment date range;
2. choose the intended location and payment types;
3. decide whether details or applied-payment filters are needed;
4. compare one payment with Finance > Payments and its family ledger; and
5. record how refunds, voids, offsets, and unapplied amounts appear before relying on the total.

The displayed gross or daily total may answer a different question from deposited cash, processor settlement, earned revenue, or ledger charges.

#Confirm the result

Before using a finance report for collection, reconciliation, or distribution, confirm:

• report name, dates, season, location, and filters;
• one known charge and one known payment against the family ledger;
• applied versus unapplied amounts;
• the treatment of refunds, voids, archived records, and local offset entries;
• whether the on-screen total and export cover the same population; and
• the time the report was run, especially during active payment processing.

#Troubleshooting

#The balance differs from the ledger

Confirm that the report and ledger use the same cutoff date and scope. Check credit, archived records, future charges, scheduled payments, unapplied payments, and whether the report is season-limited.

#A recent payment is missing

Verify whether the payment was recorded locally, returned from an external processor, still pending, dated outside the range, or excluded by location/type filters. Do not submit the payment again until its status is known.

#A statement total differs from Outstanding Balances

Compare the statement's season, class, category, and balance filters with the Outstanding Balances filters. Then reconcile both with the same ledger as of the same cutoff time.

#An export contains more or fewer rows

Check pagination, summary/detail mode, export-specific filters, and whether the export includes the entire filtered population. Keep a privacy-safe sample and the exact filter set for support.

#Related articles

• Create and send statements and invoices
• Reports overview
• Account ledger
• Payment history and corrections
• Run tuition safely