Using Your Reports: What Each One Tells You

Why they matter

• Chasing fees: the Debtors report gives you each name, parent phone number and amount owed, ready for the office to call.
• Checking the money: the Collections report lets you compare what Fees101 recorded with your bank statement and your Paystack or Monnify settlements.
• Answering the proprietor: the Per-class summary shows which classes are paying and which are behind.
• Settling disputes: when a parent says they paid, you have the date, amount, method and sender.
• Staying in control: your school's records stay in your hands, even if you ever stop using Fees101. See Keeping Your Own Records.

Which report do I need?

• Who owes us money? Debtors / outstanding.
• What came in this week or month? Collections.
• Which classes are behind? Per-class summary.
• What did we bill each student, in full? Invoices.
• Who got a discount, and why? Discounts.
• Do we still owe a refund after a parent opted out of a fee? Unresolved credits.
• What did parents owe or have paid ahead when we started? Opening balances.
• I need a full list of students and parents. Student directory.
• Who changed this, and when? Audit log.

Downloading a report

The History tab on the same page shows who downloaded which report and when, so downloads of parent data are never invisible.

Every report, column by column

Debtors / outstanding (one row per student who owes)

• Admission No, Student, Class, Status: who the student is. Check Status before calling, since a withdrawn student can still owe.
• Parent, Phone: who to call.
• Previous balance: debt brought in from a term before the period you chose.
• Fees: the fees charged in the period you chose.
• Discount: the amount taken off those fees.
• Credit used: the student's extra money already spent against what they owed.
• Paid: what parents have paid towards it.
• Outstanding: what is still owed. It always equals Previous balance + Fees - Discount - Credit used - Paid. The largest debts are listed first.
• Balance moved to: if you chose an older term, the later term this debt now sits on. A balance is only ever counted once, even across a whole session.
• Credit available: extra money the student still has with the school. It is money held, not a debt, and it isn't taken off Outstanding.

Collections (one row per payment)

• Date, Amount: when the payment was made and how much.
• Admission No, Student, Class: who it was recorded against.
• Method: how it was paid, such as bank transfer, terminal or cash. This report lists real money received, so credit a student spends from an earlier overpayment doesn't appear here as a new payment.
• Sender: the name on the bank transfer. It is useful when a parent pays from someone else's account.
• Match status: how the payment was matched to the student.
• External receipt, Notes: a receipt number and any notes recorded with the payment.

Per-class summary (one row per class)

• Class, Invoices: the class, and how many invoices it has.
• Previous balance, Fees, Discount, Credit used: what the class was due, built up the same way as the Debtors report.
• Collected, Outstanding: what has come in, and what is left.
• Moved to a later term: the part of Outstanding that now sits on a term outside the period you chose.
• Collection rate %: Collected as a share of what was due. This is the quickest number to compare classes with.

Invoices (one row per invoice)

• Term, Admission No, Student, Class, Status: which invoice it is, and whether it is pending, partial, paid, overdue or cancelled.
• Fees: this term's fees before any discount.
• Discount: the amount taken off.
• Previous balance: debt brought forward from the term before.
• Credit used: the student's extra money spent on this invoice.
• Total, Paid, Outstanding: what is due overall, what has come in, and what is left on this invoice.
• Balance moved to: the later term this invoice's unpaid balance now sits on. This report shows each invoice exactly as it stands, so don't add up Outstanding across terms. For a total, use Debtors or Per-class summary.
• Generated: the date the invoice was created.

Discounts (one row per discount)

• Admission No, Student, Class: who received it.
• Category, Type, Value: what kind of discount, and whether it is a fixed amount or a percentage.
• Status, Recurring: whether it was approved, and whether it repeats each term.
• Reason, Approved: why it was given, and when it was approved.

Unresolved credits (one row per amount left to refund by hand)

• Admission No, Student, Class, Fee, Amount: who is owed, and for which fee.
• Status, Raised, Resolved: whether it is still open, and the dates. This report always shows everything, open and resolved.

Opening balances (one row per student with a balance from before Fees101)

• Admission No, Student, Class, Status, Parent, Phone: who it is. A withdrawn student's balance isn't billed unless they are reactivated.
• Opening amount owed, Opening credit: what was entered when you started.
• First billed on: the term of their first invoice, or Not billed yet.
• Credit available: credit the student still has now.
• Note, Entered: any note, and the date it was last entered.

Student directory (one row per student)

• Admission No, First name, Last name, Class, Section, Status, Admission date, Special category: the student's record. You can filter by status, such as active only.
• Parent, Phone, Email: the main parent's contact details.
• Virtual account, Bank: the account number that student's parents pay into.
• Credit balance: extra money held for the student. Staff without See Financial Totals get the file without this column.

Audit log (one row per action)

• When, Who, Action, Details: exactly what happened in the account. One download holds up to the latest 5,000 actions, so pick a date range for a long history.

A simple routine

• Every week: Debtors for the current term, so the office knows who to call.
• Every month: Collections for that month, checked against your bank statement and Paystack or Monnify settlements.
• Before closing a term: Debtors, Per-class summary, Invoices and Discounts for that term, plus Unresolved credits. Save them together.
• At the end of the session: all of the above, the Student directory, the Audit log, and a full export. See Keeping Your Own Records.

Who can see what

Money reports need both See Reports and See Financial Totals. Without See Financial Totals, a staff member with See Reports sees only the Student directory. The Audit log report needs See Audit Log, and each download of it is itself written to the audit log.