Family Debtor Balance Report

Modified on Mon, 15 May 2023 at 04:25 PM


This report displays the balance of family accounts that are in debit or credit to enable you to manage family accounts and to assist in understanding total monies currently owing to your centre. 

The report is ordered by account balance, from highest amount outstanding to lowest.

Family account balances of $0.00 are not displayed in this report, only those with a debt owing or those in credit.

Report Output type:

This report can be run in PDF format or in Microsoft Excel format. 

If you run the report in Excel, you can sort and filter data to your needs (e.g. you may want to filter out any families with credits to display total money owing).

Calculated as at Date:

This date defaults to the current date. However, for the report to display current / up-to-the-minute, accurate family account balances, you need to enter this date as the last date of your current billing period. The reason for this is so that any changes in enrolment, payments or possible future credits are taken into account.

If you are unsure of your current billed to dates, go to Administration --> Auto Generate Lesson Invoices, and check for the furthest date billed for any of your Fee Calculation Templates.

Example of previous invoice history showing current billed to dates.

Enter your furthest billed date into the report "Calculated as at" field on the Family Debtor Balance report screen and click "View Report".

Include Family Reference Value:

Have you entered a custom field in the Family Reference Label section of Configuration? If you want to include this in your output report, tick the checkbox "Include Family Reference Value".

The Family Reference Label is a custom field in your Family Contacts. To check, go to Configuration --> System setup --> Family / Student --> Family Reference Label.

The Configuration above displays on the Family screen as below.

Report information:

The Family Debtor Balance report information will display: 

Family ID number  /  Family name  /  Account balance as of the "Calculated as at" date  /  Family status ("Active" for active families, blank for inactive families)  /  DD Active (will display "DD" if they have an active Direct Debit Agreement)  /  Family Reference Label (if this option is set in your system and ticked on the report generation page).

The report is ordered by account balance, from highest balance to lowest balance.

Can I run the report for past dates?

Yes. You can run the report for dates in the past, for example if you want to know the balance outstanding as of the end of Term 1, or as of the end of the financial year. Enter the date into the "Calculated as at" date field before generating the report.

Things to keep in mind with the Family Debtor Balance report:

- this report takes into account all charges and credits relating to the lesson date (that is, the effective date (eff. date) corresponding to each lesson on the invoice) as opposed to the invoice date (which is the date of the first lesson in the period charged or credited and the date which appears in the transaction listing in the Family Finance section)

- it also takes into account any payments that have been made that have been backdated or forward dated. For example, if a payment is entered on 5 January, but dated as the 31 December, the payment will show for the 31 December and will be taken into account for a report run for the 31 December.

Last updated: 15 May 2023

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