Financial reports

Go to Finance → Financial Reports. Choose the date, date range, term or year offered for the selected report, then export it as PDF for filing or Excel for further work.

Choose a report and date range before generating it for preview or export.

Cashbook

The cashbook is the day-to-day record: every receipt and payment in date order with a running balance. Run it daily and compare the closing figure to the cash and bank you actually hold. This one habit catches most errors within a day of their being made.

Income and expenditure

Income and expenditure summarises the period by account and group. It is the report the board reads, and the one to compare against budget.

Read it against the same period last year rather than in isolation. A 12% rise in a utilities line means something; the raw figure on its own does not.

Collections

Collections reports what came in, sliced by class, votehead, method or date. Use it to:

• Confirm the day’s takings before banking.
• See how much of the term’s billing has been collected, by class.
• Break income down by votehead, which is what tells you whether transport pays for itself.

Balances

The balances report is the other half of the picture: what was billed, what came in, what is outstanding, by student and by class.

Billed minus collected should equal outstanding. When it does not, the usual causes are unallocated payments, credits from a previous term, or a reversal that has not been replaced.

Overpayments as at a past date

Select Overpayments Report, set As At Date, then choose Generate. The report shows the students whose payments exceeded their billing from the start of that year up to and including the selected date. For example, select 30 June 2026 to review the overpayment position at the end of that day, without payments or bills posted later.

The date is shown on the preview and is carried into both Print and Excel, so the saved report can be identified and reproduced later. Payment timing follows the payment’s deposit date, falling back to the date it was posted when no deposit date is available.

Statements

• Student statement — one student’s full history. Send this when a parent disputes a balance.
• Supplier statement — what is owed to a vendor, from procurement.

A monthly routine

Doing these five things on the same day each month keeps the accounts in a state where year end is uneventful:

1. Reconcile every bank account.
2. Clear unreconciled payments.
3. Run income and expenditure and compare to budget.
4. Review the audit trail for reversals and manual journals.
5. File the cashbook and the reconciliation.