Overdue Balance Report : RollCall

Support Document for Overdue Balance Report

Report Name:

Overdue Balance Report

Overview:

The Overdue Balance Report provides detailed information about students with overdue balances for bus fees. It includes student and parent details, contact information, current balance, and the number of trips in the last four weeks. This report is essential for tracking outstanding payments and ensuring timely collection of fees to maintain the school's financial health.

Report Type:

Financial Report

Key Information Provided:

Student ID
Parent's first and last name
Parent's email and mobile number
Student's first and last name
Student number
Student type
Student text
Campus name
Current balance
Number of trips in the last four weeks

How to Generate the Report/Filters:

Steps:

Access your school's RollCall Admin Console.
Select "Reports" from the navigation bar.
Select "Overdue Balance Report" from the dropdown or the report icons.
Apply relevant filters such as date range, warning balance, and organisation.
Click "Run Report."
Use the on-screen report tool or export the report to PDF or Excel.

Filter Information:

From Date/To Date: Specify the date range for which you need the report. This helps in narrowing down the data to a specific period.
Warning Balance: Set the threshold for the overdue balance. For this report, it is set at $10, meaning all students with balances over $10 will be included.
Organisation: Select the organisation or school to which the report pertains. Ensures the data is relevant to your institution.

Understanding the Report:

Columns:

Student ID: The unique identifier for the student. Example: 122132.
Parent First Name: The first name of the parent. Example: Craig.
Parent Last Name: The last name of the parent. Example: McIntyre.
Parent Email: The email address of the parent. Example: rollcalltestparent+1@gmail.com.
Parent Mobile: The mobile number of the parent. Example: +61 419 558 604.
Student First Name: The first name of the student. Example: Andy.
Student Last Name: The last name of the student. Example: Morris.
Student Number: The unique number assigned to the student. Example: 21012.
Student Type: The type of student (e.g., Regular, CAR TRAVELLER). Example: CAR TRAVELLER.
Student Text: Additional text related to the student. Example: N/A.
Campus Name: The name of the campus the student is associated with. Example: Macedon RollCall College.
Current Balance: The amount currently overdue. Example: -$154.50.
Trips in Last 4 Weeks: The number of trips the student has taken in the last four weeks. Example: 3.

Key Metrics:

Total Overdue Amount: Sum of all overdue balances. Helps in understanding the overall financial impact.
Student Participation: Number of trips taken by students with overdue balances, which can indicate the level of participation despite outstanding fees.
Contact Information: Provides detailed parent contact information for follow-up actions.

Common Use Cases:

Payment Follow-ups: Contacting parents to remind them of outstanding balances and arrange for payment.
Financial Planning: Assessing the overdue amounts to plan for budget adjustments or financial interventions.
Student Management: Identifying students with frequent overdue balances for potential counselling or support.

Tips for Interpretation:

Identify High Balances: Focus on students with the highest overdue balances for priority follow-up.
Analyse Trends: Look for patterns in overdue balances to understand if there are specific reasons behind them (e.g., economic difficulties, system issues).
Parent Communication: Use the contact information to establish clear communication channels with parents regarding overdue balances.

Related Reports:

Revenue By Student Report: Provides detailed revenue information by each student.
Customer Statement Report: Summarises all financial transactions and balances for each customer (parent).
Trip Details Report: Offers insights into the trips taken by each student, helping to correlate with overdue balances.

Troubleshooting:

Missing Data: Ensure that the report is generated for the correct date range and filters are applied properly.
Incorrect Filters: Double-check the filters to ensure they align with your reporting needs.
Data Discrepancies: Verify data entries in the RollCall system for accuracy if discrepancies are found in the report.

Additional Resources:

(To be filled in by the support team)

This support document should help you understand and effectively utilise the Overdue Balance Report in your RollCall system. If you encounter any issues or have further questions, please contact our support team.