Overdue Balance Summary Report

Support Document for Overdue Balance Summary Report

Report Name:

Overdue Balance Summary Report

Overview:

The Overdue Balance Summary Report provides an aggregated overview of students with overdue balances for bus fees throughout the calendar year 2024. It summarises the total outstanding amounts, monthly averages, and recent activity, helping schools manage and track overdue payments efficiently. This report is essential for maintaining financial health and ensuring timely follow-up on unpaid fees.

Report Type:

Financial Summary Report

Key Information Provided:

• Student name
• Student ID
• Student number
• Monthly overdue balances
• Monthly average overdue balance
• Trips in the last four weeks

How to Generate the Report/Filters:

Steps:

1. Access your school's RollCall Admin Console.
2. Select "Reports" from the navigation bar.
3. Select "Overdue Balance Summary Report" from the dropdown or the report icons.
4. Apply relevant filters such as date range, student, and organisation.
5. Click "Run Report."
6. 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. For this report, the date range is from 01/01/2024 to 31/12/2024.
• Groups: Select the group for the calendar year 2024.
• Student: Select "ALL" to include all students.
• Organisation: Select the organisation or school to which the report pertains. Ensures the data is relevant to your institution.

Understanding the Report:

Columns:

• Student Name: The name of the student with the overdue balance. Example: Abdul Khan.
• Student ID: The unique identifier for the student. Example: 125716.
• Student Number: The unique number assigned to the student. Example: 8949.
• Last Day of Month: Indicates the end of each month being reported. Example: 05/07/2024.
• Monthly Average: The average overdue balance for each student across the months. Example: $-21.42.
• Trips in Last 4 Weeks: The number of trips the student has taken in the last four weeks. Example: 2.
• Monthly Balances: The overdue balances for each month from January to December 2024. Example: Jan-24: $0, Feb-24: $0, Mar-24: $0, Apr-24: $-69.00, etc.

Key Metrics:

• Total Overdue Amount: Sum of all overdue balances for the specified period. Helps in understanding the overall financial impact.
• Monthly Average Balance: Provides insight into the average overdue amount per student each month. Useful for trend analysis and identifying periods with higher overdue balances.
• Student Participation: Number of trips taken by students with overdue balances, indicating their participation despite outstanding fees.

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 Summary Report in your RollCall system. If you encounter any issues or have further questions, please contact our support team.