Customer Statement Report

Support Document for Customer Statement Report

Report Name:

Customer Statement Report

Overview:

The Customer Statement Report provides a comprehensive overview of all financial transactions associated with each customer (parent/guardian) within a specified date range. This report includes details such as payments made, outstanding balances, transaction types, and any surcharges. It is essential for tracking and managing customer accounts, ensuring transparency, and maintaining accurate financial records.

Report Type:

Financial Report

Key Information Provided:

• Customer's first and last name
• Student number
• Type of transaction
• Transaction status
• Transaction text
• Campus name
• Date of transaction
• Transaction value
• Student balance
• Transaction surcharges
• Transaction number
• Notes/Reason for the transaction
• Gateway transaction ID

How to Generate the Report/Filters:

Steps:

1. Access your school's RollCall Admin Console.
2. Select "Reports" from the navigation bar.
3. Select "Customer Statement 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:

• Status: Specify the status of the transactions to be included in the report. Example: 0.
• From Date/To Date: Specify the date range for which you need the report. For this report, the date range is from 05/07/2024 to 05/07/2024.
• Student: Select "ALL" to include all students or specify individual students.
• Organisation: Select the organisation or school to which the report pertains. Ensures the data is relevant to your institution.

Understanding the Report:

Columns:

• First Name: The first name of the customer (parent/guardian). Example: John.
• Last Name: The last name of the customer (parent/guardian). Example: Doe.
• Student Number: The unique identifier for the student associated with the transaction. Example: 123456.
• Type: The type of transaction (e.g., payment, fee). Example: Payment.
• Transaction Status: The status of the transaction (e.g., completed, pending). Example: Completed.
• Text: Additional text or description related to the transaction. Example: Monthly Bus Fee.
• Campus: The name of the campus associated with the transaction. Example: RollCall College.
• Date: The date when the transaction occurred. Example: 05/07/2024.
• Transaction Value: The amount of money involved in the transaction. Example: $50.00.
• Student Balance: The balance on the student's account after the transaction. Example: $150.00.
• Transaction Surcharges: Any additional surcharges applied to the transaction. Example: $2.00.
• Transaction Number: The unique identifier for the transaction. Example: 789012.
• Notes/Reason: Any notes or reasons provided for the transaction. Example: Late Payment Fee.
• Gateway Transaction ID: The ID provided by the payment gateway for the transaction. Example: GT123456.

Key Metrics:

• Transaction Value: Tracks the total amount of money involved in transactions within the specified date range.
• Student Balance: Monitors the balance on each student's account after each transaction.
• Transaction Status: Ensures transparency and tracking of transaction statuses (completed, pending, etc.).

Common Use Cases:

• Account Management: Managing and tracking the financial transactions associated with each customer account.
• Financial Transparency: Providing detailed statements to parents/guardians to ensure transparency in financial dealings.
• Audit and Compliance: Maintaining accurate financial records for auditing and compliance purposes.

Tips for Interpretation:

• Verify Transaction Details: Ensure that all transactions are accurately recorded with correct amounts and statuses.
• Monitor Balances: Regularly check student balances to ensure accounts are up-to-date and accurate.
• Identify Discrepancies: Look for any discrepancies in transaction details or amounts and investigate as needed.

Related Reports:

• Overdue Balance Report: Provides detailed information on students with overdue balances.
• Revenue By Student Report: Offers insights into revenue generated by each student.
• Customer Statement Summary Report: Summarises all financial transactions and balances for each customer.

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