The following are all the types of Financial Reports you can generate in Enrollsy and descriptions of each one and what information they contain.
Invoices
There are a variety of ways to print Invoices. You can print a list of current or paid Invoices for multiple accounts, or just one account.
Invoices Page
The first way is on the Invoices page, located in the left-hand menu, which is a great place to see an overview of all current, paid, and future invoices. Use this tool to keep track of revenue collected and projected revenue.
On this page, you can view current Invoices, paid Invoices, and future Invoices.
Select Invoices on the left to print or export them.
Click on “Edit” on the right to view additional details of that Invoice.
Invoices can be filtered using the Filter button before exporting. You can filter Invoices in the following ways:
Payment Plan - Filter by Payment Plan name and view all those who currently have that specific Payment Plan.
Primary Account Holder - Filter by Primary Account Holder's first or last name.
Charges/Discounts - Filter by Charge Items (i.e., Tuition, Registration, Deposit, etc.) or Discounts (i.e., Sibling Discount, Scholarship, etc.)
Export Invoices (Invoices Page)
Select the Invoices to export on the left, then select the export button at the top right.
The following information will be exported:
Date
Days Past Due
Invoice number
Payment Plan
Amount
Status (i.e., paid, unpaid, etc.)
Invoice Balance
Enrollee Name
Enrollment
Class
Primary Account Holder's Name
Auto Payment Method (ACH or Credit Card)
Invoice Enrollee Name
Invoice Class Name
Invoice Class Location
Invoice Program
Print Invoices (Invoices Page)
Select the Invoices to print on the left, then select the print button at the top right.
The following information will be printed:
Company Name
Location & Location Address
Enrollment Period
Tax ID
Primary Account Holder's Name & Email Address
Enrollee Name
Invoice Number
Date
Amount
Item(s) (Charge Items and/or Discount Items)
Price (Cost)
Quantity
Total
Amount Paid
Amount Due
Example Invoice Print:
Customer Billing Page/Invoices
Admins can view and manage all current, paid, and future Invoices from the Billing page. Click "Manage" to open the Invoice editor to view and edit Invoices.
The Invoices editor window opens where you can view Current, Paid, or Future Invoices (click on one of the three options above to see the Invoices). You can edit any transactions within each Invoice by clicking "Edit."
Export Invoices (Customer Billing Page)
Select the Invoices to export on the left, then select the export button at the top right.
The following information will be exported:
Amount
Last 4 Digits of Credit Card or Bank Account
Payment Type
Date Posted
Posted By (Enrollsy, Admin User, or Account Holder)
Private Comments
Invoice Memo
ACH Status
Items (Charge Items or Discount Items)
Classification (Company Name)
Primary Account Holder Email Address
Primary Account Holder Name
Enrollee Name
Program Name
Class Names (first 10 Classes)
Location
Invoice Number
Invoice Class Name
Invoice Enrollee Name
Invoice Class Location
Invoice Program
Enrollment Period
Program Options
Print Invoices (Customer Billing Page)
Select the Invoices to print on the left, then select the print button at the top right.
The printed Invoices here contain the same information and look exactly like the Invoices printed from the Invoices page. See Print Invoices (Invoices Page)
to see what information the Invoice contains and an example.
Invoice Builder (Customer Billing Page)
Go to the Customer's Billing page. Next, select "Build Invoice Summary" at the top right of the Billing page.
Select one Location and Enrollment Period. NOTE: You can only choose ONE Location and ONE Enrollment Period. Next, choose the Enrollees whose Invoices you need to view. If there is only one, select the name so the builder will work.
You can choose which totals you want on the summary. You can include the totals related to the Enrollee(s) and/or all the Invoice totals.
The last step is to click "Build". You will then have the option to print a hard copy or download it as a PDF to circulate electronically.
The following information will be populated:
Location & Location Address
Enrollment Period
Tax ID
Primary Account Holder's Name and Email Address
Enrollee Name
Description (Charge Items and/or Discount Items)
Number of Payments
Amount Due
Total
Amount Paid
Invoices Total: Total / Amount Paid / Amount Due / Gift Card/Prepayments (if applicable)
Here's an example of how an Invoice Summary might look:
Statements & Summaries
Customers can only print or export statements while logged in using a browser - we recommend Chrome or Safari. The link they'll need is the Account Sign-In link found on the My Company page under Links. You can also embed the Account Sign-In link on your company website.
Customer Portal
Once signed in, here are the steps to print or export a tax statement:
Click on Transactions from the Menu.
Click the Printer icon at the top-right of the Transaction History, then select the Print Transaction Summary.
Select the dates of the Summary and click Load.
Select Print on the next screen. Choose either "Save as a PDF" or print the document from the Print screen. You can then email the statement as an attachment.
To export the Transaction History in its entirety to a spreadsheet, click the Export icon.
NOTE: Even if customers withdraw from your Program, they can still access their account.
Payment Receipt
Customers can also print receipts for payment on a web browser. Follow these steps to print a receipt for any transaction:
Navigate to the Transactions page. Find the transaction you want to print a receipt for.
Select the three dots beside the transaction. From the options that appear, select 'Create Receipt.' This will open the receipt in a new window.
Select Print twice to open up your Print Window. You can print it or download it as a PDF.
Example of Payment Receipt:
Admin Portal
If you do need to print a statement for a customer, here are the steps to do that:
Search for the customer in the search bar (by name, email, or phone).
On the customer's Billing page, scroll down to the Transaction History.
Click the Printer icon and then Print Statement or Print Transaction Summary at the top-right of the Transaction History.
Select the desired date range and click "Load" then "Print." Send the statement either to a printer or save it as a PDF to email.
Click the Export icon to export the Transaction History in its entirety to a spreadsheet.
Here is more information on the two options:
Transaction Statement
This statement shows (for a specified period) the following information:
Company Name & Contact Information (Address, Phone Number)
Company TIN/FEIN
Date & Time Printed
Date Range Printing
Primary Account Holder Name & Address
Statement Beginning Balance
For Each Transaction Listed:
Date & Time Posted
Program Name
Enrollee Name
Payment Method Type (ACH, Credit Card, Cash or Check)
Last 4 Digits of Card Number or Account Number
Items (Charge Items or Discount Items)
Details (Invoice Memo or Comments)
Amount
Balance
Statement Ending Balance
Example Transaction Statement:
Transaction Summary
This statement is a summary of all transactions made within a specified period.
Company Name & Contact Information (Address, Phone Number)
Company TIN/FEIN
Date & Time Printed
Date Range Printing
Primary Account Holder Name & Address
Statement Beginning Balance
For Each Transaction Listed:
Items (Charge Items or Discount Items)
Debits (Charges)
Credits (Credits and Discounts)
Total
Statement Ending Balance
Example Transaction Summary:
Exports (Accounts & Transactions)
To export a list of active and inactive accounts, run an Accounts Export Report. To export a list of all transactions, run the Transactions Export Report. See below for steps.
Account Export Report
First, make sure that Enrollsy has unlocked this feature for you. If you want this feature, and it’s not already unlocked, let us know via chat, and we’ll unlock it for you!
Go to the Reports page and select "Account Export." This will export all accounts within Enrollsy to a CSV spreadsheet. You can then sort and manipulate this report to pull the necessary information.
The "Accounts Export" report shows the following information:
ID (ID of the specific account; searchable within Enrollsy)
Primary Account Holder Email
Primary Account Holder First Name, Middle Name, Last Name
Primary Account Holder Address
Primary Account Holder Phone Numbers
Primary Account Holder Contact Preference
Secondary Account Holder Email
Secondary Account Holder First Name, Middle Name, Last Name
Secondary Account Holder Address
Secondary Account Holder Phone Numbers
Secondary Account Holder Contact Preference
Emergency Contact
Emergency Phone
Active (shows "1" if there is 1 active account; shows "0" if the account is inactive)
Notes
Created at
Example:
Transaction Export Report
First, make sure that Enrollsy has unlocked this feature for you. If you want this feature, and it’s not already unlocked, let us know via chat, and we’ll unlock it for you!
On the Reports page, select "Transactions Export." This will export all transactions within Enrollsy and the class or program tied to that payment to a CSV spreadsheet. You can then sort and manipulate this report to pull the necessary information. This will allow you to find all transactions within a specific Enrollment Period, Program, or Class.
You can then use this CSV to import payments into your accounting software.
The "Transaction Export" report shows the following information:
ID (if applicable)
Processor transaction ID
Processor transaction amount
Amount
Last 4 (if the payment method is a credit card)
Type (payment method)
Posted at
Posted by
Item index
Item name (charge item)
item type (fee)
Item amount
Private comment
Invoice memo
ACH status
Classification (payment account)
Account ID (ID of the specific account; searchable within Enrollsy)
Location
Invoice number
Enrollment period
Program option(s) - List all Program Options
Example:
Reconciliation Reports
Reconciliation reports would typically include a detailed overview of account activities and changes to ensure that all records are accurate and up-to-date. Here’s what such a report might include:
Payments Received: A list of payments received, including dates, amounts, and payment methods.
Outstanding Balances: A report on any outstanding balances, overdue payments, or discrepancies in payment records.
Refunds Issued: Details of any refunds given, including reasons and amounts.
Scholarships/Discounts Applied: A record of any scholarships, discounts, or financial aid applied to accounts.
The following are Reports you can run for the above information.
A/R Payments
Go to the Reports page and then A/R Payments. This Report shows all the payments (in green) for those with balances for the last three or 12 months.
Here’s what you can view this Report:
Account Names (Primary and/or Secondary Account Holders)
Contact info - Click the contact info icon to call or email the Account Holder
Payments made in the last 3/12 months depending on the timeframe chosen
Click on the down arrow beside the Payments to see more details
Total current balance (last column)
Here’s what you can do on this Report:
Send text messages to everyone on the Report by clicking the SMS bubble
Click the email icon to copy everyone’s email addresses
A/R Aging
Go to the Reports page and then A/R Aging. This Report shows all balances (in red) and credits (in green) and how past due each balance is.
Here’s what you can view this Report:
Account Names (Primary and/or Secondary Account Holders)
Contact info - Click the contact info icon to call or email the Account Holder
Total current balance (first column under "Total")
Balance that is 0 - 30 days old
Balance that is 30-60 days old
Balance that is more than 90 days old
Here’s what you can on this Report:
Choose a back date using the date picker (clock icon)
Send text messages to everyone on the Report by clicking the SMS bubble
Click the email icon to copy everyone’s email addresses
Export the Report (into a CSV/spreadsheet)
Click Past Due Notices to print or save past due notices
Print the Report (see how to print as a PDF here)
Transactions Report
If you need to run a report for any of the following, a Transactions Report may be what you need:
Payments made
Charges posted ("Debits")
Discounts given ("Credits")
Enrollees (students) and Programs/Classes enrolled in
The Transactions Report is available from the Reports page: Reports > Transactions. Follow these steps to create a Report of Transactions.
If you have more than one Location, choose All Locations or a specific Location in the upper-right corner.
Enter the dates you want to see transactions for and click Submit.
Once you select the date range, the transactions are categorized in columns of transaction type:
Checks
Cash
Credit Card
ACH
Refunds
Charges
Credits
Here is an example of the columns that populate:
Click on the down arrow beside any of the columns to see all the transactions that happened on that day. For example, in the screenshot below, by clicking on the down arrow beside the charges "$300.90," you can view all the charges that made up that total.
Export Transactions Report
You can export this list to a ".csv" file that can be opened in Excel or Google Sheets (or any other spreadsheet software). The button is located at the top of the report.
The following are the headings that are exported and can be sorted and filtered in any spreadsheet program:
Amount - The dollar amount of the transaction
Last 4 of the credit card number
Payment Type - Charge, Credit, ACH, Credit Card, Refund, etc.
Posted Date - Date the transaction was posted
Posted By - Account Holder name, Admin name, or "Enrollsy" for automated transactions
Private Comment - Any comments that can be viewed by the Account Holders
Invoice Memo - Any internal comments
ACH Status - Shows ACH transaction statuses (i.e., pending, settled, rejected)
Items - The specific Charge Item name or Discount Item name (i.e. "Tuition," "Sibling Discount")
Classification - The company name
Account Email - The Primary Account Holder's email address
Account Name - The Primary Account Holder's first and last name
Enrollee Name - The Enrollee's first and last name
Program - The Program name associated with the transaction (if any)
"first10Classes - The first 10 Classes the Enrollee is enrolled in associated with the transaction (if any)
Location - The location the Enrollee is enrolled in
Print Transactions Report
From the transactions report (Menu > Reports > Transactions), you can print the results in a readable format from the top right.
View Revenue by Program
When Charges and Credits are initially placed at Enrollment, the Account will have an associated Program when running Transactions Reports. Payments, however, do not work this way (at this time).
If you are looking to see how much money you collected for a specific Program, you will have to do it by using Charges and Credits instead of Payments. Here's how you do that:
Step 1 - Run a Transactions Report for a specific date range
Step 2 - Export the Report to a CSV file
In this exported file you will see a Program column along with a Type column. If the value in the Type column is a Charge or Credit, you will see a value for Programs. If the Type is a Payment, the Program will NOT be listed (see below).
Step 3 - Sort this spreadsheet according to your Charges and Credits to come up with your total revenue.
Coupon Code Report
When a Coupon Code is used, the code can be found in the "Details" column in the Customer's Transaction History, like this:
Coupon Codes are also saved under the default Discount "Misc Credit," which cannot be found on the Discount Report. Therefore, at this time, the best way to create a Coupon Code report is to run a Transactions Report and export it. Follow these steps:
Step 1 - Run Transaction Report
Run a Transactions report for the desired date range. Click here for instructions on how to run this report.
Step 2 - Download & Filter
Download the results to a CSV. Within Excel, filter to show only the rows of the type "Misc Credit." The Coupon Code will show up under the column "Invoice Memo."
Charge Items/Discount Items Report
The Charge Item Report shows you specific Charge Items that were charged during a specified period. Follow these steps to run a Report on specific Charge Items and/or Discount Items.
Go to the Reports page and click on Charge/Discount Items.
Choose the period (dates) you want to view on the calendar.
To see specific Charge Items or Discount Items, select the Item at the top then check the boxes of those items you want to see.
Once you have your list, click on the blue arrow under each item to see more specifics.
Export Charge Item/Discount Item Report
For a more granular report, export this report by selecting the download icon to the right of the report. The following information can be sorted and filtered on the spreadsheet:
Amount
Last 4 digits of Credit Card (if applicable)
Transaction Type (i.e., "Charge," "Credit Card," etc.)
Posted date
Private comment
Invoice Memo (includes Coupon Codes)
ACH status (i.e., "Pending," etc.)
Item (Charge Item or Discount Item name)
Classification (company name)
Account email address
Account Name (Primary Account Holder)
Enrollee Name
Program Name
First 10 Classes
Location
Invoice number
Invoice Class name (if the Invoice is for a specific Class)
Invoice Enrollee name (if the Invoice is for a specific Enrollee)
Invoice Class location (if the Invoice is for a specific Location)
Invoice Program (if the Invoice is for a specific Program)
Print Charge Item/Discount Item Report
When printing, you have these two options:
Transactions List
The Transactions List lists each transaction, along with the following information:
TIN/FEIN number (if added)
Company name and contact info
Time and Date of Report
Date Range selected
Customer Name (Primary Account Holder)
Posted date and time
Classification (Company name)
Program Name
Enrollee Name
Type of Transaction (i.e., "Charge")
Account
Item Name
Amount
Transactions Summary Report
The Transactions Summary Report summarizes the transactions under each Item Type with the associated amounts within the date range chosen.
Gateway Reports
ACHQ Gateway Reports
To login to your ACHQ (Electronic Check) Account, which is run through Speedchex, please login here.
When you completed your merchant account application, you should have received an email with login instructions for accessing Speedchex. If you did not receive this email or if you need to add someone else to your account, please send an email to onboarding@achq.com and request access.
TillPayments Gateway Reports
To login to your TillPayments (Credit Card) Account, please login here.
This portal contains a variety of reports and helpful information that you may choose to use for account reconciliation. Here are two resources to help you successfully utilize these resources.
When you completed your merchant account application, you should have received an email with login instructions for accessing the Till Merchant Portal. If you did not receive this email or if you need to add someone else to your account, please send the following information to us-support@tillpayments.com for each person to whom you would like to grant access:
Full name
Email address
Time zone
MID (Merchant ID, which you can find on your statements or in your welcome email)
CardConnect/CardPointe (Legacy Clients)
When you completed your merchant account application, you received an email with login instructions for accessing Cardpointe. If you have forgotten your password, please use the Forgot Password? link and enter the email address you used on your application or used in receiving statements.
Refunds
There are two ways to create a "Refunds Report." One is to run a Transactions Report, and the other is to run a Discount Item Report. We'll go through each of these methods below.
Transaction Report (Refunds)
Go to Reports > Transactions. Follow these steps:
If you have more than one Location, choose All Locations or a specific Location in the upper-right corner
Enter the dates you want to see transactions for and click Submit.
How to Read the Transactions Report
Once you select the date range, the transactions are categorized in columns of transaction type.
Click on the down arrow beside the Refund column to see all the transactions that happened on that day. For example, in the screenshot below, by clicking on the down arrow beside the refund "$237.10" you can view all the charges that made up that total.
You can also scroll to the end of the report and click on the down arrow beside "Refunds" to see ALL the transactions within the timeframe given.
Select the export button at the top right of the total Refunds window to export this list to a ".csv" file that can be opened in Excel or Google Sheets (or any other spreadsheet software).
The headings can be sorted and filtered in any spreadsheet program. Refunds will show up under the heading Payment Type.
You can also print the report by clicking the printer icon. You can print a hard copy or print the document as a PDF.
Discount Item Report (Refunds)
We suggest that you create a new Discount Item called “Refund Adjustment” or "Account Adjustment" and always use that item when doing refunds instead of a Misc. Credit.
To run a report on the new Refund Discount Item, head to the Reports page and click on Charge/Discount Items.
Then follow these steps:
Choose the period (dates) you want to view on the calendar.
Select the down arrow beside "Discounts" at the top, then check the box of the Refund Discount Item. In this example, the Discount Item is called "Refund Adjustment."
This will populate a list. Click on the blue arrow under each item to see more specifics.
You can export and/or print this report by selecting the icons to the right.
Custom Report
If you need any of the following information, you can create a Custom Report on the Enrollees (or whatever you call those who enroll, i.e. "Students," etc.) Table.
Information Needed | How to Filter on the Enrollees Table |
Inactive Accounts with balances within a specified timeframe | On the Account Tab, filter by "enrolled on date" and switch the Inactive switch on |
Accounts paid in full for specific programs/specific classes | Filter columns based on balances and programs/classes |
Accounts paid/paid invoices/total payments (paid in full or payment plans); per location/program/class OR Payments (income) by charge items | Filter columns based on payment plan name ("None" if paid in full) |
Accounts due/balances | Filter by balance column |
See this support article for how to create a Custom Report, which includes information on how to filter and sort the table.
Prepayment Report
Prepayment allows you to accept prepaid payments on future Charge Items such as tuition fees. By accepting prepayments, you give customers the option to prepay their fees in advance. Once a customer agrees to prepay the charges, they can make the payments at the time and frequency of their choice.
If you use Prepayments, you can view them on a Prepayment Report (this feature must be turned on by Enrollsy, so let us know if you need it).
Go to Reports > Pre Payments. Here you can change the date and/or time and export the information to a CSV.
