Objective
We are planning to add column to the contracts, collection, pledges, campaigns and fee report pages which will show the total amount on schedule per contract/family. In the meantime, please follow the below to get a clear and concise procedure for generating and analyzing scheduled payment reports in order to enhance productivity, minimize errors, and ensure accurate tracking of payment statuses.
Key Steps
Access Payment Reports
Navigate to the 'Reports' section in the system.
Select 'Payment Report' to view all payment statuses.
Select Payment Type
Choose between the options:
Scheduled One-Time Payments
Scheduled Recurring Payments
Distinguish between scheduled payments and those that have already been paid by not selecting:
Scheduled One-Time Paid
Scheduled Recurring Paid
Filter Payment Types
If needed, filter by specific payment types:
Credit Card
ACH Charge Now
Payment Plan
Upcoming Credit Card and ACH
Ensure to select all "Upcoming" and "Scheduled" to include all relevant transactions.
Execute Search
Click on the 'Search' button to generate the list of scheduled payments based on your selected criteria.
Download Payment Data
Once the report is generated, download the data in Excel format.
Create a Pivot Table
Open the downloaded Excel file.
Insert a Pivot Table:
Select 'Insert' from the menu.
Choose 'Pivot Table'.
For the Pivot Table:
Drag 'Family ID' and 'Last Name' to the Rows area.
Drag 'Amount' to the Values area to summarize total payments per family.
Filter by Academic Year
When exporting data, ensure to specify the academic year or period:
Choose 'No Dates' for a specific academic year.
Select 'All Academic Years' if needed without filtering by date period.
Review and Analyze Data
Analyze the Pivot Table to review total payments for each family and identify any discrepancies or areas needing attention.
Cautionary Notes
Always double-check the filters applied to ensure the data reflects the correct time frame and payment types.
Be cautious when handling sensitive payment information; ensure data privacy and security protocols are followed.
Tips for Efficiency
Familiarize yourself with the reporting tool and Excel functionalities to streamline the process.
Use keyboard shortcuts in Excel to speed up operations (e.g., Ctrl + T for creating a table).
Regularly update your training on the system to stay informed about any changes or enhancements made to the reporting features.
Consider setting up a template for the Pivot Table to save time in future analyses.