Income Forecast Report

The Income Forecast Report allows you to see the forecasted income for a chosen month, or range of months. If invoices have been generated for a month, it will base its data on those invoices. If not, then the report will calculate the projected income based on the sessions scheduled for that month. The data is broken down into income from sessions, products/services, and funding. 

This article is split into two sections: generating the report, and understanding the data.

Generating the report

You can find the report by going to  Reports in the side bar, then clicking on Standard Reports. If you have trouble finding it from the list, you can use the search bar. Once you click on it, you'll be brought to a set-up screen. 

The Start Month and Finish Month fields establish the date range for the report. Any month included in the date range will supply data from the entire month to the report. Selecting a future month that has not yet had invoices generated will display the projected income for that month based on the scheduled sessions. For months with invoices already generated, the invoice data will be used instead, including unpaid and draft invoices. 

The Income Forecast By field determines how the income is presented. Rooms/Groups will break down the income by room/group, so you can see which rooms are most profitable. Sessions/Products breaks down income by products/services, sessions types, and funding types. By Children breaks down the income by individual child. By Nominal Codes breaks down income by the nominal codes, which can be assigned to session types, products/services, or funding types.

In the View field, you can decide how the data is broken down. For the Rooms/Groups, Sessions/Products, and By Nominal Codes income forecast types, you can choose between viewing Monthly, or Total. Monthly shows you the income breakdown for each month. Total shows you the income breakdown for the entire date range. For the By Children income forecast type, you have the option of seeing Income Only, Funding Only, or Both. Income Only means you will only see income based on how much each child would be invoiced, excluding the amount each child receives in funding. Funding Only means you will only see funding-based income for each child. 

The Select Branch field lets you choose which nursery branches this report applies to. You can select one or more. Clicking Filter By Tags will open up a pop-up that lets you select from a list of tags, and any nursery branches that contain at least one of these tags will be automatically selected without you having to search for each of them manually.

The Filter By field lets you select which sessions are counted in the report. For example, selecting Regular Sessions Only will make it so Extra (non-funded) sessions are not included within the income calculation. 

When you're satisfied, click Next to generate the report. Alternatively, you can Email PDF or Email CSV to send the report to your email in one of two file formats.

Understanding the report

Once you've generated the report, you'll see a table of income for the date range you chose, either based on existing invoices or on scheduled sessions.

What you've chosen in the Income Forecast By field will affect how the report looks. Most of the options use a similar format for presenting data, with the exception of Income Forecast By Children. Because of this, we'll cover the view types in two sections.

Rooms/Groups, Sessions/Products, Nominal Codes

The report is presented in two forms: a table showing a line-by-line breakdown of the income sources (which differ depending on the view type), and a pie chart of the different income sources to give you an idea of their proportion to each other. The income is colour coded so you can easily match the data on the table to the pie chart.

If Monthly has been chosen for the View field, then for each nursery you selected, you will see a table and a pie chart for each month in the date range. At the top of each month's table is the total income for that month. If Total has been chosen for the View field, then you will see the Total Income for each item in the table. 

For both view types, the Total income for each nursery will be displayed at the bottom alongside the consolidated pie chart across that date range.

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If you see a [+] icon, that indicates a field can be expanded by clicking on it (for instance, to see the individual products/services in View By Rooms/Groups). Clicking on a [-] icon will minimise the field instead. 

The Rooms/Groups and Sessions/Product view types include a field called Unassigned. This refers to any children using equally spread invoices who were not assigned a preferred room before the invoice was generated, or the session was scheduled. There is also an Unassigned field in the Nominal Codes view type, but this refers to any income sources that have not been assigned a nominal code. 

View By Children

Unlike the other view types, View By Children doesn't include a pie chart. Instead, all the information is included in an itemised table. Let's go through the key headings.

Branch/Nursery Name: What nursery branch this data belongs to.

Child Name, Child URN: Key information to identify the child. Sessions/funding/products are displayed under a child's name for each month.

Start Date, Leave Date: What date the child started at the nursery, and what date they plan to leave. This can be useful for indicating reduced income in cases where a child starts or leaves in the middle of a month.

Month: Which month the income data applies to. 

Item: Whether the income source being tallied up is a session, funding, or product. At the bottom of each month is the Invoice Total and Total Income for that child across the month.

Item Name: The name of the session/funding/product.

Amount: The amount of income each session/funding/product brings in. At the bottom of each month is the Invoice Total (how much the parent would be charged) and Total Income (invoice total + funding) for that child across the month.

Monthly Total: The combined income of all children for each month, with a breakdown by Session, Product, Funding, Invoice Total, and Total Income. 

Total: The combined income of all children for the entire date range, with a breakdown by Session, Product, Funding, Invoice Total, and Total Income.

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