Monthly Debtors Report
The Monthly Debtors Report provides a summary of payments still owed by parents within a certain month. Although it's called the 'debtors' report, you also have the option to display parents in credit, and parents with a balance of zero. The report can be downloaded or emailed to yourself as a PDF or CSV file.
This article is split into two sections: generating the report, and understanding which data each report field draws from.
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 Select Branch field lets you filter which nursery branches to include. You can pick one or more branches for this report.
The Select Month field lets you choose which month this report covers.
Under Balance Type, you can decide whether you want the report to display debtors, parents in credit, parents with a balance of zero, or all three. Although the options are named things like "Debtors Only", they are not mutually exclusive; you are able to select multiple options. So you could, for example, have a report with both Debtors Only and Credit Only.
The Include Children with Payment Terms field allows you to filter which children are included in the report based on their payment terms. These might be things like Split Payment Bill Payers or By the 1st, which can be customised in Global Settings.
Checking Include Bank Details will add additional columns to the report that include the bank details drawn from the child's profile. Checking Child Name Format - Last Name, First Name will simply change the format of the children's names so that the surname precedes the forename.
The Ageing By field determines which invoices are included in the report. As an example, assuming the Monthly Debtors Report is generated for September, then selecting Invoice date here will make it so invoices assigned a September invoice date, will be included as part of the Total Invoices for the month. This works much the same for the Invoice due date and Invoice created date options. The Invoice month and year option refers to which month and year the invoice was initially generated for.
The View Children field determines whether to include Active Children, Inactive Children, or All Children in the report.
Understanding the report
Once you've clicked Next to generate the report, you'll see a table containing data about deposits, payment owed before and as-of the selected date, the sum of invoices for the selected month (based on the Ageing By options), the balance remaining to be paid, the number of payments allocated and unallocated, and the overall balance for each relevant child. To help you understand where each piece of data is being drawn from, let's go through the key headings.
Branch/Nursery, Child URN, Child Name: Data used to identify the children on the system. Clicking on the Child Name or Child URN will take you to the Transactions/Payments screen on that child's profile.
Monthly Leavers: If a child has a leave date within the chosen month, this column will display their leave date.
Room: The room the child is assigned on their child profile.
Deposit: The balance of this child's deposits as of the selected month.
Owed Before - [Month]: The amount the child's parent owed prior to selected month. Negative values refer to accounts in credit.
Total Invoices - [Month]: The total value of the invoices issued to this child for the selected month. Which invoices count as part of this depends on what was selected for the Ageing By field when you set up the report.
Allocated Payments: The sum of all payments which were allocated to invoices from the total payments made in the selected month.
Balance - [Month]: The amount the child's parent owes including invoices from the selected month as well as prior months. Negative values refer to accounts in credit.
Unallocated Payments: The sum of all payments which remain unallocated from the total payments made in the selected month.
Overall Balance - [Month]: The total balance owed by the child's parent, taking into account all invoices from the selected month and prior months, as well as any payments made. Negative values refer to accounts in credit.
Bank Account Name, Bank Account Number, Bank Account Sort Code: If you've checked the Include Bank Details option when setting up the report, the report will include bank details from the child's profile.
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