Monthly Nursery Report

The Monthly Nursery Report provides a breakdown of the nursery's total monthly income according to sessions, funding and products/services. This report can be downloaded as a PDF or CSV file.

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. 

The View 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.

Finally, the Select Branch field lets you determine which nurseries' data to include in the report. One or more nurseries can be selected.

Understanding the report

By clicking Next on the report set-up screen, you'll generate the report. Income data is drawn from the invoices generated for each month, including unpaid and draft invoices.

The report can look a bit different depending on what you've chosen in the View By field. Most of the options use a similar format for presenting data, with the exception of View 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.

For each nursery you selected, you will see a table and a pie chart for each month in the date range, with the Total income at the bottom alongside the consolidated pie chart across that date range. At the top of each month's table is the total income for that month. 

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. 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: Which 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 brought in. At the bottom of each month is the Invoice Total (how much the parent is 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 combine 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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