Managing payer data just got easier! The Payer's Reporting feature offers comprehensive insights into payment history, outstanding balances, invoicing details, and account statuses. With advanced filters and detailed reports, you can efficiently manage finances and maintain clear communication with payers. Let’s dive in and explore how to leverage this powerful tool to its fullest!
📌 Availability Note: Payer's Tab
The Payer's Tab is accessible on both the app and the portal, allowing users to track, manage, and review payer-related transactions similarly across devices.
📌 Key Considerations:
✅ The feature functions similarly on both the portal and the app.
✅ Any differences between the two platforms will be clearly highlighted within the interface.
✅ The portal serves as the primary reference for detailed reporting, transaction history, and management in this guide.
📖 Table of Contents:
Learn how to locate and navigate the Payer's Reporting Section to track financial activity and manage payer records.
Steps to Access on the Portal – Navigate the portal to access and manage detailed payer reports.
Steps to Access on the App – Learn how to view payer details on the app for quick financial checks.
Understand how payer details are structured and displayed across platforms
Overview on the Portal – A detailed breakdown of payer financial data available on the portal.
Key Metrics of the Payer's Reporting Section – Track key statistics such as total payers, balances, and transaction activity.
Available Information Columns in the Payer's List – Learn what details are displayed in the Payer’s List.
How to Read Further Information About a Payer – Steps to access detailed payer financial records.
Steps to Access Payer Details – How to open and review a payer’s financial history.
Key Information Displayed on the Payer’s Information Page – Breakdown of essential payer financial details.
Overview on the App: Payer Reporting – How the payer's reporting section functions on the app.
Key Information Displayed on the App – Summary of payer details available on the app.
Reviewing Payer Information on the App – How to expand payer records and view account details.
Guide on sending activation links in bulk, ensuring all payers have access to their billing accounts.
Learn how to apply filters to refine the Payer’s List for specific reporting needs.
Filtering Tools Available (On Portal) – Overview of filtering options to track payers effectively.
Available Filter Options (Under the Funnel Tool) – Breakdown of filter categories such as balance, invoicing automation, and payment status.
How to Apply Filters in the Payer's Reporting Section (Portal) – Step-by-step instructions to apply and refine filters.
Filtering Tools Available on the App – Limited filtering options available for on-the-go access.
This guide walks you through how to download the report on both the app and the portal, along with insights on how this data can be used for accounting and auditing.
Steps to Download on Both Platforms (App & Portal: -Learn how to generate and export the Payers Report from both the Parent™ app and the portal for financial tracking and record-keeping.
Available Information in the Payers Report- Understand the key financial data included in the exported report
How This Data Can Be Used for Accounting or Auditing- Learn how to use the exported report
📌 How to Access the Payer's Reporting Section
Follow these steps to navigate to the Payer's Reporting section and manage payer-related data efficiently.
🖥️ Steps to Access on the Portal
1️⃣ Navigate to the Menu
Open the menu on the far-left side of your screen.
2️⃣ Select the Finance Tab
Click on the Finance Tab from the list of available options.
3️⃣ Go to Billing Transactions
Under the Finance section, select Billing Transactions.
4️⃣ Open the Payer's Reporting Tab
Locate and click on the Payer's Tab within Billing Transactions to access all payer-related data, including payment history, associated schedules, and outstanding balances.
📱 Steps to Access on the App
1️⃣ Launch the App or Log in to the Portal
Open the Parent™ app on your mobile device or access the portal from a browser.
2️⃣ Navigate to the Options Menu
In the footer menu, tap on the first tab to the right labeled "Options".
3️⃣ Access Billing Transactions
Click on "Billing Transactions" to open transaction records.
4️⃣ Go to the Payer's Tab
Navigate to the Payer's Tab within Billing Transactions to manage all payer-related payments, balances, and financial records.
📌 Overview of the Payer's Reporting Section
The Payer's Reporting Section provides a detailed view of payer-related financial transactions, including payment history, outstanding balances, and associated billing information.
🖥️ Overview on the Portal
The portal offers a more comprehensive and detailed reporting experience, making it the primary platform for in-depth financial tracking and management.
📌 Key Metrics of the Payer's Reporting Section
1️⃣ Total Payers
Definition: Displays the total number of payers recorded in the system.
Purpose: Provides a clear snapshot of your organization’s active financial participants, helping track the number of responsible payers.
2️⃣ Total Balance
Definition: Shows the cumulative outstanding balance owed by all payers.
Purpose: Assists in monitoring overall receivables, ensuring your organization’s financial health remains stable by identifying unpaid balances and outstanding dues.
3️⃣ List of Payers
Definition: Displays a comprehensive list of all payers (Active and non Active), regardless of their associated child's enrollment status (e.g., Current, Withdrawn, Upcoming).
Purpose: Provides centralized tracking of all payer accounts and financial activity, allowing administrators to monitor payment history, outstanding balances, and financial engagement across all families.
📌 Available Columns in the Payer's List
The Payer's List provides a structured view of payer details and financial activity, allowing administrators to track transactions, outstanding balances, and account status efficiently. Below are the key columns and their significance:
1️⃣ Payer Name and Associated Children
Displays the payer’s name along with the children linked to their account.
Helps ensure financial transactions are correctly associated with the right families.
2️⃣ Payment Date
Shows the date of the payer’s most recent payment.
Helps track when the last payment was received, ensuring billing records are up to date.
3️⃣ Last Invoice Due Date
Indicates the due date of the most recent invoice for the payer.
Helps monitor overdue or outstanding invoices, ensuring timely follow-ups.
4️⃣ Expected Next Invoice Date
Predicts the next scheduled invoice date based on the payer’s billing cycle.
Prepares administrators for upcoming transactions, helping maintain cash flow projections.
5️⃣ Last Payment Details
Includes specific details of the last payment made, such as the amount and payment method.
Provides a quick reference for tracking recent financial activity.
6️⃣ Balance
Displays the current outstanding balance for the payer.
Helps track what is owed, ensuring accurate financial oversight.
7️⃣ Account Status
Indicates whether the payer has activated the Parent App for online access.
Helps identify which payers are actively managing their accounts digitally, allowing for smoother communication and self-service billing.
8️⃣ Auto Payment
Shows whether the payer has enabled Auto Payment through Parent Pay.
Identifies accounts with automated billing, improving efficiency and reducing missed payments.
📌 How to Read Further Information About a Payer
To access detailed financial and account information about a specific payer, follow these steps:
🖥️ Steps to Access Payer Details
1️⃣ Click on the Payer’s Name
Navigate to the Payer's Reporting Section in Billing Transactions.
Locate the payer you want to learn more about.
Click on their name to open a detailed page with their financial information.
2️⃣ Review the Payer’s Information
A new page will open, displaying comprehensive details about the payer
📌 Key Information Displayed on the Payer’s Information Page
The Payer’s Information Page provides a detailed view of the payer’s financial activity, including contact details, balance, invoicing rules, and payment history.
Email – The payer’s registered email address used for account notifications and payment communication.
Phone – The payer’s contact phone number for communication and payment-related updates.
Balance – Displays the current outstanding balance owed by the payer.
Invoicing Rule – Indicates the assigned invoicing rule (e.g., monthly, bi-weekly). Also includes the date the rule was added to the payer’s profile for reference.
Payer Role – Specifies whether the payer is the primary contact or an additional contact for the child’s financial responsibilities.
Relation with Child – Defines the payer’s relationship with the child (e.g., parent, guardian).
Last Payment Details – Includes key insights into the payer’s most recent transaction:
Date – The date the last payment was made.
Method – The payment method used (e.g., Credit Card, Cash).
Payment Reference – The unique transaction reference number.
Last Paid Amount – The amount paid in the last transaction.
Last Invoice Due Date – Displays the due date of the most recent invoice associated with the payer.
📌 Overview on the App: Payer Reporting
The Payer’s Reporting Section on the app provides a simplified yet efficient way to track payers and their balances, making it ideal for quick financial reviews on the go. While it does not offer the same level of detailed reporting as the portal, it remains a valuable tool for instant access to key payer insights.
🔹 Key Information Displayed on the App
Total Payer Count (Active & Non-Active) – Displays the total number of payers, including both active and inactive accounts.
Total Aggregate Balance – Shows the combined outstanding balance for all payers.
List of Payers (Active & Non-Active) – Unlike the portal, the app does not display children with unassigned payers, focusing solely on payers with financial activity.
Balance Per Payer – Each payer’s balance appears in green text next to their name, providing a quick reference for outstanding amounts.
📌 Reviewing Payer Information on the App
To access additional payer details:
1️⃣ Tap the Expand Bar Next to the Payer’s Name
This will reveal brief details, including:
Payer’s Email
Children Associated with the Payer
2️⃣ Handling Missing Emails
If the payer has no registered email, a "Add Email" button will appear.
Clicking this button will take you to the payer’s contact information screen, where you can update their email address.
📢 Key Differences Between the App & Portal
📢 Key Differences Between the App & Portal
📌 Portal: Full Financial Reporting & Management
✔️ Provides comprehensive payer details, including detailed payment history, invoicing rules, and auto-payment status.
✔️ Displays all children, including those with unassigned payers.
✔️ Allows in-depth financial tracking, reporting, and balance reconciliation.
📌 App: Quick & On-the-Go Financial Insights
✔️ Ideal for quick checks on payer balances and recent transactions.
✔️ Focuses only on payers with active financial activity for a cleaner, faster view.
✔️ Provides basic contact details, with an option to update missing email information.
📌 Leverage the app for quick financial reviews, while using the portal for in-depth payer management and reporting! ✅
Send Payer Activation Links in Bulk (On Portal)
If you need to send activation links to multiple payers who have not yet activated their accounts, follow these steps:
Steps to Send Activation Links
Access the Payer's Reporting Section:
Navigate to the Payer's Reporting Section in Billing Transactions.
Filter Non-Activated Payers:
Locate payers whose status shows "Inactive" with the option to resend an activation link using the filter
Select All Non-Activated Payers:
Click the checkbox at the top-left corner of the Payer's List to select all payers with access who haven’t activated their accounts.
Send Activation Links:
Use the "Send Activation Link" button to send activation emails in bulk to all selected payers.
Important Notes
Payers Without Access:
Payers who have been granted no access to the system will not receive an activation link.
These accounts are marked as "Inactive" without the option to resend a link.
Payers with Access but Inactive:
Payers with access but who have not yet activated their accounts will receive the activation link when you use this feature.
Key Takeaways
Bulk selection saves time when reaching out to multiple non-activated payers.
The system ensures only payers with granted access receive activation links.
Payers with no access cannot activate their accounts, and their status remains "Inactive" without the option to resend a link until you have assigned a role to their account
📌 How to Use Filters to Break Down the Payer List
The Payer's Reporting Section initially displays all created payer accounts, but you can refine the list using filters to focus on specific payers based on financial activity, account status, or other key details. Filters help streamline payer tracking and reporting for more efficient management.
🔎 Filtering Tools Available (On Portal)
1️⃣ Search Bar
Quickly search for a specific payer by name or other identifiers.
Use Case: Locate an individual payer instantly without having to browse through the entire list.
2️⃣ Funnel Filter Icon
Apply detailed filters to refine the list based on specific fields
📌 Available Filter Options (Under the Funnel Tool)
The funnel filter tool allows you to refine the Payer's Reporting Section based on specific financial criteria, making it easier to track outstanding balances, identify payers with credit, and manage accounts effectively.
💰 Balance Filter
Definition: Filters payers based on their current account balance.
Example of balance Options:
✔️ More than 0 – Displays payers with a credit balance (overpaid amounts).
✔️ Less than 0 – Shows payers with a due amount (outstanding payments).
✔️ Equal to 0 – Lists payers with no outstanding balance (fully settled accounts).Use Case: Helps administrators identify payers who owe payments, have overpaid, or have settled their balances, ensuring accurate financial tracking and follow-ups.
📌 Invoice & Reminder Automation Filter
Definition: Filters payers based on whether they have an automated billing rule assigned, helping track which payers have automated invoicing and reminders enabled.
Filter Options:
✔️ Show only payers with automated invoicing and reminders – Displays payers who have active automated billing.
✔️ Assign – Allows you to define specific rules by selecting from a dropdown list, enabling customized automation settings for payers.Use Case:
Helps administrators identify payers with manual invoicing setups to ensure timely billing.
Allows for monitoring of automated invoicing behavior to ensure correct invoicing rules are applied.
Supports assigning payers to specific automation rules, reducing the risk of missed payments.
📌 Status Filter
Definition: Filters payers based on their account activation status, helping administrators track which accounts are active and which may require further action.
Filter Options:
✔️ Active – Displays accounts that have been activated by the payer, indicating they have accessed and set up their profile.
✔️ Not Active – Lists accounts that have not yet been activated, meaning the payer has not completed their registration or logged into their account.Use Case:
Helps quickly identify inactive accounts that may require reminders or activation links to be sent.
Ensures all payers have full access to their financial records and billing information.
Supports follow-ups with families who have yet to engage with the system, improving overall financial communication.
📌 Auto Pay Filter
Definition: Filters payers based on whether they have enabled or disabled auto payment through Parent Pay, helping track payment automation status.
Filter Options:
✔️ Show only payers with auto payment enabled or disabled – Displays payers who have or have not activated automated payments, ensuring proper tracking of invoicing and payment processing.Use Case:
Helps identify which payers have automated billing set up to reduce manual invoice processing.
Highlights payers without auto payment, allowing administrators to follow up on manual payments.
Ensures that invoices are processed efficiently by distinguishing between automatic and manual payment accounts.
📌 Toggle Options for Additional Refinement
The toggle options allow administrators to further refine payer searches, ensuring all financial responsibilities and billing setups are properly managed.
1️⃣ Show Children with Unassigned Payers
Definition: Includes or excludes children who do not have an assigned payer linked to their account.
Use Case:
Helps identify children without financial accountability assigned.
Ensures every child has a designated payer responsible for billing and payments.
Supports follow-ups with families to update missing payer information.
2️⃣ Show Payers Without Invoices
Definition: Includes or excludes payers who have no invoices issued in the system.
Use Case:
Helps identify accounts that need invoicing setup.
Ensures that all active payers are linked to proper billing plans.
Allows administrators to proactively set up invoices to avoid missed payments.
3️⃣ Show Payers Without Payment Methods
Definition: Includes or excludes payers who have not added a payment method to their account.
Use Case:
Helps identify payers who need to set up their payment details for seamless transactions.
Supports reminders to families to complete their payment setup, reducing potential payment delays.
Ensures that auto-payment and scheduled invoicing function properly for enrolled payers.
📌 How to Apply Filters in the Payer's Reporting Section
Follow these step-by-step instructions to filter the Payer’s List for specific financial details.
1️⃣ Open the Filter Menu
Click on the funnel icon at the top of the Payer’s List.
This opens the filter options for refining search results.
2️⃣ Select Filter Options
Choose criteria to narrow down the list:
Balance – Show payers with outstanding balances, credit balances, or settled accounts.
Invoicing Automation – Display payers with automated or manual invoicing setups.
Status – Filter active vs. inactive payers.
Auto Pay – Identify payers who have enabled or disabled auto payment.
3️⃣ Toggle Additional Refinements
Enable or disable extra options for a more customized view:
Show Children with Unassigned Payers – Include or exclude children who do not have an assigned payer.
Show Payers Without Invoices – Find payers who have not been issued an invoice.
Show Payers Without Payment Methods – Locate payers who need to set up a payment method.
4️⃣ Apply Filters
The Payer’s List will automatically update based on your selected filters.
Review the filtered results and refine as needed.
5️⃣ Modify or Reset Filters
Adjust filters by selecting different options if needed.
Click the reset button to remove filters and return to the full list.
📌 Filtering Tools Available on the App
The Payer’s Reporting Section on the app offers limited filtering options compared to the portal. However, it still provides essential sorting and filtering tools to help users quickly access relevant payer information.
🔹 Sorting Options
The app allows you to sort payers and balances in ascending or descending order for quick identification.
1️⃣ Sort by Payer Name
Arranges payers alphabetically from A-Z or Z-A.
Use Case: Quickly locate a specific payer without manually scrolling through the entire list.
2️⃣ Sort by Balance
Orders balances from lowest to highest or highest to lowest.
Use Case: Identify payers with the largest outstanding balances to prioritize follow-ups.
🔹 Filtering Options
The app allows filtering based on Payer Name, Child Name, and Balance Calculation.
1️⃣ Payer Name Filter
Enter a payer’s name to instantly locate their record.
Use Case: A parent calls inquiring about their balance—search their name directly to retrieve their details.
2️⃣ Child Name Filter
Search for payers linked to a specific child.
Use Case: A staff member needs to verify which payer is responsible for a child’s tuition—filter by the child’s name.
3️⃣ Balance Calculation Filter
Filters payers based on their current balance status:
✔️ More than (>) – Displays payers who have a credit balance (overpaid).
✔️ Less than (<) – Shows payers with outstanding dues (unpaid invoices).
✔️ Equal to (=) – Identifies payers who have settled their balance with no outstanding amount.
✔️ Not Equal (≠) – Displays payers whose balance does not match a specific value, such as zero. This means they either have an outstanding payment due or a credit on their account.Use Case Scenarios:
A finance admin needs to identify payers with outstanding balances to send reminders—filters for "Less than 0".
A center wants to find payers who overpaid and need refunds—filters for "More than 0".
A manager wants to list only payers who have settled their accounts—filters for "Equal to 0".
📌 While the app offers fewer filtering options than the portal, it remains a convenient tool for quick searches and balance reviews on the go! ✅
📌 🧾 How to Download and read the Payers Report
Downloading the Payers Report allows you to track and manage payer transactions, balances, and invoicing details efficiently. Follow these steps to download the report on both the app and the portal.
📱📥 Steps to Download on Both Platforms (App & Portal)
1️⃣ Click the Download Icon 📥
Locate the download icon on the report interface within the Payer's Reporting Section on either the app or portal.
2️⃣ Choose a File Format:
CSV (Comma Separated Values) – Ideal for importing data into spreadsheets, databases, or third-party accounting tools.
Excel (XLSX) – Best for users who need Excel functionalities like formulas, data visualization, and in-depth reporting analysis.
3️⃣ Download & Access the Report
The system will generate and download the Payers Report, containing detailed financial information, including payer names, associated children, balances, last payments, and invoicing details.
Open the file in your preferred program to analyze, organize, or share payer financial data..
📊 Available Information in the Payers Report
The report includes the following fields:
Payer: The individual responsible for payments.
Child: Name of the associated child(ren).
Birthday: Child's birthdate.
Room: Child's assigned room (e.g., age group or class).
Payer Email: Contact email of the payer.
Role: Relationship or role of the payer (e.g., parent, pickup person, etc.).
Status: Current status of the payer (e.g., active or inactive).
Last Payment Method: Method used for the most recent payment (e.g., credit card, bank transfer).
Last Payment Amount: Amount paid in the last transaction.
Last Payment Date: Date of the most recent payment.
Payment Reference Number: A unique identifier for the payment (matches the app record).
Last Invoice Due: The amount and date of the last invoice due.
Upcoming Invoice Due: The amount and date of the next invoice due.
Autopay (On/Off): Indicates if autopay is enabled.
Balance: The remaining amount owed or overpaid.
How This Data Can Be Used for Accounting or Auditing
Track Payment Status:
Use the balance field to identify outstanding payments or overpayments.
Quickly see overdue invoices using the last invoice due and upcoming invoice due fields.
Verify Payment Records:
Cross-check the last payment amount, date, and reference number with system transactions to ensure accurate recording.
Match payment methods with accounting ledgers.
Monitor Autopay Settings:
Check autopay status to ensure compliance with payment schedules and reduce missed payments.
Segment Reporting:
Filter data by room to analyze payments by class or age group.
Use status to segment active vs. inactive payers for follow-ups or historical analysis.
Identify Trends:
Analyze payment habits or delays by tracking patterns in last payment date and method.
Use balance trends to predict cash flow or flag consistent late payers.
Audit Readiness:
The combination of payer details, reference numbers, and email provides a comprehensive audit trail.
Cross-reference child, birthday, and room to ensure alignment between invoicing and service delivery.
Improve Communication:
Use payer email to send automated reminders or follow-ups based on upcoming invoice due.