Payments Collected
The payments collected report provides a detailed overview of all the payments a business has received within a specific period, per category, broken out by payment type. This report is essentially giving a comprehensive picture of all incoming funds for a specific category over the selected time period. (See "Settings" (make this a link to another article on the Settings>Billing page...) on how to set up the billing categories.)
How to Generate the Report
The options available for the generation of this report include the report period selected as described below. Once the selection is made, user will select the Generate Report button.
| Report Configurations | Options | Description |
|---|---|---|
| Report Period | All Dates Custom (user defines) This Week This Month This Quarter This Year Yesterday Last Week Last Month Last Quarter Last Year |
Choose which inclusive dates are needed for the report data. Selecting All Dates will use all invoices and payments in the system for generating the report. Select any of the custom options for obtaining a report based on a time period, or define your own Custom time period. |
If the Report Period is changed after the report has been generated, the report must be regenerated by selecting the Regenerate Report button. The data will not be updated until that action is taken.
How to Read the Report
Once the report is generated, the exact date and time the report is generated is shown under the report title. There is a button called More in the upper right giving options to Print the report or Download CSV for capturing the data.
The contents of the report provides the payment information about each category. The report is divided into sections for each category, as described below.
The bottom line of the report gives the totals for each of the columns.
| Report Data | Detailed Data |
|---|---|
| Billing Category | This column shows all the billing categories defined in the system |
Debit Card |
This is the total amount collected during the selected period for this category with a payment type of Debit Card. |
| Credit Card | This is the total amount collected during the selected period for this category with a payment type of Credit Card. If you surcharge - this will not include the surcharge amount. |
| Check | This is the total amount collected during the selected period for this category with a payment type of Check. |
| Cash | This is the total amount collected during the selected period for this category with a payment type of Cash. |
| Credits Used | This is the total amount collected during the selected period for this category with a payment type of Credits Used. |
| Other | This is the total amount collected during the selected period for this category with a payment type of Other. The Other type is indeterminate based on the data that is available on that payment, but it is money collected and must be accounted for. |
| Total | This column gives the total amount collected for each billing category listed on the report; this is the summation of all payment types. |
It is important to know that charges such as late fees on an invoice are not included in the payments collected for a category, as they are not allocated to any specific categories.
