Lesson #14 - Financial Reports

Jackrabbit uses cash accounting for the purpose of reporting (recognizing) revenue, while still allowing you to track your Accounts Receivable.

• Fees such as tuition fees, registration fees, etc. are posted to your family's accounts, but are not reported as revenue in Jackrabbit until those amounts are paid. 
• Family account balances increase when fees are posted (debit transactions) and decrease when payments are received (credit transactions) or account credits are posted (credit transactions) .
• A listing of all family balances is easily created using one of Jackrabbit's Accounts Receivable reports. 

Cash Accounting vs. Accrual Accounting

In accounting, the two most common forms of recording financial transactions are using cash accounting or accrual accounting. The difference between the two approaches is all about timing.

Jackrabbit's Role in Your Business Accounting

Jackrabbit is a class management and Accounts Receivable program. Expenses are not tracked in Jackrabbit; this is done in your accounting program, e.g., QuickBooks.

Using the financial reports offered in Jackrabbit, or the QuickBooks integration, your revenue must be entered into your accounting system to give you the full financial picture.

Jackrabbit offers great flexibility in reporting with over 100 reports for families, students, classes, staff, enrollment, financial information, and more! 

These reports come in a few different formats.

All reports can be accessed from the Reports (menu), which offers many options for finding reports. Customize your Reports menu by marking your most frequently used reports as My Reports. Learn more about The Reports Menu.

For each option in the Main Menu (blue menu bar), you can use a link to access the related reports. For example, go to the Staff (menu) > Staff Reports to go to the Staff tab of the Staff Reports section.

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Click Here to Learn about the Various Reports 

Use the links below to learn about each section of the reports.

Frequently Asked Questions

Q.  What can cause blank search results in a report?

A.  If a report returns blank results, check to ensure that you do not have a blank field under Gear (icon) > Settings > General > Drop-down Lists (left menu).

Additionally, it is very important that you do not delete or edit a Drop-down Field. Check to be sure that the search criteria have not been edited or changed in some way. 

Example: A Session that has been changed from 2011-12 to 2011-2012 in Gear (icon) > Settings > General > Drop-down Lists (left menu) will create an issue for Jackrabbit when searching.

Q.  Which reports provide tax details?

A.  The Transaction Listing Report and Paid Fees Report provide tax details.

Q.  Why don't I see an Export or Print button on the report I generated?

A.  Check to be sure both the Export Grid Information and Print Grid Information user permissions, located in the General category, are selected.

Q.  How do I stop my pop-up blocker from preventing reports from displaying?

A.  Hold down the CTRL (Control) key while clicking Submit to prevent a pop-up blocker.

Jackrabbit offers great flexibility in reporting with over 100 reports for families, students, classes, staff, enrollment, financial information, and more. All reports can be accessed from the Reports menu.

There are a few different ways for you to navigate through the reports to find the one you are looking for:

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Report Categories & Tabs

Visible from Find Reports, report categories group related reports together. Additional tabs provide further breakdowns within each category.

 Note: Reports may be found in more than one category or within multiple tabs in a category.

Find Reports

Find Reports, from the Reports menu, opens a Keyword Search.

There are three ways a keyword is matched to a report:

• Keyword Match - The keyword matches a tag that Jackrabbit developers add to reports.
• Desc. Match - The keyword appears in the report description viewable when hovering over the report title.
• Title - The keyword appears in the title of the report.

My Reports

Choose your most frequently used reports and save them as My Reports! When you click on the Reports (menu) > My Reports a new page opens and all selected reports are displayed with red hearts.

In addition, once a report is a designated My Report, it will be added to the Reports menu and you can select it from the Reports menu list. 

• Each User ID selects and saves their own group of reports. 
• There is no limit to the number of My Reports you can add to the menu list.
• If you no longer want the report to be listed under My Reports, just click on the red heart to change it back to an outlined heart.
  
  

Find a Report

1. Go to the Reports (menu) > Find Reports.
2. Type in a Keyword Search term to find a specific report. Additionally, you can click on a category in the left menu to open a list of reports related to that category.
3. Hover over the report title to see a brief report description.
   • Click on the outlined heartat the end of the report name and the heart turns red. This means it has been selected as a frequently used report and has been added to your My Reports list.
4. Click on the report to open.

Add a Report to the Reports Menu

Go to the Reports (menu) > Add Report. Select a report from the All Reports list. Or click a category from the left menu to filter reports under a specific category. Click on the outlined heartat the end of the report name and the heart turns red. The report has been added to your My Reports list.
Once you have selected a report as a frequently used report and added a red heart, it will appear under the Reports menu. Click on My Reports or select one of the saved reports in your personalized list to open and run a report. To remove a report from your My Reports list, click on the red heart. The report will be removed from your My Reports list and removed from the Reports menu.

Many reports in Jackrabbit return results that are formatted in a table style.

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Use Search Fields to Locate Information in Reports

Many reports have column search fields. Enter a word into a search field to quickly locate information.

Search Results

Sort Your Report Data Using Column Headers

Click a column header in a table to sort the data in that column, either from lowest to highest or highest to lowest. The table is then reordered based on the values in the selected columns.

Button Options in Reports

At the top of many reports, there are several button options.

The arrows allow you to move back and forth through multiple pages, and the drop-down arrow increases the number of records displayed.

Show All

This button is available only if the report contains multiple pages of information. Select Show All to display all the information on a single page.

Print

Click Print to send the report to a printer. 

Note: The ability to print information is controlled by the Print Grid Information User Permission located in the General category.

Export

Click Export to send the report to:

•  Excel Spreadsheet (XLS) file 
• Comma Separated Value (CSV) file
• Portable Document File (PDF)

Note: Exporting information is regulated by the Export Grid Information User Permission, found in the General category.

Refresh

Select Refresh to reload the page display.

Show/Hide Columns

The Show/Hide Columns button is available on most table style reports and allows you to customize the display or hide specific columns of information within the report.  Use this option to tailor your report with important information that fits your business.

Throughout Jackrabbit, you will see grids, which are sometimes referred to as tables. These grids display the data you have entered into Jackrabbit; they are incredibly robust - allowing you to group, sort, filter for specific information, and more.  Note: the features available in each grid throughout Jackrabbit may vary.

Sample Grid

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Group Your Data

Drag and drop column headers to the grouping bar to create groups within your report. 

• Click on the column title in the grouping bar to re-sort the column in ascending or descending order.
• When multiple columns are added to the grouping bar, the first column on the left is the first level of grouping. The second column added to the grouping bar will group the rows within the first column, etc. 
• Click and drag the column headers left or right within the grouping bar to change the order. 
• Use the X  in the column header to clear a column from the grouping bar.

Sort and Filter Data in the Grid

There are multiple ways you can sort and filter data in a grid. Select the options that work best for you:

You can reorder the columns in a grid by clicking and dragging them to the spots you want them in. Double arrowheads indicate where the column will drop (behind the arrowheads).
Click on the column header to sort in ascending or descending order. An arrow displays to show the current sorting order; no arrow indicates that no sorting has been done on the column.
Use the column menu to access the sorting options for each column. Ascending order Descending order
Multi-sort columns in the grid, for example: Click the Family column header to sort the column in ascending order A-Z (as on the right). An up arrow and the number 1 indicates this is the 1st column in the sort. Next, click the Status column header and all the active families will be listed first in the grid. An up arrow and the number 2 indicates this is the 2nd column in the sort. The column width expands to show the sorting information.
Click Columns in the column menu to select the columns you would like to view in your grid.
Click Set Column Position in the column menu to lock/unlock a column. When a column is locked, you can scroll horizontally, and the column will always remain in the display. Use the horizontal scroll bar (lower right when visible) to move the grid from left to right.
Click Filter in the column menu to drill down further into your column data (only available in some grids). More than one column can be filtered at a time. Applied filters display in the breadcrumb bar. The column menu for a filtered column is highlighted in blue. Column filters vary depending on the data in the column. Some filtering will list all values in the column with checkboxes and a search field while other filters allow you to define the filter with options such as "Is equal to" or "Contains".

Many grids offer column searching, which allows you to find information within a column quickly. For example, on the All Students page, you can enter a student's name in the search field of the Student column. The grid will then display only the rows that contain that name in the Student column. 

Take Action

Each grid is designed to provide ease of use and to simplify different actions you may want to take. Work with an individual record (e.g., a specific family), or apply an action to several records at once (mass action).

Action Icons

Located on the right-hand side of the grid, the action icons available will vary between grids.

	Click the Adjust columns icon to squeeze or expand the columns in the grid. Squeeze grid allows you to see all the columns on the page, Expand grid makes the columns wider and you may have to use the slider (bottom right) to horizontally scroll, depending on the number of columns in the grid. Either view can be saved as default or favorite view.
	Send a Message - Choose to send an email, push notification, or text message to chosen recipients in the selected records, e.g., Primary Contacts only, or Primary, Billing, and Other Contacts.  Select the checkbox for the records (e.g., families or students) you want to be included in the message. You can select individual records across multiple pages. To send to all rows displayed on a page (max. 250/page), select the checkbox in the column header.  To send to ALL records on ALL pages, leave all checkboxes empty. All records will be included.
	Use the Refresh Grid icon to reload the data in the grid after making a change.
	Click the Add New icon to open a pop-up window to add new data. This icon is visible depending on which grid you are viewing, for example, on the Staff Certifications page Add New Certificate window opens or on the All Families page an Add New Family window opens.  If any rows are selected in the grid, an Add New icon will not be visible.
	Use the More icon to access actions that can be taken with one or more records at once. The options available will differ between grids, e.g., in All Families, you can update Family Fixed Fees, Family Discounts, Clear UDF Answers, and more. In All Students, you can update Student Fixed Fees, Add a Note, and more. Select the checkbox for the rows you want to have included in mass action. You can select individual rows across multiple pages or select the checkbox in the column header to select all rows currently displayed on the page (max 250/page). Print and Export functions (where available) are accessed from the More icon. Depending on how you have customized the grid, printing may take some setting adjustments. Check out this short video tutorial Print from Grids in Jackrabbit for tips.

Row Actions

Click on the Row Menuto access actions that can be taken with the record in that row. The row actions offered will vary between the different grids in Jackrabbit and may include:

• View/Edit - click on the link to open the content in the row and make changes.
• Delete - remove a row from that grid.
• Add a Note - add a note to the record.
• Additional actions - click on the row menu to see the other action options.

If any checkboxes are selected in the first column of a grid, the row menus are deactivated and are no longer visible.

Data Visuals

Some of the grids in Jackrabbit have visual elements, referred to as data visuals. Click on the sections of the visual to see the information populate in the grid results. 

In addition, there is a filter drawer to make additional selections that narrow down results in the grid. Within the filter drawer, the criteria are organized into sections. Use the search field at the top of the drawer to locate specific criteria and be taken directly to the matching filter. Use the Expand All link to open all sections or the arrow next to each section header to open individual sections. Click the Apply button to filter the data in your grid using the criteria you selected; these filters will display in the breadcrumb bar. 

• Save your filtered data as a Favorite. Once filters are selected, click the Save as favorite (icon), enter a favorite name, choose if you want to make the favorite a default view, and decide if you want to share with your team. Your filtered data, column width, column locked positions are all saved. Click Save.
• Load a Favorite by clicking on the Favorites (icon), select your saved favorite from the drop-down list, and click Load. The grid populates the data and the breadcrumbs indicate the selected filters.

Refer to Work with All Families - View, Search, and Take Action, Work with All Students - View, Search, and Take Action, and Work with All Classes - View, Search, and Take Action for more details on the All Families, All Students, and ALL Classes data visuals.

Saving the criteria for reports is a huge time saver and is available in most Jackrabbit reports. We refer to them as Favorites and they are used to store regularly used search criteria and display settings for reports. Favorites allow you to quickly recall your selections; there is no need for you to select the same criteria every time you run the report.

Favorites also contribute to your reporting accuracy and ensure consistent reporting. When you save your criteria selections as a Favorite you can create your reports quickly and with confidence, knowing that the same data is being pulled into the report each time it's run.

Create and name multiple Favorites with any combination of criteria and settings. A Favorite can be Public (shared with all User IDs) or Private (only available to the User ID that created the Favorite).

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Create a Favorite

1. Enter all applicable Search Criteria and Display Settings.
2. Click the Save Favorites button.
   • In the Save Favorite window, give the Favorite a name.
   • If the Favorite should be available to all Users, select the Public checkbox.
     
     
     
3. Click the Save button.  
4. Click OK. The Favorite is now saved and available for use.

Use a Saved Favorite

1. Click the Favorites button.
   • In the Select Favorite window, select the Favorite you want to use from the drop-down list.
     
     
     
2. Click the Load button.
3. The Favorite loads on the screen with the saved fields highlighted in yellow.

Modify a Saved Favorite

The User must have Search Criteria Favorites permission checked under the Gear (icon) > Settings > Users & Permissions > select a User ID > User Permissions (left menu) in order to modify Favorites.

1. Click the Favorites button.
2. Click the Load button and change criteria fields as needed.
3. Click the Save Favorites button.
   • In the Save Favorite window, choose to overwrite the existing Favorite by clicking Save Existing button or give the Favorite a new name and click the Save as New button. (Don't forget to decide if the is Public or Private.)
     
     

Delete a Saved Favorite

The User must have Search Criteria Favorites checked in Gear (icon) > Settings  > Manage Users & Permissions in order to delete favorites.

1. Click the Favorites button.
2. In the Select Favorite window, select the Favorite name to be deleted from the drop-down list.
3. Click the Delete button.
   • In the Are you sure you want to delete this favorite? window, click OK.
     
     

Many Jackrabbit reports can be viewed/saved in different output formats. If the report criteria/display page has a Report Format field, you can choose from several formats.

PDF

Portable Document Format is the standard for the exchange of documents across different formats. When a document is saved as a PDF file, it is converted to PDF, it looks the same way it would if you printed it. A PDF viewer, such as Adobe Reader, is required to view a PDF file.

Excel

Excel files are spreadsheet files and are generally used with Microsoft Excel.

HTML

Hypertext Mark-up Language is the standard language used to create web pages.

RTF

Rich Text Format is a document file format used by Microsoft products, such as Word and Office.

Text

Text Files generally are pure text with very little formatting. Files saved as .txt files can generally be read by any program that is capable of reading text.

Tiff

Tagged Image Format Files is most often used with graphic, image, and desktop publishing programs but can be used on any operating system.

Financial Reports are found by pointing to the Transactions (menu) > Transactions Reports. There are several reports, all of which display the information differently based on a variety of search criteria (filters) and display settings available.

Revenue Reports (Who Has Paid)

This group of reports provides you with information related to fees that have been paid.

• The Class/Event Revenue Summary report is used to gauge income associated with a specific class or event.
• The Deposit Slip report is perfect for daily reconciliation.
• The Fee Summary report allows you to see the current status of fees in a selected Category 1 or with a specific Transaction Type.
• The Paid Fees report is helpful for finding uncategorized revenue or to view taxes paid for the selected date range.
• The Revenue Snapshot (QuickBooks Rpt) is beneficial, even without QuickBooks, to see revenue by payment method and Category 1.
• The Revenue Summary report will show the discounts given within a date range.

Accounts Receivable/Collection Reports (Who Owes Me Money)

This group of reports provides you with information for families who have fees that have not been paid.

• The Aged Accounts Details (Aged Fees) report is a traditional accounts receivable report.
• The Aged Accounts Summary can be used to email families with an outstanding balance.
• The Family Balance Summary helps you supply your accountant with month or year-end balances for each family.
• The Fee Summary Report allows you to see the current status of fees in a selected Category 1 or with a specific Transaction Type.

A clear understanding of how to record revenue is critical for your business. Before you can verify your revenue reports are accurate, you should make sure you are comfortable with Jackrabbit concepts. These are the foundation to understanding and maintaining accurate revenue records in Jackrabbit. 

• Linking fees and payments
• Unapplied and applied payments
• Category 1

Revenue reporting should be a priority to ensure all of your family accounts are accurate. You can complete revenue checks and balances daily, weekly, or monthly - there is no rule! However, you should add this task to your regular routine. Check out some methods our customers have found helpful in keeping current revenue records.

Find Unlinked Transactions

For consistency, choose a day of the week or month and add a recurring reminder to your calendar. On this day, run a Search Transactions report to check for transactions that need to be linked. The report allows you to find payments that have not been linked (applied to a fee), keeping the revenue from being placed in the wrong revenue bucket. When you find these, link them so your revenue reports are accurate. 

You may find payments that do not have a fee to apply to. Not to worry! This means the family has a credit and you will be able to apply the payment after a fee is posted.

If you have not used this search before, you may have old transactions that require clean up. Try searching with a date range that spans the length of your time with Jackrabbit. Start with the oldest transactions and clean those up first. Once you are current, make sure to do this regularly (daily, weekly, or monthly).  

Benefits of Keeping Your Revenue Clean

If you make revenue checks and balances a priority, you can ensure these benefits for your business:

• Reporting is accurate.
• Forecast future income with your revenue reports.
• Analyze revenue reports to show the growth of your organization.
• Collecting unpaid fees will be easier for you when your families can easily see which fees are unpaid through the Parent Portal.

When looking at a family’s page, you don’t want to see transactions that are pink (unpaid fees) AND green (unapplied credits). This means you have some linking to do! Just pink OR just green is fine.

After you become familiar with transaction linking, you will be able to quickly spot transactions that need clean up. 

Below are articles on Jackrabbit's revenue reports - Class / Event Revenue Summary Report, Deposit Slip Report, Payment Method Summary Report, Fee Summary Report, Paid Fees Report, Revenue Snapshot Report, and Revenue Summary Report.

The Class/Event Revenue Summary report displays all revenue based on filters (Search Criteria) you select that is associated with a Class/Event such as Tuition Fees, Costume Fees, Competition Fees, Taxes, etc. 

Get to this report from the Transactions menu> Transaction Reports > Class/Event Revenue Summary. 

• View average revenue per student.
• Determine which classes were most profitable and which ones had a lower average revenue.
• Format the report to show one line per Category 1 (Cat1) per class/event, or as a summary with one line per class/event.

Search Criteria

Use the Search Criteria to narrow the report results:

• If you have multiple locations in Jackrabbit, you have the option to look at revenue based on the location on the family's record and/or the location where the class or event is held using the Class/Event Location criteria.
• Look at class/event revenue for a specific Class Session, selected Category 1, or use Select Class to review revenue for a particular class.
• Review payments received on a single date or for a range of dates. The date criteria are required fields.
  
  

Display Settings

Use the Display Settings to format your report:

• Calculate the enrollment as of a specific date or over a range of dates where the count is the highest number of students that were enrolled during that time. The enrollment criteria are required fields.
• Choose whether you want to see a separate line for revenue by Category 1 for each class/event (Detail) or you prefer to see only one line for all revenue in the class/event (Summary).
• You can opt to include any refunds issued for payments related to class/event fees or omit them.
• Sort the report either by Class, then Category 1, or by Category 1, then by Class.
  
  

Report Results

The report results can be further customized with the ability to show or hide columns of information, sort columns, or modify column width. Note: Depending on the width of the report, reduce the size/scale of the report so all the columns print.

• The Avg Revenue Per Student is calculated as the revenue for the date range chosen divided by the enrollment for the selected time frame. Revenue displayed per student does not include discounts.
• Use the Class/Event link to quickly navigate to the class or event record.
• Click Adjust columns > Squeeze gridto view the entire grid on the page.
• Click the Refresh Grid (icon)to update results in the grid.
• Click the More (icon)to print or export the data to Excel.

The Deposit Slip is like your go-to cheat sheet for tracking all incoming payments, neatly sorted by how people pay.

Get to this report from the Reports menu > Find Reports > Transactions/Financials (left menu) > Recommended tab.

• Reconcile your bank accounts using this report with easy cross-referencing for ePayments.
• Generate a deposit slip to include with your bank deposits for cash and check payments.
• Run the report by Jackrabbit User to settle your cash drawer each shift.

The Payment Method Summary report organizes revenue by Payment Method for a specified date or date range and can be found under the Transactions (menu) > Transaction Reports.

• Analyze revenue by Payment Method for each Category 1.
• Reconcile payments received for the day. 
• Review refunds processed on a certain day or during a specified time period.

Search Criteria

Use the Search Criteria to narrow down results to the payments you want to work with.

Display Settings

Before submitting for results, you can adjust the following settings:

• Show Refunds
• Show Category 1 Sub-totals
• Report Output Format

Report Results

The Fee Summary report displays fees posted during a specified time frame, along with any payments made against them or credits applied to them, and their current unpaid amount. Choose either a detailed report or a summarized version. See the status of your fees in one report!

Get to this report from the Transactions menu > Transaction Reports > Fee Summary.

• Evaluate your current fees including Fee Amt, Paid Amt (including credits), and Unpaid Amt.
• View Accounts Receivable by Category 1 and/or specified Transaction Type.
• Analyze your fees based on the transaction date on the fee (accrual accounting) versus the date of the payment (cash accounting); Jackrabbit revenue reports are based on the payment date. 
• Flexible Multi-Location reporting shows all fees or limits the results to families from certain locations or fees from certain locations.

Search Criteria

Use the Search Criteria to narrow the report results to only the fees you want to work with. You can select a specific family or class.

Display Settings

The Fee Summary report can be run to show details of every fee for each Category 1 and Transaction Type or as a summary of fees for each Category 1 and Transaction Type. 

Select your output from several options including PDF (default), Excel, and HTML. An optional Subheading can be added in this section.

Report Results

Sample Fee Summary Report with the Display Setting of Details

Sample Fee Summary Report with the Display Setting of Summary

The Paid Fees report displays revenue by Category 1 with a breakdown by Transaction Type for a specific day or time period. This report can be viewed as a summary or in detail.

Get to this report by going to the Transactions menu > Transaction Reports > Paid Fees.

• Adjust payments that were received after the cut-off date for a revenue period, e.g., month-end or year-end.
• Locate uncategorized or improperly categorized payments. 
• Report on taxes paid within a specified date range.

The Revenue Snapshot report displays revenue by both Payment Method and Category 1. The report can be found under the Transactions (menu) > Transaction Reports.

• Backup journal entries were created using Jackrabbit's integration with QuickBooks.
• Analyze each day's revenue by Payment Method and Category 1 with ease.
• View revenue subtotals for each Category 1 for the specified date or date range.

Search Criteria

Use the Search Criteria to narrow results down to the payments you want to work with.

Display Settings

Before submitting for results, you can adjust the following settings:

• Subheading
• Show Refunds 
• Show Notes
• Report format

The Report Results

Do you use QuickBooks? Check out our QuickBooks Help section for more information on Jackrabbit's Integration.

The Revenue Summary report displays revenue organized by Category 1, 2, and 3.

Access the report from the Reports menu > Find Reports using a Keyword Search of "revenue."

• View and assess revenue by Class/Event Location.
• Compare revenue collected with related enrollments.
• Analyze discounts given over a specified date range.

Jackrabbit's Revenue Reconciliation reports are an indispensable tool when you have multiple Business Locations in your system!

You can find these reports under the Transactions menu. Go to Transactions (menu) > Transaction Reports > Revenue Reconciliation Reports.

• Reconcile revenue between where payments were received and where revenue was earned.
• Analyze revenue by Family or by Business Location using four report options: Reconciliation Summary, Location Summary, Revenue by Location, and Revenue by Family.

Using the following example, we'll step through each of the four report options:
 

• An organization has two Locations, Location 1 and Location 2. The physical locations are very close to each other, and many families have students taking classes at both. 
• Each Location is managed by a different business partner, and revenue is routed to separate bank accounts based on the Location of the family making the payment.
• The Family Location for the Hallman Family and the Snyder Family is Location 1.
•  The Snyder Family has a student taking one class at Location 1 ($120); they made a payment of $120 for the February tuition, and it was deposited into the Location 1 bank account.
• The Hallman Family has a student taking one class at Location 2 ($60); they made a payment of $60 for the February tuition, and it was deposited into the Location 1 bank account.
• The Paid Fees Detail report for all Locations reflects both payments and total revenue of $180.
  
  

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Reconciliation Summary

The Reconciliation Summary report does the math to suggest the amounts that need to be transferred between the two bank accounts so that each partner receives the amount of revenue that was earned at their Location.

The Snyder Family made a payment of $120, and it was deposited into the bank account for Location 1. This payment was for fees for the class taken at Location 1 (their Family Location). Therefore, no money needs to be transferred.

The Hallman Family made a payment of $60, and it was deposited into the bank account for Location 1 (their Family Location), but their payment was actually for fees for the class taken at Location 2. Therefore, Location 1 owes Location 2 $60.

To drill down into the details further, the Location Summary report is used.

Location Summary

The Location Summary report lists, by Location, the total payments received from families at the Location (Realized Income) and the total fees earned at the Location that had payments applied to them (Recognized Income). 

When a Location has collected less money than they have earned, the Difference will be negative (indicating they are owed money). When a Location has collected more money than they have earned, the Difference will be positive (indicating they owe money). The differences will net to zero.

Revenue by Location

The Revenue by Location report lists every payment received, and every fee that had a payment applied to it, for each Business Location. This report can be used to confirm the results of the Location Summary and the Reconciliation Summary.

Revenue by Family

The Revenue by Family report lists every payment made and the fees the payment is linked to, for each family. 

Below are articles on Jackrabbit's accounts receivable/collection reports - Aged Accounts (Summary) Report, Aged Accounts (Details) Report, Family Balance Summary Report, and Statements/Invoices.

The Aged Accounts Summary report provides a breakdown of unpaid fees by family.  The unpaid fees are divided into various buckets: 0-30 days old, 31-60 days old, 61-90 days old, and older than 90 days.  This report is known as an Aged Accounts Receivable report in the accounting industry.

This report can be found under the Transactions menu > Transaction Reports. In addition, the report can also be accessed from the Aged Accounts on the Executive Dashboard.

• Evaluate the health of your Accounts Receivable.
• Expedite collection efforts with the ability to email families directly from the report results.
• Create a listing of all Problem Accounts and the details of their outstanding fees.

Search Criteria

Report Results

The report results will list any family with a balance owing greater than $1. You can use the last column to select all the families and click the Email button to send a reminder email directly from the report.

• The Show/Hide Columns button allows you to customize your report by selecting which information to display.
  
   
  • Select Apply to have these selections applied to only the report you are currently viewing.
  • Select Apply & Save to have these selections applied and saved for your User ID. When logged in as your User ID, you will see only the columns of information you chose previously. Other Users will see the columns they selected and saved, which may differ from yours.
  • Use Restore Columns to view all available columns.
• Use the links in the aging columns to see the fee details that make up the total.
  
  
  

The Aged Accounts Details report provides you with a list of aged unpaid fees by family using the filters (Search Criteria) you select. Fees age from their transaction date and are listed by the number of days owing.

Get to this report by going to the Families menu > Family Reports.

• Create a detailed listing of aged unpaid fees by family, including balances. Accountants refer to this as an Aged Accounts Receivable report.
• Generate a report of aged unpaid fees that were posted during a specified time period.
• Streamline collections by filtering for overdue fees and email the families directly from the report results!
  

Search Criteria

You can filter your list of families using any or all the Search Criteria, and Jackrabbit will compile a report of families who meet ALL of the criteria selected. For this example, we will filter for families with unpaid fees older than 90 days.

Report Results

Review the results and use the checkbox in the last column to select the families to email. Click the Email button to quickly generate an email to all or the selected students in the report.

• Use the active links in the report to go to the Family record.
• Show/Hide the columns as needed. In this example, 4 columns are hidden.
• Report results can be customized with the ability to sort columns, and modify column width.

The Family Balance Summary report provides you with a list of families with basic information and account balances based on filters (Search Criteria) you select.

You can find this report under the Families menu > Family Reports > Family Balance Summary.

• Customize your report to list family balances as of the current date (default setting) or for a historical date. 
• Determine inactive families that have balances due.
• Send an email to all, or only some, of the families directly from the report results.

Search Criteria

You can filter your list of families using any or all the Search Criteria, and Jackrabbit will compile a report of families who meet ALL of the criteria selected. For this example, we will filter for Inactive families.

Report Results

Review the results and use the checkbox in the last column to select the families to email. Click the Email button to quickly generate an email to all or the selected students in the report.

• Use the active links in the report to go to the Family record.
• Show/Hide the columns as needed. In this example, 1 column is hidden.
• Report results can be customized with the ability to sort columns, and modify column width.

Note: There are two Balance columns: Balance and Balance As Of (date). The Balance column is not date-dependent and is the current balance. The Balance As Of (date) column is date-sensitive and will vary depending on the search criteria you enter. In this example, no Balance As Of (date) was entered, and both columns show the same amount.

Use this report to customize statements and email them to multiple families at once. This may include using the Search Criteria to generate statements by Enrollment Status and by Category 1, 2, or 3 as needed.

Note: Select one or more Categories, Students, Transaction Types, and Sub-types by holding down the CTRL key.

1. Go to the Families menu > Family Reports > Statements - Email.
2. Use the Family/Account Search Criteria to select the families whose statements you want to email. If you leave all the criteria blank (with Enroll Status = Currently Enrolled), you will get a complete list of enrolled families. You can narrow down the selection:
   • Select Single Family Account with the option to select one or more students when you check off Email Statement by Student(s) and select the students from the drop-down list.
   • Select Families Enrolled in Class (search for a specific class).
   • Select Families Enrolled with Instructor (select an instructor from the drop-down list).
3. Use Transaction Search to narrow down the types and dates of transactions you want to appear on the statement.  
4. Use the Format Options section to create the 'look' of the statement by selecting which family and transaction information to include. Logo, header, and footer settings are also customized here. 
   • If you regularly use the same Statement Header and/or Footer, you can create defaults in
     Gear (icon) > Settings > General > Statements (left menu). If you need to change the default for one set of statements only, you can edit the header/footer while on the Statements - Email screen.
5. Define reply and blind-copy email addresses in the Email Information section of the Format Options. A Reply To Address is required. An email subject and header can also be added here.
6. Click the Preview Email Statements List button (top left). This is a preview only. No emails are sent until you click Send Emails.
7. Review the statement list.  Note that families/accounts that have no home email address listed under the contact that has Billing Contact=Yes will display but with no checkbox to send.
   • Click the View link to review specific statements.
   • Click the Delete link to delete a specific statement.
   • Determine which statements to email by either selecting Check All Rows or checking specific family/account checkboxes.
      
8. Click Send Emails to email the statements. 
   • When email statements have been completed, a pop-up window will indicate Finished. Sent x email(s). Click OK.

Create Favorites for frequently used statement settings. See Favorites - Save Your Report Criteria Selections for instructions.

Sample Email Statement

Use this report to generate statements to fit your organization's needs. This may include using the Search Criteria to print statements by Enrollment Status and by Category 1, 2, or 3 as needed. 

Note: Select one or more Categories, Students, Transaction Types, and Sub-types by holding down the CTRL key.

1. Go to the Families menu > Family Reports >  Statements-Print.
2. Use the Family/Account Search Criteria to select the families whose statements you want to print. If you leave all the criteria blank, you will generate a report with statements for all currently enrolled families, or you can narrow down the selection:
   • Select a specific Family/Account with the option to select individual or multiple students when you check off Print Statement by Student(s) and select the students from the drop-down list.
   • Select Families Enrolled in Class (search for a specific class).
   • Select Families Enrolled with Instructor (select an instructor from the drop-down list).
3. Use the Transaction Search section to narrow down the types and dates of transactions you want to be displayed on the statement. 
4. Use the Format Options section to create the 'look' of the statement by selecting which family and transaction information to include. The logo, header, and footer settings are also customized here.
   Tip: If you regularly use the same Statement Header and /or Footer, you can create defaults in the Gear icon > Settings > General >  Statements (left menu). If you need to change the default for one set of statements only, you can edit the header/footer while on the Statements - Print screen.
5. Click Submit.
   • Statements will be created based on the settings you've chosen and opened in PDF format so that they can be printed on 8 1/2 x 11 paper. 
   • Printed statements fit into a #10 window (business size) envelope for mailing.
     
     

To print or email a single statement for a specific family/account, click the Statement button in the family's record. Click either Printed Statement (PDF) or Email Statement in the Pick Statement Type pop-up box. 

The family name will be pre-filled with either option. 

• If you clicked Printed Statement (PDF), follow Steps 3-5 in the Print Multiple Statements/Invoices article. If you want to select one or more students in a family, check off Print Statement by Student(s) and select the students from the drop-down list. 
• If you clicked Email Statement, follow steps 3 - 8 in the Email Multiple Statements/Invoices article. If you want to select one or more students in a family,  check off Email Statement by Student(s) and select the students from the drop-down list.

When you have worked through all of the articles outlined in the lesson, select the Take the Quiz button to be taken to the Lesson #14 Quiz where you can test your understanding of the concepts in this lesson.  You will be asked to enter an email address for quiz results to be sent. The quiz includes Review questions.

Quiz #14 - Financial Reports

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