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[Edlio Webinar] Edlio Pay Training: Reports

Added Jul 14, 2020 •

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This is a 15-minute training on Edlio Pay reports. We show you how to create our most commonly used reports.

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So you should see here the other OSMS management portal. So with the Online School Payments - OSP in order to run reports you would login to the management portal.  And you're running reports on various payments that have been made, any products that you're wanting to track inventory, any student debt or invoices that you're wanting to see.  So we're going to cover a lot of different reports and some of our most popular reports today. So I'm going to login as a school bookkeeper into Sunnydale High School. Our first way of a lookup is an inquiry.  So under inquiry, we can look up a payment inquiry. You can do that by student, purchaser, or order number So this is a quick report that is a look up. So if we put in the last name and then click on our magnifying glass you will be able to see any orders that are related to the last name Harvey or a student with the last name Harvey.  You can click on detail and then at the very bottom it will show you the information.  So this is just an on-screen report.  You can also do the payments by students as well.  It will give you a bit of the same information under the regular payment inquiry. But you can do that by Student ID number, student first, or student last name. You can run this for all dates.  So any time that student has been at your school you can see all payments for that student.  You can also enter in a date range. If we want to do for the full fiscal year of 2019-2020 for the student Steve.  We will click on that, and we can see a number of records for that time frame, each purchase that was made, the student information. So the ID number and the name associated.  The purchaser information, purchaser name, the purchase date, order number, purchaser email the amount, and then whether it has been refunded or not. And at the very bottom you are able to print this report. You can also save it as a PDF. So those are just a quick look up report under inquiry. Next, we're going to go under reports.  So our popular reports are these two here. Sponsor Teacher Activity and the Activity Date Range.  So you can give access to your sponsors or teachers that you have assigned to specific products within the system.  So if you give them viewing rights only, they would be able to view the report under sponsor teacher and choose their name from the drop-down list. So we're going to choose Cooper Bradley, and when I click the magnifying glass any reports or any product/items that have been assigned to Cooper Bradley would be listed here on this report.  And all of our reports, if you see under the group tree you can click on the plus sign, and if there's any additional filters that you can see on a report they would be listed here.  So instead of paging, you know Page by page.  If you're wanting to see specifically the AP exam. You can click on the AP exam product, and it would take you to find that within that larger report. So there are ways to filter down into the specific reports. So if we click on the t-shirt for a size large.  So if you have your t-shirt sizes split out for large, medium small, you can see the detail of who purchased, the student ID number, the student name, the purchaser information, the time and date stamp of the order, and the total quantity purchased for the size large. And then so on ,you can see the same thing here for the side medium.  So that's why it's nice to split out individual options per products, and you can report on specifically what was purchased. If we return to the reports menu, we can pull up an Activity Date Range.  So the day before if you put up a few products and you want to see if anything has been purchased for a specific day or specific week, month.  You can choose your beginning and ending date, and we'll see we have a lot of purchases here on July 7th.  So it will show the activity names So the product that was purchased, the student and purchaser information, and again that order number time and date stamp.  So at anytime if you put up a fundraiser or any school, back to school fees you'll be able to see the total transactions for a specific day. If we go back under reports. We have a lot of reports under Additional Reports.  These reports are updated twice, daily.  So these are our big data warehouse reports, and they are updated with the batching of the credit card payment information.  So they're updated at 3 a.m. and 3 p.m. The previous reports under Inquiry, the Sponsor Teacher, and activity date range, are immediate real time. So we have a lot of options here under the additional reports.  We can run transaction reports. So if we wanted to look up transactions by date range, by fund account, by product, by student, by variation, we have all of those options.  So we're going to look at the transactions by date range, and then you would click on display. This gives you an opportunity to put in the date range that you're wanting to see. Then you have the option to choose your products.  So if you have multiple pages of products, if you're not seeing you want to here, then you can go to page 2, and these are the remainder of your products. If you wanted to see all of your donations.  You can click on each of those and add it to your to the report.  So you're able to pick and choose what products you wat to see on your report.  If you want to remove one, you would just simply click on the value there and then click on remove. So this is the transaction report by date range. So per day you will be able to see what was purchased. So it will give you the product number, the student information.  So you can see the number of orders per day.  So on the 8th and the transaction total. If you also wanted to see by fund account.  So you're curious what fund accounts are related to specific products. Again, you can put in your beginning and ending date range. You can choose to sort.  You can do a summary view or you can do a fund account per page.  And that's what I'm going to choose here, and then if you use both online school payments and online teacher receipting where you're receipting in-person cash, check, or card payments, you would choose what you wanted to see here. I'm going to leave that as both, and then I can pick and choose my fees.  So I want to see the one to one programs, and then also if we've got some gym shirts, just to make sure I know what account these are on.  If I click okay it will let me know what fund account is associated what product is associated to fund account 150. 005.6300 and all of the purchases for that item that falls under that fund account.  Again, you can use your group tree to drill down on each individual account to see the products that are related to a specific account. You can continue by student.  Again, a lot of different options here. Then if you're tracking any inventory. So if we click on inventory, we have inventory and ticket.  So if you use the Online Ticket Management where you're redeeming tickets by barcode scanner or typing in a ticket number and your redeeming those.  You can run reports on the ticketd items. So it will show all of your products that are being tracked with a ticketed item. You would add that to your selected value and click okay, and it will show you the tickets that have been redeemed, and the grand total that have been redeemed, and the grand total of the amount. You can also run an inventory report.  So if you were tracking inventory on any of your items.  Again, you would put in your date range, your end date, and then you're choosing.  So you will see a pattern here.  You're continuing to choose the products that you're wanting to see. So these are ones that we're tracking inventory on.  So we'll do spirit wear. And we can see the total here 10 are in the inventory balance for that date range. This one has 12. So you can see the inventory that you have on a specific item. You can also run export friendly reports. So essentially all of our reports exportable to PDF, CSV, Excel, Etc. But, the export friendly and the DW reports are automatically formatted already in Excel.  So if we click display. Again, we'll put in our beginning and ending dates, and then we can choose our items Click okay.  On the screen it might look a little different, but if you click on the arrow where it says export this report, then you can choose Microsoft Excel workbook data only and Export, and it automatically formats. It downloads here in your bar.  You can click on it and it will open, and they you can see that is already formatted and has your column headings for all the information on that report. So if you need to do any summing totals, any edits, add anything there, you're able to do that within Excel. So the Export Friendly Reports and the DW reports are the same. Under the obligation reports.  So if you're using Online Teacher Receipting or the Online Student Invoicing, these reports would be applicable to you.  So essentially it is an upgrade to the system to be able to track student obligations, student debts, or student invoices.  So what that means is if a student signs up for an AP math class and there's a $50 fee for that class that may be assessed to them in the student information system.  So we can integrate with your student information system in order to pull in those obligations that they must pay or those invoices, and then here you're able to run reports on any detailed obligations, a balance per sponsor/teacher. You can also run for any outstanding, any detailed obligation balances. So if we look up detailed obligations outstanding. We can display then for each individual student, we can see those obligations that they have not yet paid.  So Tony Hopkins semester 1 for $50 and 2018 class dues.  Those are still outstanding.  So you may have certain items that need to be completed before they're able to graduate or receive their diploma.  We would be able to track those through the obligations module. If you want to run statements and deposits for specific date range you can. You put in your beginning and ending dates, and then you can see on specific dates what was purchased. You can click on that particular day to see this statement. If you have Online Teacher Receipting, you would be able to see the deposit by teacher, teacher deposits, any receipts that were not deposited.  So if you're using Online Teacher Receipting and there's receipts that are out there and you've been notified.  You can come and run a report on the receipts that have not yet been deposited. If you have any reverse transactions. So if you have any refunds or if you voided a receipt or deposit with in Online Teacher Receipting those reports are available. Again, you would put in your beginning and ending date range. And then you can filter by $0 refunds partial, full, or chargebacks. So I'm just going to choose all and it's going to show any refunds by student by student and receipt number, Order Number that has been refunded. And you can drill down per day to see any refunds. And finally, you have user and usage reports.  You can see school orders with purchases by fee types. So if we click on display, you would be able to see those orders and specific fees that are associated. So that brings us to the end of our webinar.  We appreciate your time.  We will continue doing these 15 minute webinars every Tuesday.  If you need to sign up for any basic bookkeeper training please contact your Client Success Specialist.  They would be happy to help you.  Again, thanks so much for your time and hope you have a wonderful day!

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