Financial Reports: Collection Summary, Defaulter Lists & More

TL;DR: EduSuite OS provides real-time financial reports to track collections, outstanding balances, defaulters, and more. All reports can be exported as PDF, Excel, or CSV.

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Available Reports

1. Collection Summary

View total fees collected over a period.

1. Go to Finance → Reports → Collection Summary.
2. Select date range (today, this week, month, custom).
3. View breakdown by:
   • Fee head (tuition, transport, lab, etc.)
   • Payment method (online, cash, cheque)
   • Class-wise collection

2. Defaulter List

See all students with overdue fees.

1. Go to Finance → Reports → Defaulters.
2. Filter by class, overdue period, or amount range.
3. View: student name, class, overdue amount, days overdue, parent contact.
4. Actions: Send reminder, download list, print.

3. Daily Collection Report

Track today's collections in real-time.

1. Go to Finance → Reports → Daily Collection.
2. See every transaction: student, amount, method, time, collected by.
3. Export for daily reconciliation.

4. Class-Wise Fee Status

Compare collection rates across classes.

1. Go to Finance → Reports → Class-wise Status.
2. See per-class: total expected, collected, outstanding, collection %.
3. Identify classes with low collection rates.

5. Student Fee Ledger

Complete payment history for individual students.

1. Go to Students → [Student] → Finance.
2. View: all fee heads, amounts due, payments made, balance.
3. Print the complete ledger for the student.

6. Outstanding Balance Report

Total unpaid fees across the school.

1. Go to Finance → Reports → Outstanding.
2. View by: class, fee head, student, date range.
3. See projected vs. actual collection rates.

7. Payment Method Analysis

Understand how parents prefer to pay.

1. Go to Finance → Reports → Payment Methods.
2. See breakdown: online %, cash %, cheque %, bank transfer %.
3. Track trends over time to optimize payment options.

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Exporting Reports

All reports support multiple export formats:

• PDF — For printing and sharing
• Excel (.xlsx) — For further analysis
• CSV — For bulk processing or importing elsewhere

Click the Export button on any report page and choose your format.

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Scheduled Reports

Auto-generate and email reports on a schedule:

1. Go to Finance → Reports → Scheduled.
2. Click + New Schedule.
3. Configure:
   • Report type
   • Frequency (daily, weekly, monthly)
   • Recipients (email addresses)
   • Format (PDF or Excel)
4. Reports are emailed automatically at the scheduled time.

Recommended Schedules

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Understanding Key Metrics

Collection Rate

Collection Rate = (Total Collected / Total Expected) × 100

Healthy schools target 85%+ monthly collection rates.

Overdue Ratio

Overdue Ratio = (Overdue Amount / Total Expected) × 100

Keep this below 15% for healthy cash flow.

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Troubleshooting

Q: Report shows zero collection. A: Check the date range filter. Also verify that payments have been recorded (not just initiated).

Q: Numbers don't match my bank statement. A: Online payments may take 1-2 business days to settle. Compare settlement dates, not payment dates.

Q: Can I create custom reports? A: Yes. Go to Finance → Reports → Custom to build reports with custom filters, groupings, and fields.

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