The Transactions table is the main place to review charges, payments, refunds, and failed transactions. Most billing questions can be answered directly from this page by using filters and reviewing the totals at the top of the table.
Understanding the Debits and Credits Tabs
When you open the Transactions page, the first step is to choose the correct tab. The Transactions table is divided into two tabs:
Debits
The Debits tab shows charges that have been posted to family accounts. This includes tuition, fees, and charges created from recurring billing schedules. Depending on your column settings, you may see details such as the student name, item, post date, due date, debit amount, discount, amount paid, and remaining balance.
Columns can be turned on or off using the column settings on the page. If certain details are not visible, adjust your columns to include the information you need.
Credits
The Credits tab shows payments and other credits that have been applied to family accounts. This includes successful payments, refunds, and any manual credits entered on an account. Depending on your column settings, you may see details such as the student name, payment method, post date, credit amount, and reference information.
Columns can be turned on or off using the column settings on the page. If certain details are not visible, adjust your columns to include the information you need.
Using Filters on the Debits Tab
The Debits tab is where you answer questions about charges.
Click Add filters to open the full filter panel. From here, you can narrow the table down based on what you’re trying to review.
Available filters on the Debits tab include:
Filter | Available Options | How It’s Commonly Used |
Classrooms | Dropdown list of your center’s classrooms | Review debits for students in a specific classroom(s) |
Programs | Multi-select list of programs (active and inactive) | Review debits for students enrolled in a specific program(s) |
Post date | None, is equal to, is between, is after, is before (choose a date or date range) | Review debits that were added to student's accounts during a specific timeframe |
Due date | None, is equal to, is between, is after, is before (choose a date or date range) | Review debits that were due during a specific timeframe |
Service start | None, is equal to, is between, is after, is before (choose a date or date range) | Review debits for care that occurred during a specific timeframe |
Private/Subsidy | Private, Subsidy, or All | Review debits by funding type (private pay vs subsidy) |
Accounting codes | Dropdown list of your accounting codes | Review debits grouped by accounting code(s) |
Student status | Active, Inactive, or All | Review debits for students based on enrollment status |
You can use one filter or combine multiple filters at the same time. As you adjust filters, the table updates and the totals at the top of the page update too, so you can see your totals for that exact filtered view right away.
Answering Common Billing Questions with Filters
Below are examples of more specific billing questions and how you can use filters together to get the answer.
How much did we bill for Program A during March for active students only?
Turn on Programs and select Program A.
Set the Post date to March.
Use Student status and select Active.
The totals at the top will now reflect only those debits.
How much was billed under a specific accounting code for subsidy students this month?
Turn on Accounting codes and select the code you’re reviewing.
Use Private/Subsidy and select Subsidy.
Set your Post date to the month you want to review.
The totals update automatically based on those combined filters.
What is the total outstanding balance for inactive students in a specific classroom?
Turn on Classrooms and select the classroom.
Use Student status and select Inactive.
Adjust your Due date if needed.
Review the remaining balance column and the totals at the top.
How much was billed for care that took place in January but was posted in February?
Use Service start and set it to January.
Then set Post date to February.
This separates when the care happened from when the debit was added to the account.
How much did we bill for multiple programs during the same month?
Turn on Programs and select more than one program.
Set your Post date to the month you want.
The totals at the top reflect the combined debits for all selected programs.
How much was billed as private pay for inactive students this year?
Use Private/Subsidy and select Private.
Use Student status and select Inactive.
Set your Post date to this year.
The totals now reflect only those debits.
After you narrow the table using filters, the totals at the top reflect exactly what’s on your screen. You can then download that filtered view as a spreadsheet using the download button.
Using Filters on the Credits Tab
The Credits tab is where you answer questions about payments and money applied to accounts.
Click Add filters to open the full filter panel. From here, you can narrow the table based on the payments or credits you’re trying to review.
Available filters on the Credits tab include:
Filter | Available Options | How It’s Commonly Used |
Classrooms | Dropdown list of your center’s classrooms | Review credits for students in a specific classroom(s) |
Programs | Multi-select list of programs (active and inactive) | Review credits for students enrolled in a specific program(s) |
Date | None, is equal to, is between, is after, is before (choose a date or date range) | Review credits that were applied to student's accounts during a specific timeframe |
Payment Type | All, Credit, Cash, Venmo, Zelle, PayPal, Cash App, Other, ACH, Card, Check | Review credits based on how they were made |
Payment Status | All, Deposit Held, Pending, Succeeded, Refunded, Partially refunded, Refund Pending, Failed, Disputed | Review credits based on their current status |
Private/Subsidy | Private, Subsidy, or All | Review credits by funding type (private pay vs subsidy) |
Accounting codes | Dropdown list of your accounting codes | Review credits grouped by accounting code(s) |
Student status | Active, Inactive, or All | Review credits for students based on enrollment status |
You can use one filter or combine multiple filters at the same time. As you adjust filters, the table updates and the totals at the top of the page update too, so you can see your totals for that exact filtered view right away.
Answering Common Billing Questions with Filters
How much did we collect in April for Program A from private pay families only?
Use Programs and select Program A.
Set the Post date to April.
Use Private/Subsidy and select Private.
The totals now reflect only private pay payments for that program during March.
How much did we receive through Venmo this week?
Use Payment type and select Venmo.
Set your Post date to the week you’re reviewing.
The totals now reflect only Venmo payments during that period.
How much was collected from subsidy students this month?
Use Private/Subsidy and select Subsidy.
Set the Post date to the month you want.
The totals update to reflect only subsidy payments received during that timeframe.
How much was successfully collected for a specific program in March?
Use Programs and select the program.
Set the Post date to March.
Use Payment status and select Succeeded.
The totals now reflect only successful payments tied to that program during March.
How much is still pending and failed this month?
Set the Post date to the month you’re reviewing.
Use Payment status and select Pending and Failed.
The totals will show only payments that have not successfully cleared.
How much was refunded for inactive students this year?
Use Student status and select Inactive.
Set your Post date to this year.
Use Payment status and select Refunded and Partially refunded.
The totals now reflect refunded payments tied to inactive students.
After you narrow the table using filters, the totals at the top reflect exactly what’s on your screen. You can then download that filtered view as a spreadsheet using the download button.
Working Directly from the Transactions Table
The Transactions page isn’t only for looking things up. You can also make changes right from this table. Once you select one or more items, tools appear at the top that let you take action without leaving the page.
Managing Debits from the Table
When you select one or more debits using the checkboxes on the left, options appear at the top of the table.
Charge payment methods
If there’s an outstanding balance and a saved payment method on file, you can charge it directly from here. After you initiate the charge, you’ll choose how it should be applied, to the oldest debit, as a new debit, or held as a deposit and the table will update based on that selection.
Edit accounting code
You can add accounting code for the selected debits. If you select an entire billing plan, the accounting code can be applied in bulk to every debit within that plan, so you don’t have to update each one individually.
Delete
If a debit needs to be removed, you can delete it from this view. Once deleted, it’s removed from the student’s balance and from your totals.
Managing Credits from the Table
Credits are managed individually. There’s no bulk selection on this tab. Instead, click the three dots at the end of a payment row to see the available options for that specific credit.
Edit
If the payment was entered manually or needs to be adjusted, you can edit the details directly from here.
View
Open the payment to see more information, including timestamps, payment method, and status.
Refund
If a card or ACH payment needs to be returned, you can issue a refund from this menu. The refund will update the payment status and adjust your totals at the top of the page.
Reapply to oldest
If a payment was applied incorrectly, you can reapply it to the oldest outstanding debit on the account.
Delete
If a offline payment was recorded by mistake, you can delete it. This removes the credit from the account and updates the totals accordingly.
Understanding Differences in Totals
If the totals on the Transactions page aren’t what you expected, it’s usually tied to how the data is being viewed:
You’re looking at the Debit amount instead of the Balance
The Debit column shows the full amount of the charge or installment plan. The Balance column shows what is currently owed. For example, you may see a $5,000 debit, but the student may not owe $5,000 today. That amount could represent the total for an installment plan, while the Balance column reflects what has posted and what remains due right now.
You’re filtering by the wrong date field
Post date reflects when a debit was added to the account. Due date reflect when a debit is due. Service start reflects when care occurred. Using one instead of the other can change your totals. For example, care may have taken place in January but was posted in February. Filtering by Service start versus Post date will produce different results.
Refunds or failed payments are included in your view
On the Credits tab, refunded, failed, or disputed payments affect the totals shown. For example, if you expected to see $10,000 collected but a $1,000 refund was issued, the net total will appear lower.
Inactive students are included
Unless filtered out, totals include both active and inactive students. For example, a family that withdrew earlier in the year may still have historical debits or credits included in your totals.
