Unpaid Visits report

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SUMMARY

With this report you can generate a list of your clients' unpaid classes, enrollments, and appointments, then, navigate directly to your client's profile to reconcile unpaid items.


CONTENT 


 

HOW TO FIND THIS REPORT

    1. Go to the Reports tab and choose Clients from the tabs on the left.
    2. To narrow the list, select Client Accounts from the filters, and then click on Unpaid Visits to open the report. You can always use the search bar at the top right to search for Unpaid Visits by name.
    3. Once you find this report, don't forget to tag it as a Favorite!

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WHAT DOES EACH FILTER DO?

1. DATES

  • Start and End Dates: This report considers a range of days. In these fields, you can adjust the date range.
  • Quick Dates: To manually change the report's start and end date, you can type the date(s) in, or click on "Quick Dates" to choose from Calendar Months, To Date, and Rolling Averages.

2. FILTERS

You can narrow the report’s results by modifying the following fields:

  • Select all dates: Select to view results for all past, present, and future dates.  
  • Show tagged clients only: If you tagged a list of clients in the system, checking this box will show only the visits of those clients who are on the tagged list. To learn about tagging, click here.
  • Include future unpaids: Check this box to show all unpaid visits for the date range you set, including visits scheduled in the future that are not yet paid for.
  • Show consolidated records: Check this box to consolidate the client's unpaid visits. Instead of listing each unpaid visit individually, the report will show the total number of unpaid visits within each service category. NoteThe “Date of Visit” results will change to the "Date of last Visit", and the "Status" will change to the "Status of the last visit".
  • Location: If you have more than one location, then this report can be generated for all locations or just one location. Note: You can see the locations for each client visit by generating the report's data in Microsoft Excel.
  • Service Category: Run the report for a specific service category or for all service categories at once.
  • Unpaid visits between: Search for clients with unpaid visits within the set of numbers.

3. OPTIONS

  • View: You can view your report in Summary or Detail view to help you identify more information about your clients.

HOW TO RUN THIS REPORT

  1. Select and configure your filters to your needs.
  2. Click GO!

UNDERSTANDING THE RESULTS

DETAIL VIEW OPTIONS 

The report will display the following, by service category:

  • Client ID: The client ID number associated with the client’s profile.
  • Client: The client associated with the unpaid visit. Click on the name of the client to reconcile the unpaid visit under the Retail Point of Sale screen.
  • Visit Type: Shows the type of visit that is unpaid.
  • Unpaid Visits: The total number of unpaid visits on a client’s account. Note: Unpaid appointments are the services booked on your appointment schedule that are not yet associated with a pricing option to pay for it.
  • Date of Visit/Date of Last Visit: For unconsolidated results, this is the date associated with the client’s unpaid visit. For consolidated results, this is the date of the of the last visit of the consolidated records.
  • Status/Status of Last Visit: For unconsolidated results, this is the client’s visit status associated to the unpaid visit (e.g. late, absent, etc.). For consolidated results, this is the client’s “status of the last visit” of the consolidated records.
  • Payment Reference Number: This is the payment reference number of the visit. Note: Appointments are not associated to payment reference numbers. You will see an “n/a” in this column.
  • Home phone: This is the home phone number of the client.
  • Mobile phone: This is the mobile phone number of the client.
  • Email Address: This is the email address of the client.

Note: If you have multiple locations, you can see the locations for each client visit by generating the report's data in Microsoft Excel (see Step 4 above).

SUMMARY VIEW OPTIONS

The report will display the following, by service category: 

  • Client ID: The client ID number associated with the client’s profile.
  • Client: The client associated with the unpaid visit. Click on the name of the client to reconcile the unpaid visit under the Retail Point of Sale screen.
  • Visit Type: Shows the type of visit that is unpaid.
  • Unpaid Visits: The total number of unpaid visits on a client’s account. Note: Unpaid appointments are the services booked on your appointment schedule that is not yet associated with a pricing option to pay for it.
  • Date of Visit/Date of Last Visit: For unconsolidated results, this is the date associated with the client’s unpaid visit. For consolidated results, this is the date of the of the last visit of the consolidated records.
  • Status/Status of Last Visit: For unconsolidated results, this is the client’s visit status associated to the unpaid visit (e.g. late, absent, etc.). For consolidated results, this is the client’s “status of the last visit” of the consolidated records.

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PRINTING, SAVING, & EXPORTING THE RESULTS

  • Print This Report: This will open your computer's print menu so that you can print the report.
  • Export to Excel: This will generate a spreadsheet containing the report's data in Microsoft Excel. To learn about exporting reports to Excel, click here.
  • Export to PDF: This will format the report’s results into a PDF file that can be saved to your computer. Printing directly from a PDF may solve formatting issues that arise when trying to print reports directly from an internet browser.
  • Save This Report: Click here to learn about using the Save This Report feature.
  • Tag Add: This adds the list of clients displayed to the list of clients you have tagged in the past. Click here to learn about tagging clients.
  • Tag New: This deletes the old list of tagged clients (it doesn't actually delete the clients, just the list), then it adds everyone displayed to a new list of tagged clients. It's the closest thing we have to starting with a new list of tagged clients. Click here to learn about tagging clients.
  • Untag clients: This will remove any clients generated by the report from the tagged list. Click here to learn about tagging clients.
  • Constant Contact: You can use this feature to convert the report’s results into a new contact list in Constant Contact. Simply click the Constant Contact icon, give the contact list a unique name, and click Export. You can find this newly created list in your Constant Contact account.

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PERMISSIONS NEEDED TO ACCESS THIS REPORT

To view and run this report, the following staff permission must be enabled for you or your staff's login group:

      • Account Balances & Invoices

To grant or restrict access to this report, Go to the Home tab and select Staff from the submenu. Choose Tools at the top right and click on Staff Permissions

  1. Select a permission group from the dropdown menu.
  2. Click on Report Permissions.
  3. Check or uncheck the Account Balances & Invoices permission.
  4. Click Update.

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ADDITIONAL RESOURCES

 










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