Financial Performance - Summary Report

Financial Performance - Summary Report

Access: Payable Administrators

The Summary Report gives you a clear view of payment request performance for the current year. It’s designed to help you prepare reports for the Board, Senior Leadership Team (SLT), Deans, and Department Heads, and to quickly identify where follow-up may be needed.

What this report shows

This report provides an overview of financial performance across your payment requests including:
  1. Amount charged
  2. Amount received
  3. Amount outstanding
At a glance, you can see whether your school is on track with collections and where extra attention may be required.

Strategic benefits

Using the Summary Report, you can:
  1. Strategic oversight - Spot trends that require Board-level attention. (Example: if Year 9 donations are low, address funding shortfalls before this cohort progresses through Years 10–13).
  2. Resource allocation - Provide leadership with insight into which departments or activities may need more support or process improvements to boost collection rates.
  3. Systemic insights - Identify patterns across groups, categories, and request types, rather than focusing on individual cases.
  4. Long-term planning - Use data to inform communication strategies, allocate support, and adjust programs to strengthen future performance.

Running the Summary Report

1. Select the Reporting tab from the main Payables Admin page.

2.  Choose Financial Performance from the Reporting Menu and then Summary.



3. Choose your Report type to see results by Year level, Payment request category, Payment request item, or GL code.

4. Narrow your results using the following filters:
  1. Payment request year - defaults to the current year.
  2. Transaction date range - defaults to All time.
  3. Breakdown - select No breakdown, or view results broken down by Payment request item or Category, payment request item.
  4. GL code - All GL codes, or select a specific code. This list is populated dynamically from the GL codes present in your data.
  5. Year level - All year levels or a specific one.
  6. Payment requirement - Voluntary and compulsory, or a specific one.
  7. Payment request category - All categories or a specific one.
  8. Retired payment requests - toggle to include or hide retired requests.
Once your filters are set, click Search to generate the report.



5. The columns you see will depend on the Report type you selected. (Year level, Payment request category, or Payment request item, or GL code).

Each report includes key financial metrics:
  1. Amount charged ($)
  2. Amount received ($)
  3. Amount outstanding (S)
  4. % received/% outstanding
  5. Charged QTY/ Paid QTY (incl. partially paid)/ Unpaid QTY
Additional columns appear depending on report type:
  1. Year level report – includes Year level and Qty of payment request items.
  2. Payment request category report – includes Category name and Qty of payment request items.
  3. Payment item report – includes Item name, Category, Default price, GL code, Voluntary/Compulsory status.
  4. GL code report - includes GL code and Qty of payment request items.

6. Use the sortable columns and click Export to download your results for further analysis or inclusion in Board/SLT reporting packs.




Interpreting and using the results

You can run the report in three different ways, depending on the level of detail you need. The Breakdown filter is one of the most powerful tools — it lets you drill down from high-level totals into detailed insights.

  1. Year level reports - Start with totals per year group, then use the Breakdown filter to see individual fees within that year. For example, Year 9 can be broken down into Donations, Camp Contributions, and Technology. This makes it easy to quickly identify which year levels have the largest outstanding balances and which items are driving them.
  1. Payment request category reports – Start with totals by category (e.g. Subject Contributions, Sports, Donations, Administration), then break down to see individual items within each category.
  1. Payment request item reports - See each payment request listed separately with full detail. Use the sortable columns to bring the most important figures to the top or check uptake for specific items like camp contributions or subject donations.

    GL code reports - Start with totals by GL code, then use the Breakdown filter to see individual items within each code. 

Best practices for using the report

  1. Monitor payment rate trends across year levels to identify cohorts needing long-term attention.
  2. Compare department performance to see where extra admin support or process improvements may improve collection.
  3. Use category breakdowns to evaluate voluntary program uptake and adjust promotion strategies.
  4. Identify patterns that suggest systemic issues rather than isolated cases.
  5. Use the GL code report to check income totals grouped by ledger code.
  6. Use the export option to create strategic reports to help inform leadership decision making.

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