Ledger Reports - Data Generated
Some reports will have recommendations in parenthesis including: the suggested frequency they should be run, departments/roles that utilize them, and those that often support Annual reports. When applicable, common queries and by-student formatting are noted as well.
Total Amount Paid to School
Amount Paid to School Federal Funds
Pay Date/Year
Type
Code
Check#
Course
Cash/Card Totals
Grad/Drop Start/Date
Course
Course Hours
Total Contract $
Hours Attend
Value Per Hour
Contract Tuition
Earned Tuition
Tuition Cancel $
UnEarned Tuition
Tuition Receivable
PrePaid Tuition
Contract Balance
Contract Grad Date
Contract Length (In Days)
Earned Days
Earned Percentage
Contract Dollars
Tuition Dollars
Earned Tuition Dollars
Unearned Tuition Dollars
Start Date
Grand Total Hours
Remaining Hours
Date expected to reach (PP1/PP2/PP3/PP4 Hours)
Grad Start
Drop Date
Course
Course Hours
Total Contract
Cumulative Hours Scheduled
Hours Scheduled
Value Per Hr
Contract Tuition
Earned Tuition
Total Earned Tuition
Tuition Cancel
Unearned Balance
Start Date
ACT
Grad/Drop/Start Date
Course
Course Hours
Total Contract
Cumulative Hours Attended
Hours Attended
Value Per Hour
Contract Tuition
Earned Tuition
Total Earned Tuition
Tuition Cancel
UnEarned Balance
Total Contract $
Total WriteOff $
Total Cancel $
Tuition Paid +
Fees Paid +
Equip / book Paid +
Other Paid +
Total Paid Contract
Cumulative Hours Attended
Hours Attended this Period
Value Per Hour
Contract Tuition
Earned Tuition This Period
Earned Tuition Cumulative
Tuition Cancel $
UnEarned Tuition
Total Tuition Paid
Tuition Receivable
PrePaid Tuition
Contract Balance
Award
Date
Award Amount
Disbursed Amount
Loan Fees
Remaining Amount
Need Based
Start Date
Course
Total Hours to Date
Total Weeks completed since start date minus LOA
Program
Anticipated Disbursement Date
Enrollment Payment Period
Award Amount
Loan Fees
Remaining Amount
SAP
LOA
Total Contract $
Total WriteOff $
Total Cancel $
Tuition Paid +
Fees Paid +
Equip/book Paid +
Other Paid
Total Paid Contract
Cumulative Hours Attended
Value Per Hour
Contract Tuition
Earned Tuition Cumulative
Tuition Cancel $
UnEarned Tuition
Total Tuition Paid
Tuition Receivable
PrePaid Tuition
Contract Balance
Penalties Paid
Total Contract Paid
Minimum
Monthly Payment
Date of Last Payment
Total Amount of Payment
Total Paid
Contract Balance
Drop Date
Grad Date
Estimated Anticipated Grad
Total Hours
Contract $
Monthly Payment
Last Pay Date
Days 0-30
Days 31-60
Days 61-90
Days 91-120
Days +120
Contract Balance
Date
Year
Type/Code
Transaction Amount
Voucher Number
Program Name
Pay Period
Total Paid - Student
Total Paid - Contract
Contract Balance
Total Over Contract Penalties Balance
Total Miscellaneous Balance
Course
Clock Hour Academic Year
Contract Hours
Total Hours
Transfer Hours
Active?
SAP?
% Complete
Hours Remaining
Grand Total Hours
LOA
Contract Grad Date
Max Time Frame
Actual Grad Date
Loan Entrance
Loan Exit
FFELS
FFELU
FFEL Total
FDLPS
FDLPU
FDLP Total
Included Loan Fees
Grand Total
Name
Date
Year
Check #
Program
Amount
Code
Type
Pay Period
Month
$$$ to School
CASH
CARD
DISB
ADJB
MISC
REFD
CNCL
WOFF
Program
Check #
Date
Year
Code
Amount
Permit #
Name
Type
Pay Period
Program Name
Date
Year
Check #
Code
Amount
Permit #
Name
Drop Date
Pay Period
Amount
Date
Check #
Program
Code
Type
Pay Period
Last Drop Date
Pell
SEOG
CWP
Perkins
FFELS
FFELU
PLUS
FDLPS
FDLPU
PLUSD
ATB
Status A/G/D*
1st Posted
Date
Total Amount
Received
Program
Proc. Year
Check #
Code
Type
*A=Active/G=Graduated/D=Dropped
Check #
Detail
Tuition
Kit & Books
Fee
Other Penalty
Tax
Penalty
Misc
Total
New Balance
Disbursement
Cash
Card
Adjust Balance
Misc
Refund
Write Off
90/10 Calculation
Standard > Ledger > 90-10 Calculation
Total Amount Paid to School
Amount Paid to School Federal Funds
Pay Date/Year
Type
Code
Check#
Course
Cash/Card Totals
Contract Revenue
This report is used by the accounting department. The report breaks down student's contract balance as of a certain date.
Standard/Query > Ledger > Contract Revenue
Grad/Drop Start/Date
Course
Course Hours
Total Contract $
Hours Attend
Value Per Hour
Contract Tuition
Earned Tuition
Tuition Cancel $
UnEarned Tuition
Tuition Receivable
PrePaid Tuition
Contract Balance
Credit Hour Earned Tuition
This report is used by the accounting department to calculate the earned days percentage and the earned/unearned tuition dollars for students. This can be calculated as of a certain date.
Standard/Query > Ledger
Contract Grad Date
Contract Length (In Days)
Earned Days
Earned Percentage
Contract Dollars
Tuition Dollars
Earned Tuition Dollars
Unearned Tuition Dollars
Disbursement Forecasting (Weekly)
This report is used by the accounting department to determine future financial aid disbursements based on a student's start date, total hours attended and remaining hours. It is broken down by the amount of payment periods within a course.
Common Queries: Course
Standard/Query > Ledger
Start Date
Grand Total Hours
Remaining Hours
Date expected to reach (PP1/PP2/PP3/PP4 Hours)
Earned Unearned by Period Prior Month (Monthly)
This report is used by the accounting department to record earnings for the prior month. It shows value per hour as well as the total earned.
Standard/Query > Ledgers > Earned Unearned Using Attended Hours
Grad Start
Drop Date
Course
Course Hours
Total Contract
Cumulative Hours Scheduled
Hours Scheduled
Value Per Hr
Contract Tuition
Earned Tuition
Total Earned Tuition
Tuition Cancel
Unearned Balance
Earned Unearned Using Attended Hours
This report is used by the accounting department.
Standard/Query > Ledgers > Earned Unearned Using Attended Hours
Start Date
ACT
Grad/Drop/Start Date
Course
Course Hours
Total Contract
Cumulative Hours Attended
Hours Attended
Value Per Hour
Contract Tuition
Earned Tuition
Total Earned Tuition
Tuition Cancel
UnEarned Balance
Earnings and Receivables - Details (Monthly)
This report is used by the accounting department. It is an inclusive report that provides outstanding contract balances and earned tuition for period and cumulative. This report uses Posted Date data, not Disbursed Date.
Standard/Query > Ledger
Total Contract $
Total WriteOff $
Total Cancel $
Tuition Paid +
Fees Paid +
Equip / book Paid +
Other Paid +
Total Paid Contract
Cumulative Hours Attended
Hours Attended this Period
Value Per Hour
Contract Tuition
Earned Tuition This Period
Earned Tuition Cumulative
Tuition Cancel $
UnEarned Tuition
Total Tuition Paid
Tuition Receivable
PrePaid Tuition
Contract Balance
Financial Aid Awards (IPEDS)
This report is used by the financial aid representative. This report breaks down all the financial aid awards given to a student during a fiscal year.
Standard/Query > Ledger
Award
Date
Award Amount
Disbursed Amount
Loan Fees
Remaining Amount
Need Based
Financial Aid Disbursements Pending (Weekly)
This report is used by the financial aid representative. This report helps estimate when a student should hit their course midpoint. It helps determine disbursement dates in the Fin Aid Worksheet.
Standard/Query > Ledger
Start Date
Course
Total Hours to Date
Total Weeks completed since start date minus LOA
Program
Anticipated Disbursement Date
Enrollment Payment Period
Award Amount
Loan Fees
Remaining Amount
SAP
LOA
Income Statement
This report is used by the accounting department to break down the current reporting period, attendance and as of reporting end date using certain parameters.
Standard/Query > Ledger > Income Statement
Total Contract $
Total WriteOff $
Total Cancel $
Tuition Paid +
Fees Paid +
Equip/book Paid +
Other Paid
Total Paid Contract
Cumulative Hours Attended
Value Per Hour
Contract Tuition
Earned Tuition Cumulative
Tuition Cancel $
UnEarned Tuition
Total Tuition Paid
Tuition Receivable
PrePaid Tuition
Contract Balance
Penalties Paid
Total Contract Paid
Last Payment Summary (Weekly)
This report is used by the accounting department to show the total cash amount that students owe monthly and are set to pay.
Common Queries: Active, Dropped, Date Range and Name
Standard/Query > Ledger
Minimum
Monthly Payment
Date of Last Payment
Total Amount of Payment
Total Paid
Contract Balance
Drop Date
Grad Date
Estimated Anticipated Grad
Total Hours
Last Payment Aging Summary (Weekly)
This report is the same as Last Payment summary but includes how late students are on scheduled payments in relation to 30/60/90/120 days late.
Common Queries: Active, Dropped, Date Range and Name
Standard/Query > Ledger
Contract $
Monthly Payment
Last Pay Date
Days 0-30
Days 31-60
Days 61-90
Days 91-120
Days +120
Contract Balance
Ledger Statement (Monthly | IPEDS)
This report is used by the accounting department to record all payments received on a student's account. It can be queried for cumulative or prior month.
Common Queries: Course, Name |Format: 1 student per page
Standard/Query > Ledger
Date
Year
Type/Code
Transaction Amount
Voucher Number
Program Name
Pay Period
Total Paid - Student
Total Paid - Contract
Contract Balance
Total Over Contract Penalties Balance
Total Miscellaneous Balance
Course
Clock Hour Academic Year
Contract Hours
Total Hours
Transfer Hours
Active?
SAP?
% Complete
Hours Remaining
Grand Total Hours
LOA
Contract Grad Date
Max Time Frame
Actual Grad Date
Loan Entrance
Loan Exit
Median Federal Loan Debt
This report is used by the accounting department, it shows the midpoint for the federal loan debt of students.
Query > Ledger > Gainful Employment
FFELS
FFELU
FFEL Total
FDLPS
FDLPU
FDLP Total
Included Loan Fees
Grand Total
Missing Program / Check #
This report is used by the financial aid department, it shows any payment made on a student's ledger that is missing the check number within a certain date range.
Standard > Ledger > Missing Program Check
Name
Date
Year
Check #
Program
Amount
Code
Type
Pay Period
Payment BreakDown
This report is used by the accounting department to show calendar year monies paid to school (by code) and monies paid to student (by type).
Standard/Query > Ledger
Month
$$$ to School
CASH
CARD
DISB
ADJB
MISC
REFD
CNCL
WOFF
Program Summary
This report is used by the accounting department to provide a cumulative summary for each program code within the ledger.
Standard/Query > Ledger > Program Summary
Program
Check #
Date
Year
Code
Amount
Permit #
Name
Type
Pay Period
Refund Summary
This report is used by the accounting department to show all the refunds that have been issued to students based on the program code.
Standard/Query > Ledger > Refund Summary
Program Name
Date
Year
Check #
Code
Amount
Permit #
Name
Drop Date
Pay Period
Receipts Fiscal Year
This report is used by the accounting department and shows all the disbursements and cash paid on a student's ledger within a fiscal year.
Standard/Query > Ledger > Receipts
Amount
Date
Check #
Program
Code
Type
Pay Period
SFA Compliance Audit
This report is used by the accounting department when a school goes through a compliance audit. Another report used during audits is the Earnings and Receivables report.
Standard > Ledger > SFA Compliance Audit
Last Drop Date
Pell
SEOG
CWP
Perkins
FFELS
FFELU
PLUS
FDLPS
FDLPU
PLUSD
ATB
Student Payment Summary
This report is used by the accounting department and shows all the payments made by a student during a certain time frame.
Standard/Query > Ledger > Student Payment Summary
Status A/G/D*
1st Posted
Date
Total Amount
Received
Program
Proc. Year
Check #
Code
Type
*A=Active/G=Graduated/D=Dropped
Transactions (Financial Aid Reps)
This report is used by financial aid representatives. This report shows all the transactions that have occurred on student's ledger within a certain time frame.
Standard/Query > Ledger > Transactions
Check #
Detail
Tuition
Kit & Books
Fee
Other Penalty
Tax
Penalty
Misc
Total
New Balance
Disbursement
Cash
Card
Adjust Balance
Misc
Refund
Write Off