Ideas to Impact Conference: May 28-31, 2019

Experience over 150 classes, inspiring speakers, software and ministry experts, and church staff sharing ideas.

Page tree

Extracts

Report

Description

HeadMaster Online Extract

If you use HeadMaster billing and interface with ACS Accounts Receivable, you can upload AR statements to HeadMaster. This allows families to check their payment history and current balance due.
 
The customers' records must first be imported from HeadMaster to Accounts Receivable, and you must select Print One Per Family on the Options tab. You can customize the report and extract it for a specific date range.

 

List Reports

Report

Description

Amount Due List

Lists only customers with an amount due and their relevant amount totals. Can be customized/filtered to include inactive customers, zero balance customers, and credit balance customers.

Billing Code Proof List

Lists each billing code followed by each customer and family associated with it. Payer and discount information is included. Total number of customers and amount totals for each billing code are included. Can be customized/filtered to include inactive customers.

Birthday List

Lists birthdays, ages, and contact information for customers. Can be customized/filtered to include inactive customers, unlisted phone numbers, and parent records. By default, a separate page is printed for each month, but this option can be turned off.

Customer Billing Code List

Lists each customer along with his or her billing codes, payer and discount information, charge amount, discount amount, and total invoice amount. Can be customized to include inactive customers.

Customer Billing Code with Addresses List

Lists the same information as the Customer Billing Code List report, but includes each customer's address.

Customer Comment List

Lists comments added to customer records using the Comment tab in the Customer window. Comment type and date are included. These values can also be used to filter the report. The comment types available are based on user rights. Can be customized to include inactive customers and parent records.

Customer Contact Master List

Lists contact name, type, address, and phone/e-mail information for customers. Additional phone, e-mail, and address types (other than primary) can be included as custom options. Report can list multiple family members together or separately. Can be customized to include inactive customers, and unlisted phone/e-mail information.

Customer List

Lists family name, profile, phone, e-mail, and address for each customer. Can be customized to include inactive customers, unlisted phone/e-mail information, and parent records.

Customer Master List

Lists family, profile, address, phone/e-mail, contacts, comments, and additional fields for customers. Can be customized to print additional phone/e-mail and address types. If you do not track family records, the Family column will not be included. Can be customized to include inactive customers, unlisted phone/e-mail information, and parent records.

Customer Payment Code List

Lists payment code information and associated amounts for each customer. Report also includes grand total. Can be customized to include inactive customers.

Customer Phone List

Lists phone type, number, extension, phone listed/unlisted, e-mail type, e-mail address, e-mail listed/unlisted. Can be customized to include inactive customers, unlisted phone/e-mail information, and parent records.

Customer Totals List

Lists the same information as the Amount Due List report with the additions of a beginning balance column and a tax deductible payments column. Can be customized/filtered to include inactive customers, zero balance customers, and credit balance customers.
When you click Preview for this report, a dialog box opens. Enter a date range for billings, receipts, and tax deductible payment totals to include. The Beginning Balance represents the balance up to the From date entered.

Family List

Lists the family, family members, and primary address associated with each customer. Can be customized to include inactive customers and parent records.

Family Master List

Lists the family, family members, address, phone/e-mail information. Can be customized to include additional and unlisted phone/e-mail information as well as inactive customers and parent records.

Fee Summary Totals

Lists each customer with a breakdown of their balance by fee. The report includes the beginning balance, billings, receipts, and amount due.

Memorized Invoice List

Lists names, comments, types, frequencies, charges, credits, and amounts associated with memorized invoices. Can be customized to include inactive customers.

Payment Code Proof List

Lists the customers and amounts associated with each payment code. Customer and amount totals, along with a grand total, are included. Can be customized to include inactive customers.

 

Card Reports

Report

Description

Rolodex Cards

Prints a Rolodex card for each customer or family. Cards can be sorted or filtered based on a variety of criteria using the Options tab. Can also be customized to include inactive customers, unlisted phone/e-mail information, and parent records.
 
If printing one card per customer (the default selection), prints name, customer code, address type selected on the options tab, birthday, primary phone, primary e-mail, one additional phone, and contact information for up to six contacts.
 
If printing one card per family (you can select this on the Options tab), prints family name, primary address, primary phone, primary e-mail, one additional phone type, family members' names and birthdays. When using this option, Group By, Select Address Type, and Print Custom Name are disabled on the Options tab.

 

Label Reports

Report

Description

Address Label Dot Matrix (1-Up)

Avery 4013/ACS 12205 Address Labels: 3-1/2" x 15/16", Paper size: 4-1/4" x 12" Fanfold (1 x 12 labels per sheet)

Address Label Dot Matrix (1-Up) for Label Printer

 

Address Label Dot Matrix (2-Up)

Avery 4030, 4602/ACS 12225 Address Labels: 3-1/2" x 15/16", Paper size: 8" x 12" Fanfold (2 x 12 labels per sheet)

Address Label Dot Matrix (2-Up) for Label Printer

 

Address Label Dot Matrix (3-Up Wide Carriage)

Avery 4031, 4603/ACS 12210 Address Labels: 3-1/2" x 15/16", Paper size: 11-1/2" x 12" Fanfold (3 x 12 labels per sheet)

Address Label Dot Matrix (3-Up)

Avery 4144 Address Labels: 2-1/2" x 15/16", Paper size: 9-/1/2" x 12" Fanfold (3 x 12 labels per sheet)

Address Label Laser (2-Up)

Avery 5161/ACS 12220 Address Labels: 4" x 1", Paper size: 8-1/2" x 11" Letter (2 x 10 labels per sheet)

Address Label Laser (3-Up)

Avery 5160/ACS 12215 Address Labels: 2-5/8" x 1", Paper size: 8-1/2" x 11" Letter (3 x 10 labels per sheet)

 

Journal Reports

Report

Description

AR Transaction Changes Log

Creates a detailed log of changes made to posted transactions for the selected date range. The report lists the change's date, affected customer and description, the transaction date, type, and reference number, the updated field (along with the old and new values), and the ACS user who made the changes.

Aging Reports

Lists all customers with invoices due through the date entered (outstanding invoices), along with unapplied payments. The "as of" date at the top of the report is the same as the date you entered in the Through field before creating the report.
 
For voided invoices, the due date is the original date due, not the voided date.
 
By default, credit balance customers are included. This option along with inactive customer and primary phone inclusion can be changed on the Options tab. Balance Over, also on the Options tab, can be used to include only customers with a balance over an amount you determine. You can also select Exclude Payments Past Report Date to print outstanding invoices as the selected date.

Billing Reports

In Journal mode, lists basic invoice information for each customer including invoice number, description, type, invoice date, due date, charges, credits, and invoice amount. In List mode, lists name, charges, credits, and amount. In Distribution mode, lists invoice number, description, type, due date, fee, distribution amount, and invoice amount. Distribution comments and quantity x rate are also available as options in Distribution mode. Can be customized to include inactive customers.
 
If Track Family Records is selected on the AR Setup tab, the Print by Payer option, payers, associated information, and payer subtotals will be listed as applicable.
Totals for each invoice type are displayed at the end of the report.

Invoice Adjustments Reports

Lists adjustments made to all invoices in a selected date range.

Paid Invoices Reports

Lists invoices that have been paid or partially paid for the date range entered. Distribution comments and quantity x rate are also available as options in Distribution mode.
If Track Family Records is selected on the AR Setup tab, the Print by Payer option, payers, associated information, and payer subtotals will be listed as applicable. For customers whose invoices are not assigned payers, but have multiple families paying their invoices, invoices will display the customer name, and the payments that print with the invoices will display the payer's name below the payment description (if different from the customer record).

Receipt Reports

Lists payments and associated information for the date range selected.
 
Print Distribution Comments is available as an option when Distribution is selected as the report style.

Transaction Reports

Lists transactions for the date range selected. Only Journal and List report styles are available.
Includes a number of options:

  • If Track Family Records is selected on the AR Setup tab, Print by Payer is available. It functions similarly to the same option in the Paid Invoices Reports.
  • In journal mode, payments can be grouped with invoices. This option is turned off by default.
  • The Exclude Paid Invoices option lets you remove invoices that were paid up to the Through date entered.
  • You can Include Invoices Not Yet Due and Include Open Transactions. These are selected by default as they were in older versions of the program.

Unapplied Payments Reports

Lists all payment types that have not been applied to an invoice. Only Journal and Distribution report styles are available.

Unpaid Invoices Reports

Lists all customers with invoices due up to the Through date entered (displayed on the report as the "As of" date at the top).
 
If Track Family Records is selected on the AR Setup tab, Print by Payer is available as an option. It functions similarly to the same option in the Paid Invoices Reports.
Distribution comments and quantity x rate are also available as options in Distribution mode. Can be customized to include inactive customers. You can Include Invoices Not Yet Due and Include Open Transactions.

Voided Invoice List

Lists invoices that were voided within the date range selected. Can be customized to include inactive customers and can be further filtered by invoice due date on the Options tab.

Voided Payment List

Lists payments that were voided within the date range selected. Can be customized to include inactive customers and can be further filtered by payment date on the Options tab.

 

 

Statement Reports

Report

Description

Detail Statement

Lists the customer's name and address information, along with the transaction date, reference number, description, discounts, type, due and received date, amount, and balance of each transaction for that customer. If Track Family Records is selected, this information also displays for each family member.

E-mail StatementCreates statements for each customer within a selected date range. This report can be emailed to your customers using Constant Contact.

Statement of Receipts

Lists the customer's name and address information, along with the transaction date, reference number, description, type, due and received date, amount, and balance of each transaction for that customer. If Track Family Records is selected, this information also displays for each family member.

However, you can filter this statement for specific fee codes, grades, payment codes, or billing codes. You can also specify transaction types to print on the receipt so that payment credits or credit card payments are not included.

Statement on Account

Lists the customer's name and address information, along with the transaction date, reference number, description,  type, due and received date, amount, and balance of each transaction for that customer. If Track Family Records is selected, this information also displays for each family member. The invoice description and amount are printed with each invoice, and the net amount of the invoice prints, but discounts do not print.

Statement on Account by Type

Lists the customer's name and address information, along with the payment and due dates, reference number, description, type, charges, payment credits, and balance separated under two headings: Charges and Payments/Other Credits. If Track Family Records is selected, this information also displays for each family member.

Summary Statement

Lists the customer's name and address information, along with the payment and due dates, reference number, description, transaction type, charges, payment credits, and account balance. If Track Family Records is selected, this information also displays for each family member.