Obtaining Payment in Advance as at 31 December

Hero does not currently provide a single report that will provide you with a Payment in Advance total for a given date, however it is a very simple two step process to obtain this information.

FIND YOUR PAYMENT IN ADVANCE (PIA) TOTAL AS AT 'TODAY'

1. Navigate to the Administration menu. If you have a wide-screen device this will already be visible on the left-hand side of your screen. If not, click on the Administration menu icon at the top left-hand side of your screen.

2. Under the heading Administration click on Finance.

3.  Click DEBTORS REPORT to display a table of students with non-zero balances

4. The following report will be displayed

• Unpaid Invoices - Line Items billed that are not flagged as donations
• Unpaid Donations - Line Items billed that are flagged as donations
• Invoice Credits - Payments received against Invoices
• Donation Credits - Payments received against Donations
• Unallocated PIA - Funds received in advance that have not yet been allocated to a Line Item
• Balance - Total balance for this student taking in all balances as above
• Debt Balance - Balance of Unpaid Invoices - Invoice Credits

5.  The total of the Unallocated PIA column will provide you with your Payment in Advance total as at 'today'.  This is your starting point.

6.  Your list can be downloaded as a .csv file, an Excel file or Printed directly if you need to send this to your accountant. Choose from the buttons above the list.

IDENTIFY PAYMENT IN ADVANCE CHANGES SINCE THE BEGINNING OF THE CURRENT YEAR

These will include Payments, Transfers and Refunds

1. Navigate to the Administration menu. If you have a wide-screen device this will already be visible on the left-hand side of your screen. If not, click on the Administration menu icon at the top left-hand side of your screen.

2. Under the heading Administration click on Finance

3.  Click TRANSACTION REPORTING

4.  Enter the date range for the current year to date.

5.  Select All Transactions from the dropdown by clicking the arrow and click LEDGER / ITEM SUMMARY

6.  Scroll to the bottom of the report for a total of PIA movement for this date range.

7.  Your list can be downloaded as a .csv file, an Excel file or Printed directly. Choose from the buttons above the list.

FIND YOUR PIA AS AT 31 DECEMBER

• If the PIA total from the Ledger Summary is negative (e.g. -$4536), remove the negative sign and add that amount to your Debtor's Report PIA total (e.g. Debtor's Report Total + $4536).  This is movement out of PIA so needs to be added back in.
• If the PIA total from the Ledger Summary is positive (e.g. $579), subtract the amount from your Debtor's Report PIA total (e.g. Debtor's Report PIA Total - $579).  This is PIA received since 31 Dec so needs to be removed.