3.27. Outstanding

Use this guide when you need to see each student's outstanding payment status and understand how the system decides that a balance is still unpaid.

A) View each student's outstanding payment in report

Go to: Home > Reports > Outstanding Payment

Steps:

1. Select Class if you want to narrow the list to one class only.
2. Enter Student name if you want to search one student.
3. Select Age if needed.
4. Click Search.
5. Review the student list, total outstanding item or class count, and total amount.
6. Click the row to expand and see the unpaid detail under that student.

Result:

1. You can see which students still have unpaid items, classes, or services.
2. You can see the total outstanding amount for each student.
3. You can open Make a Payment directly for that student.

B) View one student's outstanding payment from student profile

Go to: Home > Students > Edit Student > Outstanding Payment

Steps:

1. Open the student record.
2. Click the Outstanding Payment tab.
3. Review the list of unpaid items, unpaid classes, and unpaid services.
4. Check the summary area for Subtotal, Discount, and Total.

Use this when you need to confirm one student's balance before collecting payment or answering parent questions.

C) How outstanding payment logic works

The system builds outstanding payment from active records that do not yet have a matching payment record.

It checks these groups:

1. Unpaid Item

The system reads manual unpaid items saved under the student and adds them into the outstanding list.

2. Monthly / Yearly Class

The system checks the student's joined class, works out each billable month or year from the join date, and marks a period as outstanding when no payment exists for that class and period.

3. Check-in Class

The system compares used class attendance against purchased class credit. If used attendance is more than available credit, the extra balance becomes outstanding.

4. Subscription Class

The system checks subscription classes that have reached their charge date. If there is no payment for that subscription period, it becomes outstanding.

5. Service

The system checks recurring service records from the join month until the current month. Any service period without payment is counted as outstanding.

D) How amount is calculated

The total uses this formula:

1. Subtotal = sum of all outstanding item, class, and service amounts.
2. Discount = sum of matching discounts on those outstanding records.
3. Total = Subtotal - Discount

Notes:

1. Only active student records are included in the normal outstanding list.
2. Deleted records are ignored.
3. Trial classes are not counted as outstanding class charges.
4. Closed or expired classes are not counted unless they are still valid for the billing date logic.
5. Some class and service discounts can be stored by billing period, so the discount may differ by month or year.

E) Recommended checking flow

Steps:

1. Check Home > Reports > Outstanding Payment for the full branch overview.
2. Open the student profile if you need full detail.
3. Confirm the unpaid line items and periods.
4. Create payment from Make a Payment after the parent or student confirms settlement.