This article provides an overview of the various reports available in Fease, enabling you to track financial activities, monitor communications, and analyse account data for informed decision-making. 

1. Actions Report 

The Actions Report provides a comprehensive view of all actions taken or scheduled for accounts.

• Access: Navigate to Reports > Actions.

• Purpose: Shows all past and future scheduled actions (e.g., friendly reminders, letters of demand).

• Pivot tables and graphs: Different visual displays of your data are also available by navigating to the pivot and graph icons in the top right hand corner.

• Functionality:

• Send/Cancel: You can send scheduled actions individually or in bulk, and also cancel them.

• Filtering: Filter actions by their status (e.g., Scheduled, Sent, Cancelled).

• Overview: Displays how many of each action type (e.g., friendly reminders, letters of demand) are pending or have been sent.

• Failed Actions: Navigate to Failed in the right hand side to see wich communication were not delivered to an account holder.

• Remediation: To fix a failed action, you can:

• Go to the specific action and click the "Cancel" button.

• Update the account holder's contact information (e.g., correct the email address).

• Re-trigger the action to send the communication again.

To note: it is important to rectify all “failed accounts” before a paid for action is triggered such as a Registered Letter of Demand.

2. Transactions Report

The Transactions Report details all financial transactions that have occurred.

• Access: Navigate to Reports > Transactions.

• Purpose: Provides a complete overview of all financial transactions within the system.

• Functionality:

• Filtering: Filter transactions by Account, Learner, Date, Description, Category, Type (Debit/Credit for example bounced debit orders).

• Grouping: Group transactions by navigating to the search block and see Group by options. Account, Category, Type, Date (Year, Quarter, Month, Week, Day). Click on the Search block and 

• Overview: Useful for seeing aggregated financial data, such as total payments received per month, debit orders that failed

3. Cashless Payments Report 

The Payments Report specifically tracks payments processed through Sticitt.

• Access: Navigate to Reports > Cashless Payments.

• Purpose: Details all payment transactions facilitated via the Cashless payment gateway (typically once a parent clicked on the “Pay Now” button on the statement)

4. Notes Report 

The Notes Report lists all notes recorded against accounts.

• Access: Navigate to Reports > Notes.

• Purpose: Provides a centralised view of all notes, including internal notes, text notes, and promises to pay, similar to d6+ Finance.

• Functionality:

• Filtering: Filter notes by Note Type (e.g., Promise to Pay, Text Notes, Internal Notes), Communication Type (e.g., SMS, Email, Telephonic, Office Visit, Written Letter), and Date.

• Overview: Helps track all communications and internal remarks related to accounts.

5. Promises to Pay Report

This report focuses specifically on payment promises made by debtors.

• Access: Navigate to Reports > Promises to Pay.

• Synchronization: Only the latest promises to pay recorded in d6 Plus will sync over to Fease. Any changes or deletions in d6 Plus will be reflected in Fease.

• Functionality:

• Filtering: Filter by Status (e.g., Not Completed, Partially Completed, Completed).

• Follow-up: Easily identify which accounts require follow-up based on their promise status.

6. Age Analysis & Account Balance History 

These reports offer insights into the ageing of outstanding balances and historical account activity.

• Age Analysis: Provides a breakdown of outstanding balances by age brackets.

• Account Balance History: Shows a historical view of account balances over time.

• Group by filters:  Report can be grouped by accounts, learners and categories by navigating to this icon          Select appropriate type and filter to various filters such as grade. Also have the option to save your search to your favourites.

•  Favourites: You can export this report and save frequently used searches as "Favourites" for quick access.

• Export: All reports could be exported to excel. Navigate to the gear icon and “Export All”.

7. Financial Metric Report

This report tracks the Debtor Days or Days Sales Outstanding.

Purpose:   It shows the average amount of days that an account stays outstanding, in other words how long it takes for the debtors to make payment towards outstanding accountsThis metric may be impacted by seasonal factors like school holidays.

8. Account Activity

Location: Navigate to Reports > Account Activity.

Parent Actions: It logs whether a parent clicked on a statement, opened an email or made payment, providing insight into engagement.

9. User Activity

Location: Navigate to Reports > User Activity

Admin Actions: This report is an audit trail of admin users and their actions on the system.

10. Communication Statement

On your Fease account, you can monitor your statements for paid follow-up actions like Registered Letters or SMS messages. This allows you to track the amount you will be invoiced for and determine if you need to top up your account to send additional letters.

To view the recipients of letters or SMS messages, navigate to the "view" section.

11. Handover Reports

You will have access to all accounts that have been handed over, including the date of handover and the recipient.

FAQ: Fease Reporting and Key Features

This FAQ addresses common questions about accessing and interpreting various reports within the Fease platform to gain insights into debtor management.

Can I view my data in a pie chart? Yes, look out for the graph icon in the top right corner when you are on the Actions Report.

What is the "Failed Actions" counter on the dashboard? The Failed Actions counter shows you how many communications (like emails) failed to send to an account holder within the last 30 days. You can click on it to see which actions failed and why. This helps you quickly fix issues, like a wrong email address, and resend the communication.

What does the "Actions Report" show and what is its main benefit? The Actions Report shows a full history of all communications sent to debtors. Its main benefit is the ability to filter by "Reacted: Yes," which lets you see which accounts made a payment after receiving a communication. This helps you measure how effective your follow-up efforts are.

How can I filter the "Transactions Report"? You can filter the Transactions Report in several ways:

• By Category: Such as School Fees, Advance Payments, or Aftercare.

• By Type: You can filter to see only Receipts, which include all money received, including successful debit orders. You can also specifically look for bounced or unpaid debit orders.

• By Date: You can group transactions by month to easily track financial activity over time.

What is the purpose of the "Financial Metric Report"? The Financial Metric Report tracks your Debtor Days or Days Sales Outstanding. This is a key performance indicator that shows you the average time it takes for debtors to pay their outstanding balances. It helps you monitor whether your debt collection process is improving over time.

What is the difference between the "Account Activity" and "User Activity" reports? The Account Activity Report tracks what actions a parent or account holder takes, such as clicking on a statement or opening an email. The User Activity Report tracks what your own system administrators do, such as logging in or changing settings.

Can I generate a statement for a future date? Yes, you can. On an individual account's statement page, you can change the Statement Date to a future date, such as the end of the year. The system will then generate a statement that shows all money that will be due up to that point.