Reports turns the records you keep across the app into ready-made tables: attendance, fees, results, staff, stock, boarding and full accounting statements. Pick a report, set its filters, and download it as a spreadsheet or a printable PDF.
- Where Reports & Analytics → Reports
- Who can use it Anyone whose role includes Reports. Each report also needs the module it reads from: for example, only roles with Payroll see the payroll reports. The list only shows the reports you are allowed to run.
- Set up first Nothing. A report is only as full as the records behind it.
Run a report
- Choose a Report Type. The list has two groups: Accounting statements and School reports.
- Fill in the filters that appear. Only the ones the chosen report uses are shown, for example Class (optional), Start Date and End Date, or Exam Period.
- Click Generate Report. The table appears below with the report’s title and the period it covers.
If there is nothing to show, the table says No data found for this report.
School reports
| Report | What it shows | Filters | Who it’s for |
|---|---|---|---|
| Attendance Summary | For each class: register entries marked, present, absent and attendance rate. | Dates, class | Head teacher, class teachers |
| Fee Collection | Number of payments and amount collected per class, with a total. | Dates | Bursar, head teacher |
| Enrollment Summary | Students per class and level, split male and female. | None | Head teacher, admin |
| Academic Performance | For each class: students, class average %, highest and lowest total. | Exam period (required) | Head teacher, academic staff |
| Outstanding Fees (Debtors) | Each student who owes: admission number, class, unpaid invoices and balance due. | Class | Bursar |
| Income vs. Expenditure | Money in, money out and the net figure, month by month. | Dates | Bursar, board |
| Staff Headcount | Active staff by department and role type. | None | Admin, HR |
| Payroll Cost Summary | Each pay period: pay date, status, staff paid, basic salary and net pay totals. | None | Bursar, HR |
| Discipline Summary | Incidents counted by category and severity. | Dates | Head teacher, discipline master |
| Library Circulation | Total loans, returned, currently out, overdue, fines charged and fines paid. | Dates | Librarian |
| Inventory Stock Levels | Every stock item with quantity, reorder level, location and Low Stock or OK. | None | Storekeeper |
| Asset Register Summary | Assets counted by category and status, with total purchase value. | None | Admin, bursar |
| Leave Summary | Leave requests and total days by leave type and status. | Dates | HR |
| Hostel Occupancy | Each room: hostel, capacity, occupied beds and vacancies. | None | Boarding master |
| Transport Utilization | Each route: vehicle, capacity, assigned students and how full it is. | None | Transport officer |
| Admissions Pipeline | Applicants counted by status and level applied for. | None | Admissions officer |
| Procurement Spend | Purchase orders and total cost by supplier and status. | None | Bursar |
| Recruitment Pipeline | Applicants for each vacancy, by status. | None | HR |
The dates start on 1 January of this year and end today. Change them before you click Generate Report if you want a single term.
Accounting statements
These are built from the school’s books. Most use a Period choice: All time, any term or Whole year from your academic years, Last 30 days, Last 90 days or Custom range…. Your choice is remembered for next time. Some also offer Compare with previous period, which adds the previous period and the change.
| Statement | What it shows | Who it’s for |
|---|---|---|
| Trial Balance | Every account’s debit or credit balance As at a date. | Bursar, auditor |
| Income & Expenditure Statement | Income and expenditure by account for the period, with the surplus or deficit. | Bursar, board |
| Statement of Financial Position (Balance Sheet) | What the school owns and owes at the end of the period. | Bursar, board, auditor |
| Cash Flow Statement (direct method) | Cash received and paid out during the period. | Bursar, board |
| General Ledger | All accounts’ opening, debits, credits and closing; pick one Account to see its entries line by line. | Bursar, auditor |
| Cash Book / Bank Book | Each cash or bank account’s opening, receipts, payments and closing; pick one account to see every entry with a running balance. | Bursar |
| Aged Receivables (Fees Owing) | Fees owing by class, split into Not yet due, 1–30 days, 31–60 days, 61–90 days and Over 90 days. Pick a class to see each student. | Bursar, head teacher |
| Fee Collection by Fee Type / Class / Month | Amount collected and its share, grouped the way you choose under Group by. | Bursar |
| Receipts Register | Every receipt: date, number, student, class, method, account received into, amount and status. | Bursar, auditor |
| Expenditure by Category | Spending by category with its share of the total. | Bursar, board |
| Payroll Summary (Gross, SSNIT, PAYE, Net) | Each pay period’s gross pay, SSNIT (staff and school), Tier 1, Tier 2, PAYE, other deductions and net pay. | Bursar, HR |
| Sales / Shop Summary | Shop sales by item, with quantities. | Bursar, shop keeper |
Some statements end with check lines that confirm the figures add up, for example that debits equal credits. A warning icon means something doesn’t reconcile and is worth a look in Journal Entries.
Download or print
- Download CSV saves the table as a spreadsheet file you can open in Excel or Google Sheets.
- Print / PDF opens a printable PDF of the same report, with the same filters.
Both buttons only appear when the report has rows.
Good to know
- Reports show figures as they are now. Generate them again after you add or correct records.
- Academic Performance needs an exam period; without one it asks you to select one.
- If your role lacks the module a report reads from, you see Your role does not have access to this report. Ask your administrator.
- For charts and trends rather than tables, use Analytics.