Overview
When using Date Range or Date Range Max session types to sell unlimited time within a date range or a maximum time within a date range the low hours email will not give an indication as to the status of the time used by these students.
The students and hours are best tracked via their invoices and the date range of the invoice using a Custom Invoice Report.
Article Sections
Create Custom Report
1. Go to: Tools > Custom Reports > Create New Report > New Invoice Report.
2. Press Save As and name your report as required.
Add Report Fields
3. From Available Fields add as a minimum the following fields to Selected Fields.
- Invoice ID
- Invoice Date
- Customer First Name
- Customer Last Name
- Student First Name
- Student Last Name
4. Above Available fields search on lineitem and add.
- Lineitem ID
- Lineitem Session Type
- Lineitem Minutes
- Lineitem Date Range Minutes
- Lineitem Days
- Lineitem Start Date
5. If you use memorized invoices to bill for date range items also add:
- Memorization Next Date.
6. The selected fields may be in an order that suits you but make sure that Lineitem Minutes is followed by Lineitem Date Range Minutes.
Add Grouping
7. Group the report by Lineitem ID to show a row per lineitem.
Add Sorting
8. Sort the report by Student Last Name, Student First Name & Invoice Date.
Add Rules
9. Add a rule of Lineitem Days - greater than 1. To prevent regular session types appearing in the report.
10. Add a rule of Lineitem Start Date - greater than and choose a date. This date will be in the past and should accommodate your longest number of date range days.
You will change this date each time you come into the report on a different day. So if the longest date range is 31 days, the date should always be 31 days ago. If you are not checking the report daily this website calculates date durations quickly and simply.
View Results
8. Press preview to see your results and compare the Lineitem Minutes to the Lineitem Date Range Minutes.
- If the Lineitem Minutes are zero this is a Date Range session type not a date range max session type. So it has unlimited time and the data is for reporting only.
- If the Lineitem Minutes has a figure this is a Date Range Max session type and those are the minutes released by the invoice.
- If the Lineitem Date Range Minutes are nearing or the same as the Lineitem Minutes check if another invoice has been produced or is scheduled with Memorized invoicing. You can check this in the same report as all invoices for a student will be next to each other due to the sorting. You can included memorized invoice data in this report too.
- If the Lineitem Date Range Minutes are more than the Lineitem Minutes then you have over-scheduled the student and a new invoice must be created immediately or a session removed.
9. If you do memorized invoices and have added Memorization Next Date to your report you could add a rule to exclude rows with a memorized date by selecting to see only rows where there is no memorized date or a memorized date not within a certain time frame.
10. By using an OR rule you can do both.
11. Press Save.
12. The report can be viewed as needed just changing the dates in the rules as required.
13. Use the export to Excel icon in the Preview pop up should you wish to add a formula to calculate the date range end date which can also be found on the Student Attendance tab.