Overview
This report allows you to view applications where money is:
- owed from the applicant to the provider
- OR, owed from the provider to the applicant
It can also be used to view money that WILL BE owed from applicants to the provider, assuming that people will be renewing their applications during the next cycle.
It is very important to run this report and correct any inaccuracies BEFORE having people renew. Online Mooring will attempt to collect fees that it thinks are outstanding, in addition to any new fees incurred during the processing of the renewals.
Report Options
There are two options that control the contents of the report.
Include Projected Actions - If you check this box, then we will run the report including fees that we expect will be charged during the current year. This would include an action for all active applications that do not yet have a Submitted action this year.
Include Fee Calculation Errors - If you checked the "include Projected Actions" box, it is possible that we are unable to calculate the fee that will be charged for an application. The most common reason for that is that the application doesn't have values entered for all the fields used in the fee calculation. Normally, these errors are excluded from the report, but if you check the box you will see all of the applications listed. Applications with errors will have a negative value in the FeesCharged column, and a value of 1 in the FeeCalcRowError. Even if you don't include these errors, you can see whether there were any errors by looking at the FeeCalcReportError column, which will contain the value TRUE if there were any errors in any application.
Apply Credits - You may find that on a single application, you might see both an amount due to the applicant, and an amount due to the provider. This can happen if a payment was recorded, but no information was entered about what the payment was for. If you would like to use the "amount due to the applicant" to be used to reduce the "amount due to the applicant", click this button.
Page Content
You can view the report in one of two ways: as a PDF file, or as a CSV file (which is viewable in Microsoft Excel and other software packages). Click the "View Report" button to generate the PDF file, and the "Export Data" button to generate the CSV file. The CSV file contains additional information that cannot fit on a single page.
Each row in the report lists an Application Action that has not been fully paid, or a Application Payment that is showing a credit.
There are a number of reasons why an action might be listed here:
1) The applicant didn't pay the required fee at all. In this situation, you will not see a payment in the Payments section of the application during the appropriate timeframe.
2) The applicant tried paying the fee online, but the credit card was rejected.
3) The applicant paid by check or in person, and the "offline" payment was never recorded in the database. You can reconcile your bank deposits versus Online Mooring's records by running the Payments Report.
4) The applicant paid their required fee, but Online Mooring incorrectly lists the fees that the applicant owed. Check to make sure that there aren't any duplicate charges (two submittals for the same year, for example), and delete the extra unpaid charge if it is there.
The reasons a payment would be listed here:
1) The amount paid by the applicant was more than they owed
2) A payment was entered, but the information about what the payment was for was NOT entered
The most important column in the report is the Total column. If this is POSITIVE, it means an amount that is owed BY the applicant to the provider. If this is NEGATIVE, it means an amount that is owed by the provider to the applicant.
Navigation
To get to this page, click the Reports > Financial Reports > Balances option from the menu.
Security
To view this page, the user needs Reports_View rights.