Use the Financial Reports page
Admin · Treasurer
The Financial Reports page gives your organization a complete financial picture -- family account balances, a full transaction history, scholarship activity, outstanding amounts, a tamper-evident audit trail, and worker performance. Every tab has its own filters and an Export CSV button.
To open Financial Reports, select Reports from the admin sidebar.
The Reports page requires the Reporting & Analytics feature to be enabled for your organization, plus specific permissions per tab. See the Permission Matrix for a full breakdown.
Tab 1 -- Family Balances
Permission required: family_account.view_all
The Family Balances tab shows every family's current ledger account balance in a single table.
Summary cards
At the top of the tab, four cards give you a quick health check:
| Card | What it shows |
|---|---|
| Total Families | Number of family accounts in your organization |
| Total Balance | Sum of all family account balances |
| Average Balance | Total balance divided by number of families |
| Negative Balances | Count of families with a balance below zero |
Filtering and searching
Use the search box to filter by family name or program. The table updates as you type.
Exporting
Click Export CSV to download the filtered results. The file includes: Family, Program, Status, and Balance columns.
Tab 2 -- Transactions
Permission required: family_account.view_transactions_all
The Transactions tab shows the full ledger history across all families. Use it to trace where money came from, where it went, and what changed a specific balance.
Summary cards
| Card | What it shows |
|---|---|
| Total Transactions | Count of entries matching your filters |
| Total Credits | Sum of all credit amounts in the filtered results |
| Total Debits | Sum of all debit amounts in the filtered results |
| Net Change | Credits minus debits for the filtered period |
Filters
- Search -- filter by family name or transaction description
- Transaction type -- narrow to a specific type (see list below)
- Start date / End date -- restrict to a date range
Available transaction types:
| Type | Direction | What it means |
|---|---|---|
| Event Commission | Credit | Settlement payout from an event |
| Scholarship | Debit | Scholarship disbursement |
| Membership Fee | Credit | Membership fee collected |
| Manual Credit | Credit | Administrator-applied credit |
| Manual Debit | Debit | Administrator-applied debit |
| Settlement Reversal | Either | A reversed settlement transaction |
The Transactions tab shows up to 200 rows on screen. If your filtered results exceed 200 entries, a notice appears below the table. Use Export CSV to download the full dataset -- the export respects your filters and includes all matching rows without the display cap.
How transactions are created
Transactions in this tab come from the ledger, not directly from events. The flow is:
- An event is settled by a coordinator.
- The settlement engine calculates each family's payout and deductions.
- Ledger entries are created with category
event_commission. - Family account balances update.
- The new entries appear here under Event Commission.
This means you will not see an event's revenue here until it has been fully settled. See Settle an event for the settlement workflow.
Exporting
Click Export CSV to download the filtered results. The file includes: Date, Family, Type, Description, Credit, and Debit columns.
Tab 3 -- Scholarships
Permission required: scholarship_requests.view_all
The Scholarships tab shows every scholarship request across your organization with status tracking.
Summary cards
| Card | What it shows |
|---|---|
| Total Requests | Count of all requests matching your filters |
| Total Amount | Combined dollar amount requested |
| Paid Amount | Amount that has actually been disbursed |
| By Status | Breakdown of requests by current status |
Filters
- Search -- filter by family name, recipient name, or payee
- Status -- All, Pending, Approved, Paid, or Denied
- Start date / End date -- restrict to a date range
Each row shows: request date, family name, recipient, payee, purpose, status, and amount.
Exporting
Click Export CSV. The file includes: Date, Family, Recipient, Payee, Purpose, Status, and Amount.
Tab 4 -- Outstanding Balances
Permission required: family_account.view_all
The Outstanding Balances tab shows families whose account balance is at or below a threshold you set. Use it to identify families who may need outreach before events.
Setting the threshold
Enter a dollar amount in the Balance Threshold field. The table immediately refreshes to show only families at or below that amount. The default is $0 (negative balances only).
Summary cards
| Card | What it shows |
|---|---|
| Families Below Threshold | Count of families at or below the threshold |
| Total Outstanding | Sum of their balances |
| Threshold | The current threshold setting |
Exporting
Click Export CSV. The file includes: Family, Program, and Balance.
Tab 5 -- Audit Log
Permission required: system_admin.view_audit_logs
The Audit Log tab is a paginated, chronological record of every significant action taken in your organization -- who did what, and when. Use it for compliance reviews, dispute resolution, and accountability checks.
Filters
- Search -- search within action descriptions
- Entity type -- filter to a specific area: Scholarship Request, Transaction, Event, Family, User, Settlement, or Fund
Pagination
The audit log loads 50 entries per page. Use the Previous and Next buttons at the bottom to navigate. The entry count and current page number appear at the bottom left.
Exporting
Click Export CSV to download the current page of results. The file includes: Timestamp, User, Action, and Entity.
For a compliance-grade full audit archive, use the bulk data export from Settings, which includes the complete audit log.
Tab 6 -- Worker Performance
Permission required: system_admin.view_roles (via Reporting & Analytics feature)
The Worker Performance tab shows attendance and reliability statistics for every family. Select any row to expand it and see that family's complete event-by-event history.
This tab is also accessible directly as the Worker Performance report. For a full guide including how to use the Min Assignments filter, drilldown view, and reliability score, see that page.
Key metrics:
| Metric | How it is calculated |
|---|---|
| Attendance Rate | Events attended divided by total assignments |
| Reliability Score | (Events attended + cancellations) divided by total assignments. Cancellations count better than no-shows because the family communicated in advance. |
Printing reports
Use the Print button in the top-right corner of the Reports page to print the currently visible tab. All filter and export controls are hidden from the printed output.
Next Steps
- View transaction history — the member-facing transaction page
- Worker Performance report — detailed attendance and reliability data
- Settle an event — how settlements create financial transactions
- Data export — download a full archive of your organization's data