There are two ways to calculate balances in PCR Educator system:

1. Balance Calculation - By Student 
2. Balance Calculation - By Customer

Finance > AR always allows schools to review balances by student or by household, however, it is important that a school chooses one approach and maintains consistent interface to parents when it comes to calculating balances for Point of Sales (including Cafeteria), low balance automated notifications, online statements and payment options.

Customer balances are calculated based on customer invoices, customer receipts, and customer credits.  Student balances are calculated based on invoices, receipts, and credits that are associated with the student record.  Other types of transactions such as miscellaneous receipts are not taken into account.  

The Finance > AR > Customers screen shows customer balances for each customer and a total balance separated by transaction type and account at the bottom of the screen.  Similarly, the Finance > AR > Students screen shows student balances for each student and total balance separated by transaction type and account at the bottom of the screen.  The balance calculation takes into account settings described in Customer Balance Configuration.


Type Include Unposted Calculation Method
Invoice No This section is calculated based on transactions associated with customer/student invoices. In the As of [Date] column, all credit transactions are summed up and subtracted from all debit transactions where the invoice issued date falls within the specified As of [Date]. In the After [Date] column, all credit transactions are summed up and subtracted from all debit transactions where the invoice issued date falls after the date specified in After [Date] column. Note: Invoices should only have debit transactions to the accounts receivable account unless they are voided.

Invoice Yes This section is calculated based on the total amount of all invoices associated with the customer/student. As of [Date] includes total amount from invoices not posted as of the issued date specified in this field. After [Date] includes total amount from unposted invoices that are issued after the date specified in this field.

Receipt/Credit No This section is calculated based on transactions associated with customer/student receipts or credits. Each receipt/credit has a debit and a credit transaction. The accounts receivable account is debited on a receipt/credit and the transaction is reversed (credited) if the receipt/credit is voided. For any receipt/credit that is voided, the amount that is debited is summed up and added to the sum of the credited amounts from posted receipts/credits. Example: Let’s say that a customer has a posted receipt of $500 and a voided receipt of $200 as of [Date]. The total amount in As of [Date] column for posted receipts will show ($300).

Receipt/Credit Yes  This section is calculated based on transactions associated with customer/student receipts or credits. As of [Date] includes totals from receipts/credits not posted prior to the date specified in this field. After [Date] includes totals from unposted receipts/credits that are dated after the date specified in this field. Note: If a customer pays an invoice for another customer, the receipt amount is counted only in the customer balance of the person whose invoice is paid. Example: Let’s say that a student’s grandmother pays $500 against an open invoice of $1000 billed to the student’s parent. The parent will now have a balance of $500 whereas the grandmother will have a zero balance even though she has a receipt of $500 associated with her record.
PCR Educator K-12 School Information System is an online database engineered for independent and private schools to deliver the highest level of flexibility, unique experience, transparent communication and customized design. Being a complete cloud-based solution, PCR Educator system guarantees convenient access anytime, anywhere.