Understanding Xplor's Financial Reports

General Information

All of Xplor’s financial reports are built from a parent account perspective. This means that all the data that is reflected in Xplor’s financial reports demonstrates the activity of an individual parent’s accounts. 

Xplor’s financial reports, and our General Ledger accounting system, do not reflect and capture service-level transactions such as bonds, security deposits, staff wages and service expenses such as food.

Understanding Xplor’s ‘Locked Periods’

‘Locked period’ reports in Xplor differ from our older ‘unlocked period’ reports in that they use the actual date a transaction occurred upon, as opposed to the receipted date or (transaction date) to filter the list of transactions. 

This means that these reports will show transactions that have physically occurred during the selected date ranges, even through the receipted date may be outside of the date range specified. It is important to note that the ‘locked period’ refers to ‘UTC midnight’ (GMT) as the cutoff time for a transaction. 

Report Reconciliation Process

Xplor’s locked period parent reports have been built with reconciliation in mind. This means that there is a simple process by which Xplor’s reports can be compared to reflect the past and present position of parent accounts.

All Xplor locked period reports are generated from the Xplor General Ledger system and therefore are based upon the same dataset. A sample reconciliation process would look like the following (assuming the reconciliation occurred after the last day of the month):

  1. Get the Opening Account Position

Generate an Aged Debtors report for the prior month. This will be the starting point of the reconciliation process as it shows the prior month’s closing state for parent accounts. 

  1. Add Parent Revenue

Generate a Revenue report or Detailed Revenue Report for the current month. These reports reflect the parent revenue at either a service level or parent level including booking fees and government subsidy revenue. 

  1. Add Financial Adjustments - Debits and Credits

Generate a Financial Adjustments report for the current month. This report includes additional non-booking parent fees, ad-hoc account credits and balance adjustments such as opening balances. 

  1. Add Parent Revenue receipted in previous months 

Generate a Prior Period Adjustments report for the current month. This report reflects changes in parent revenue that have been receipted in a previous month. 

An example could be a parent booking modified during the current month for a past date, or government subsidies paid today with a reference date in the past (for example resubmissions).

  1. Add Parent Cash, Direct Debit and Credit Card Payments

Generate a Parent Transactions report for the current month. This report includes all types of payments to the service from all payment methods including: Cash, Credit, EFTPOS, CentrePay, BPAY and all scheduled payment gateways.

  1. Calculate the current position

Utilising the information obtained from the Aged Debtors, Revenue, Financial Adjustments, Prior Period Adjustments and Parent Transactions reports, you can now calculate the current position of parent accounts within Xplor.

  1. Reconcile against the Closing Account Position

Generate an Aged Debtors report for the current month-end. From this report you can get Xplor’s stated closing position for the month being reported upon. 

This number can be compared with the number from Step 6 - ‘Calculate the current position’ to reconcile the Aged Debtor list with the debit and credit transactions stated within Xplor.

Locked Period Aged Debtors Report

This report details the credit or debit amount within a date period for families’ accounts. The aged debt columns show only debt figures, while accounts in credit show a figure in the prepaid column. 

This report includes both Active and Inactive accounts, with the status of an account being shown in a separate status column.

Each aged debt column displays transactions that meet the following criteria: 

  • The ‘Transaction Date’ falls within the number of days from the report end date as specified in the date selector. 
  • ‘Actual Date’ is before the ‘from date’ in the date selector.
Locked Period Revenue Report

Provides information on booking revenue at a provider level including: net revenue, session count and government subsidies across your selected services. The report includes revenue totals for each service.

The report is further broken down into different care types and shows revenue, sessions and discounts per care type. Note: Government subsidies are not broken down by care type as government payments are paid for a parent for the entire week, and not paid by care type or by session.

  • Gross Revenue: the sum of daily fees (gross value) for the service (or care type) within the date range specified.
  • Net Revenue: the sum of daily fees (net value) for the service (or care type) within the date range specified.
  • Discounts: the gross fee value less the net fee value for the service (or care type).
  • Sessions: the count of sessions for the service (or care type) within the date range specified.
  • CCS: the sum of CCS subsidy receipted within the date range specified for the selected service. This will show either ‘CCS Actuals’ or ‘CCS Estimates’ depending on how your service is configured and whether government subsidies have been paid at the time of running the report.
Locked Period Prior Period Adjustments Report

Provides information on the changes in booking revenue at a provider level, including: net revenue, session count and government subsidies across your selected services.

Example transactions included in this report could be a parent booking modified during the current month for a past date, or government subsidies paid today with a reference date in the past (for example, resubmissions).

The report is further broken down into different care types and shows revenue, sessions and discounts per care type. Note: Government subsidies are not broken down by care type as government payments are paid for a parent for the entire week, and not paid by care type or by session.

  • Gross Revenue: the sum of daily fees (gross value) for the service (or care type) that occured within date range specified that reference past dates.
  • Net Revenue: the sum of daily fees (net value) for the service (or care type) that occured within date range specified that reference past dates.
  • Discounts: the gross fee value less the net fee value for the service (or care type).
  • Sessions: the count of sessions for the service (or care type) that occured within date range specified that reference past dates.
  • CCS: the sum of CCS subsidies that occured within date range specified that reference past dates (i.e. resubmissions). This will show either ‘CCS Actuals’ or ‘CCS Estimates’ depending on how your service is configured and whether government subsidies have been paid at the time of running the report.
Locked Period Parent Transactions Report

This report details the different types of payments to the service from all payment methods including: Cash, Credit, EFTPOS, CentrePay, BPAY and all scheduled payment gateways.

This report includes 3 date columns which represent the following date criteria:

  • Receipt Date: The ‘Transaction’ date of the payment. This is only applicable to manual payments where the date can be manually overridden and receipted against any chosen date.
  • Actual Date: The date that the transaction physically occurred within Xplor.
  • Settlement Date (Xpay Only): For customers with Xpay, this is the date that the credit card or direct debit payment is settled into your bank account.  

Alongside both Debit and Credit columns in this report, Xpay customers also have access to columns for Surcharging, GST and a Settlement amount which only apply for scheduled payments through Xpay.

Locked Period Financial Adjustments Report

This report summarises financial adjustments including: non-booking fees, discounts and balance adjustments including opening balances for parent accounts at a service-level.

This report includes columns for transaction metadata including:

  • Item: The ‘Pay Item’ that was attached to the transaction within Xplor. This could be something such as ‘Nappies’ or ‘Account Credit’ that helps track the quantum of similar financial adjustments.
  • Comments: A comment that was added at the time of creation in Xplor
  • Type: Generally either Discount, Miscellaneous Fee or Balance Adjustment

The report also includes 2 date columns to help identify when a transaction is dated for:

  • Transaction Date: The ‘Receipted’ date of the payment that can be manually overridden when entered in Xplor. 
  • Month Updated: The ‘Actual Date’ that the transaction physically occurred within Xplor.
Locked Period Detailed Revenue Report

Much like the service level Revenue Report, this report provides information on booking and government revenue at, however at a parent level for a provider/service including: the amount, category and sub-category for each parent across your selected services.

This report also includes a column for ‘reversed’ which is used by Xplor to reverse a CCS estimate and replace it with an actual CCS payment when the payment arrives from the government.

This report only uses ‘Transaction Date’ as Xplor’s ledger always receipts booking and subsidy transactions on the date that they physically occur.

*Please Note - When exporting these reports, they are highly dependant on one another. You must use them collectively to ensure you are capturing all transactions in the "Locked Period” selected.