---
title: How to Use the Collections Report
description: Learn how to use TUIO’s Collections Report to review payments collected, processing fees, parent fee offsets, net payout, and results by payment method or program.
---

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1. [Support for TUIO Admins](https://support.tuiopay.com/?hsLang=en)
2. [Reports, Exports & Reconciliation](https://support.tuiopay.com/reports-exports-reconciliation?hsLang=en)

October 21, 2026

# How to Use the Collections Report

Review payments collected, processing fees, fees passed to parents, and net payout for any date range.

The **Collections report** brings your collection activity into one view. It shows what your organization collected, what processing cost, how much of those costs were covered by parents, and the resulting net payout.

Use this report for:

- Month-end collection reviews
- Comparing collections across programs
- Reviewing payment method usage
- Understanding processing costs
- Checking successful, failed, or in-progress transactions
- Reviewing the effect of fees passed to parents

For help matching individual deposits in your bank account, use the **Processor activity report** instead.

#### Accessing the Collections Report

From the main menu:

1. Open **Reports**.
2. Select the **Transactions** tab.
3. Click **Collections report**.

You need full Organization Admin access for each selected organization. If you do not see the report, check with your organization administrator or contact [**support@tuiopay.com**](mailto:support@tuiopay.com).

#### Before You Begin

Before generating the report, decide:

- Which date range you want to review
- Whether transactions should be included based on when they were created or when they were completed

The **From** and **To** dates are required.

All dates in the Collections report use **Eastern Time**.

### Choose the organizations

The **Organization** filter defaults to your current organization. Select one or several organizations to combine their results. Clear the filter to include every active organization where you have full Organization Admin access.

If the selection includes an organization you cannot access, the report refuses the entire selection. From and To dates use Eastern Time (ET), including the final day.

### Step 1: Choose How Transactions Are Grouped

Use the **Show by** filter to select the transaction date the report should use.

| Option | What it means |
| --- | --- |
| **Transaction initiated date** | Includes transactions based on when they were created or initiated |
| **Transaction completed date** | Includes transactions based on when they reached their completed status |

Use **Transaction completed date** when you need finalized collection figures, such as for month-end reporting.

Use **Transaction initiated date** when you want to review all payment activity initiated during a period, including transactions that may still be processing.

Recent transactions may appear as **In Progress** when using the initiated-date view.

### Step 2: Generate the Report

1. Select the appropriate option under **Show by**.
2. Select a **From** date.
3. Select a **To** date.
4. Click **Generate**.

The report will update to show transaction activity for the selected period.

The selected filters are also added to the page URL. This allows you to bookmark the report or share a link to the same filtered view with another authorized administrator.

![Collections report showing organization, dates and summary cards](https://support.tuiopay.com/hs-fs/hubfs/school-collections-summary.jpg?width=670&name=school-collections-summary.jpg)

*Select the organization and date range, then generate the report. Your figures depend on your filters and transactions.*

### Export the report

1. Select the organizations, **Show by** option and date range.
2. Click **Generate**.
3. Click **Export** beside Generate to download the CSV.

![Collections report controls showing Show by, From, Export and Generate](https://support.tuiopay.com/hs-fs/hubfs/collections-generate-export.png?width=670&name=collections-generate-export.png)

The file contains the report sections in their displayed order, followed by transaction details using the standard transaction export columns.

Export uses the filters from the last time you clicked **Generate**. If you change a filter, click Generate again before exporting.

The figures are refreshed when you export. If transactions changed after you generated the screen, the file can contain newer figures.

You need full Organization Admin access for every selected organization. For matching individual bank deposits, use the [Processor activity report](https://support.tuiopay.com/how-to-use-the-processor-activity-report?hsLang=en).

The CSV contains report metadata and the Summary, By payment method, By program, Fee breakdown, Net processing cost and Transactions sections. Transaction columns include Transaction ID, Transaction Type, Transaction Status, Payment Method, Transaction Initiated Date (ET), Transaction Completed Date (ET), Transaction Amount and Net Payout.

### Step 3: Review the Summary Cards

Three summary cards appear at the top of the report.

| Card | What it shows |
| --- | --- |
| **Successful** | Transactions that completed successfully, including their count, total amount, fees, and net payout |
| **Failed** | Transactions that were attempted but did not complete successfully |
| **In Progress** | Transactions that are still processing or settling |

After changing filters, generate the report again. Transaction links use the filters from the generated report. With several organizations explicitly selected, transaction links and count chips are disabled. Select one organization to use those links. A cleared Organization filter can also open matching transactions across the authorized scope.

When its link is available, click the applicable card to open the **Transactions** page with the matching filters already applied.

#### Understanding In Progress transactions

An In Progress transaction has been initiated but has not yet reached a final status.

This is common for recent bank account payments, which may take additional time to settle.

For a report containing only finalized transactions, select **Transaction completed date** and regenerate the report.

### Step 4: Review Collections by Payment Method

The **By payment method** table groups collections according to how the parent paid.

Payment methods may include:

- Credit card
- Bank account
- TUIO credit
- Cash or cheque

For each payment method, the report shows:

- Transaction count
- Gross collected
- Processing fees
- Net payout

Use this section to compare payment method usage and understand how the mix of payment types affects processing costs.

For example, two programs with the same gross collections may have different net processing costs if one receives more credit card payments and the other receives more bank account payments.

### Step 5: Review Collections by Program

The **By program** table displays the same collection metrics grouped by program.

For each program, the report shows:

- Transaction count
- Gross collected
- Processing fees
- Net payout

Use this section to:

- Compare collections between programs
- Review the amount collected for a particular program
- Identify which programs generate the most payment activity
- Investigate differences in processing costs between programs

Differences in fees between programs are often related to their payment method mix or fee settings.

### Step 6: Review the Fee Breakdown

**Gross collected** shows the amount successfully collected. **Transaction fees deducted by payment processor** covers credit card and bank-account fees deducted by the processor.

**Transaction fees billed monthly** covers cash/check and TUIO credit fees billed by TUIO on a separate monthly invoice. Do not treat these as fees already deducted from the processor payout.

The By payment method section labels these offline methods **Billed monthly by TUIO**. Monthly-billed lines are hidden for an organization with no cash fee configured; with several organizations, they appear if any selected organization has one.

**Transaction fee sales tax** shows applicable tax on processing fees. **Offset by fees passed to parents** reduces the cost absorbed by your organization. If your organization absorbs those fees, the offset can be zero.

Review the displayed **Net payout** separately from fees billed monthly. A small difference of a few cents can occur between fee lines and the total because of tax rounding.

![Collections fee breakdown showing processor fees, monthly billed fees and net payout](https://support.tuiopay.com/hs-fs/hubfs/school-collections-fees.jpg?width=670&name=school-collections-fees.jpg)

*Review processor-deducted fees separately from fees billed monthly.*

### Step 7: Review Net Processing Cost

The **Net processing cost** section summarizes what payment processing ultimately cost your organization after accounting for fees passed to parents.

It includes:

- Net processing cost as a percentage of collections
- Average processing cost per transaction
- Percentage of processing fees covered by parents

Your organization’s net processing cost is calculated after subtracting the amount offset by fees passed to parents from the applicable processing fees.

This section can help you assess your payment settings and understand how much of the processing cost your organization is absorbing.

### Quick Reference

| I want to… | Do this |
| --- | --- |
| Review finalized month-end collections | Select **Transaction completed date**, enter the month’s date range, and click **Generate** |
| Review all transactions initiated during a period | Select **Transaction initiated date**, enter the date range, and click **Generate** |
| See collections by program | Generate the report and review the **By program** table |
| Compare payment methods | Review the **By payment method** table |
| Understand what processing cost the organization | Review **Fee Breakdown** and **Net processing cost** |
| See how much parents covered | Review **Offset by fees passed to parents** and the percentage of fees covered |
| View the transactions behind a summary | Use an available summary-card link. Links are disabled when several organizations are explicitly selected. |
| Check transactions that are still settling | Use the initiated-date view and review the **In Progress** card |
| Download collection totals and supporting transactions | Click **Generate** for your selected filters, then **Export**. |
| Match individual bank deposits | Use the **Processor activity report** |

### Troubleshooting

#### I do not see the Collections report

Check that you have full Organization Admin access for every selected organization.

Check with your organization administrator or contact [**support@tuiopay.com**](mailto:support@tuiopay.com).

#### The totals changed since I last generated the report

Transactions can continue to settle after they are initiated. Failed payments may also be retried and completed later.

For stable figures, use **Transaction completed date** and generate the report after the selected period has fully settled.

#### The In Progress card is not zero

Those transactions are still processing.

This is expected when reviewing recent activity by transaction initiated date, particularly when bank account payments are included.

Switch to **Transaction completed date** if you only want finalized transactions.

#### Offset by fees passed to parents shows zero

This is expected when your organization absorbs its processing costs rather than passing fees to parents.

If you believe the amount does not reflect your configured fee settings, contact [**support@tuiopay.com**](mailto:support@tuiopay.com).

#### One program appears to have higher fees than another

Programs may have different payment method usage or fee settings.

Review the program’s payment method mix in the **By payment method** table and compare it with the other programs in the report.

#### The totals do not match a deposit in our bank account

The Collections report summarizes transactions for the selected reporting period. Processor deposits may group transactions from different dates and may also include adjustments, refunds, returns, or other activity.

Use the **Processor activity report** when reconciling a specific bank deposit.

#### A transaction appears under a different date than expected

Confirm which option is selected under **Show by**.

The transaction initiated date reflects when the payment was initiated, while the transaction completed date reflects when it reached its completed status.

### Need Help?

If you have questions about the Collections report or cannot explain one of the totals, contact [**support@tuiopay.com**](mailto:support@tuiopay.com).

Include the selected date range, the **Show by** option used, and the section or total you are reviewing so the support team can investigate efficiently.

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