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Deposits Report

[For Admins + Billing Only Role] This report details each deposit, including date, amount, destination account, and deposit status.

Nicole avatar
Written by Nicole
Updated over a week ago

The Deposits Report provides administrators with detailed information about the deposits made by brightwheel into their bank account.


Report Details

🚩 Offline payments, such as cash and check, are not included in the Deposit Report.

ℹ️ Payments are not processed on weekends or holidays. Payments made on weekends or holidays will see a longer processing time.

Condensed Deposit Report

When the Deposit Report is not expanded in the billing platform you will see the following information:

  • Date: the date the deposit was sent to the program's bank account

  • Description: the total number of transactions included in the deposit

  • Deposit Status: indicates if the deposit was paid successfully or if it failed

  • Fees: the amount of processing fees withdrawn from the deposit when the program ops to absorb processing fees instead of passing processing fees to the payers

  • Deposited: the total amount of money deposited into the program's deposit account

Expanded Deposit Report

When viewing the Deposit Report in the billing platform you can expand a deposit to view additional details about the transactions included in that specific deposit. When expanded, the report will include the following information:

  • Date: the date the payment was recorded on the student's billing account

  • Student(s): the names of any students with payments included in the deposit

  • Payment Method: indicates whether the payer paid with a credit card or bank account (ACH)

  • Deposit Status: Indicates if the deposit was paid successfully or if it failed

  • Fees: the amount of processing fees withdrawn from the payment when the program ops to absorb processing fees instead of passing processing fees to the payers

  • Deposited: the payment amount deposited into the program's deposit account

💡 Click the drop-down arrow next to the deposit date to view additional data the expanded Deposit Report


View and Export

  1. Log in on the web

  2. Open the Billing page from the sidebar

  3. Jump to the Reports tab

  4. Click to open the Deposits Report

  5. Adjust the date filters accordingly

    💡 By default, the report will list all of the deposits to your account in the last 30 days

  6. Click the drop-down arrow next to each deposit date to view a detailed breakdown of which specific student payments were included in the deposit and the corresponding amounts

  7. Export, Download, or Print as needed

    1. To export or download, click the Export button

      1. To export, select recipients from the list, or add email addresses for new recipients and then click the Email to button

      2. If downloading, select your file type (CSV or PDF) and click Download

    2. To print, click the Print button

      1. Adjust your print settings and print on your local device

Learn more about the exported report fields

Exporting the Deposits Report will provide you with a more detailed version of the report overall. The exported report includes the following information:

  • Report start date

  • Report end date

  • Deposit date

  • Deposit ID

  • Deposit total

  • Transaction type (Payment, Refund, Payment failure, Adjustment)

  • Transaction amount

  • Student names

  • Student IDs

  • Date paid

  • Paid by name

  • Payment method type (Bank Account, Card)

  • Payment method

  • Payment amount

  • Processing fee (center)

  • Processing fee (parent)

  • Date refunded

  • Refunded to

  • Refund method

  • Date of adjustment

  • Adjustment description


FAQ

Why is my deposit less than I was expecting?

Brightwheel's payment processor will combine multiple payments and withdrawals and consolidate them into one transaction. If a negative deposit is included in your deposit, the deposit amount will be less. Negative deposits happen when a parent payment fails, or when an administrator issues an online refund.

Deposit timing can also be a factor when the amount deposited is less than you were expecting. All payments made by parents will be deposited into your deposit account as early as the next business day. If parents are set up with autopay, then payments made today will always be available the next business day. If a payment is initiated later in the afternoon, the payment will be processed the next business day and deposited on the second business day.

Why does the Deposit Report show a withdrawal or negative number?

Negative numbers on the Deposit Report indicate that there was a negative deposit. Negative deposits happen when a parent payment fails, or when an administrator issues an online refund. Learn more about negative deposits by clicking the linked resource.

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