Summary
In this FastTrac video, Dane Whitcomb explains how you can easily report on your canceled activity sections.
Video
Transcript
Dane Whitcomb 0:05
In this video, we will be going over how to report on cancelled activity sections. So to do this, I'm going to start out by entering activity section management in my menu search, opening up section management. And in most cases, by default, you're looking at either active or maybe both active and inactive sections in here. But in this case, to quickly kind of take a look and see if we have any cancelled sections, I'm going to turn on this cancelled one and remove active. So I can just see any sections in my database that were canceled. So you can see here I've got two sections. And when we see this cancelled status, that's referring to going through activity section management, selecting your section if it was active, and actually going through the cancel section utility to cancel this section entirely, and also refund those who were enrolled in more of a bulk fashion.
Dane Whitcomb 0:58
But now let's say we've got those cancelled sections. And now we want to report on that. So maybe we want to grab a roster of those people, or we want to report on the total amount of refunds we gave them. So to do that, I'm going to go into report output listing and just show a couple good reports we can run. So the first one is going to be under this activity dash financial tab in here, and it's going to be called the activity cancellation report. So once I've got that selected, I can just Click Run Report. And there's just gonna be a few kind of criteria we want to set, I would recommend using a section range of all sections. So turning on your activity section range, you might think that will pull every section but if we just turn on our section status of canceled, it'll look through the sections, but it only grabbed the ones with a section status of cancelled. So that's what I would recommend, you know, using a wide open activity section range and then turning on just a section status of canceled. And then the only other thing you'd want to change that isn't going to be done default is this enrollment status. So you'd also just want this on canceled as well.
Dane Whitcomb 2:08
So if I Click process now, it's going to generate a report for any canceled sections with canceled enrollments. And I'm just going to preview my report, obviously, you could print or email it to yourself. And so here's my PDF report. And as you can see, over here, it's displaying the activity section that we're in with the code and then the description. So this I had two sections that we saw were canceled. So I'm seeing both in this list, I get the canceled, they canceled time, the household number, their name. And then here's kind of a lost revenue slash tax. So this is going to be the same as the amount returned. So this is what you refunded them. So in total, this is kind of what you issued back as a cancellation from that section. So from my two sections, combined, I refunded $998, across seven cancellation refunds. So that's a good report to kind of see more of the financial side.
Dane Whitcomb 3:07
If you're interested in still grabbing a roster of those that were cancelled, I would recommend running the just the VSI activity Roster report. So that's going to be under activity dash roster. And it'll just be the, I'd recommend running the VSI standard activity Roster report. And this is just going to be very similar filters of how we just ran that. So we still want to just look at canceled sections and just canceled enrollments to see those who should be showing up on those rosters. So on our right hand side, again, I'm using an activity range of all sections. But again, I'm just showing canceled sections out of that entire range. And then my enrollment status, I'm just looking at those cancelled sections. Obviously, there is some more additional filters, if you do want to filter it out by maybe season or a section date range, you can but in my case, I just want to see my cancellation rosters across everything.
Dane Whitcomb 4:07
So I'm going to Click process. And again, I'll just preview my report. And so here is my activity Roster report that just generated for cancelled sections. So you can see it's going to break it out each page is going to be its own section. So I've got a status of canceled on my section two. And then I could see I had two people that were enrolled and then were cancelled out. So if we scroll down to our next page, we can see that second section which actually had five people enrolled, and they're all canceled, the status was cancelled. So this is just going to allow you to kind of report on a roster view of those that were canceled, whereas that first report I ran is more of the financial side of how much you refunded. And so that's just too good reports to run when you cancel activity sections but you still want to report on them after the fact