Three Pathways reports cover money, and each one filters on a different date. The Authorizations report filters on the authorization's Issue Date and Begin Date, and on the Billed Date and Paid Date entered on each authorized step. The Invoices report filters on the Invoice Date and on the invoice's Service Start Date and Service End Date. The Billing Details report filters on the Step Delivery Date Range, which is the date of the calendar events where a priced step was delivered. None of them filters on the day a record was entered in Equip.
Participants are labelled Clients, Students, Residents or Explorers depending on the account type. This article calls them participants.
Who can do this, and where
All three reports are run in the web app from Reporting, Pathways tab, using the Report dropdown.
Authorizations and Billing Details appear only when the Pathway Authorizations feature is enabled for the account. Invoices appears only when the Pathway Authorization Invoices feature is enabled.
Account administrators can run them. Other team members need each report granted to their role under Settings, Permissions, Report Access, and only see the participants their role can see.
On umbrella accounts an Accounts filter appears and the export gains an Account column.
Where each date comes from
Issue Date and Begin Date are entered on the participant's authorization.
Billed Date and Paid Date are entered per step line on the same authorization form, next to that step's rate and units.
Invoice Date and the Service Date Range are entered on the invoice itself. The report calls the two ends of the service range Service Start Date and Service End Date.
Step Delivery Date is the date of the calendar event tied to a pathway step that has a price.
Steps
Click Reporting, then the Pathways tab.
Choose the report from the Report dropdown: Authorizations, Invoices or Billing Details.
Set the date filter that matches your question using the table below. Leave the others blank.
Narrow with Pathways, Pathway Steps, Status or Authorizers as needed, name the report, and click Generate Report.
Collect the file from Generated Reports or the email.
The question | Report | Filter |
Which step lines were marked billed in May | Authorizations | Billed Date |
Which step lines were marked paid in May | Authorizations | Paid Date |
Authorizations issued in May | Authorizations | Issue Date |
Authorizations whose service period begins in May | Authorizations | Begin Date |
Authorizations that are open, billed, paid or expired today | Authorizations | Status |
Invoices dated in May | Invoices | Invoice Date |
Invoices whose service period starts in May | Invoices | Service Start Date |
Invoices whose service period ends in May | Invoices | Service End Date |
Event-priced step delivery in May, with check-ins, hours and amount | Billing Details | Step Delivery Date Range |
Limits and what the errors mean
Authorizations
If you leave Issue Date, Begin Date, Billed Date and Paid Date all blank, the report uses an Issue Date range of the last 90 days. To see older authorizations, set an Issue Date range explicitly.
Billed Date and Paid Date filter at the step line level: an authorization appears only if at least one of its step lines has a date in the range, and only those step lines are exported. Issue Date and Begin Date filter whole authorizations.
Status values: Open means the end date is today or later (or blank) and no step line has a billed or paid date. Billed means at least one step line has a billed date but no paid date. Paid means every step line has a paid date. Expired means the end date has passed and nothing was billed or paid.
The report has one row per authorized step line, not per authorization. Use the column selector to trim it.
If no participant matches the participant and Groups filters, no file is produced and Generated Reports shows Empty Results. If participants match but no authorization does, you get a file with headers only.
Invoices
If you leave Invoice Date and Service Start Date blank, the report uses an Invoice Date range of the last 90 days. Setting only a Service End Date does not switch that default off, so set an Invoice Date range as well when you filter on service end dates.
The Summary worksheet has one row per invoice with Invoice Date, Service Start Date, Service End Date, Line Items Count and Total Amount. The Details worksheet lists only the line items that were invoiced.
No matching invoices means no file and Empty Results.
Billing Details
This report reads calendar events, not authorizations. It includes registrations on events that are tied to a pathway step with a price, counts the check-ins, and computes Total Amount as price times hours for steps priced by hour, or price times check-ins otherwise.
A step without a price, or an event not linked to a pathway step, never appears. Registrations without a check-in add nothing to the amount.
Left blank, the Step Delivery Date Range defaults to the last 90 days.
General
Equip subscription pricing, seats and contract dates are not in any of these reports. Those questions go to the Equip team.
Please wait... in Generated Reports means the report is still running. "This report has no file to download." appears if you follow a download link for a report that produced no file.
FAQ
Is Issue Date the same as the date the record was entered in Equip?
No. Issue Date is the date typed on the authorization form. No report filters on when a record was created in Equip.
Which report shows participants billed in a month?
If billed means a step line on an authorization was given a Billed Date, run Authorizations with the Billed Date filter set to that month. If billed means an invoice was raised, run Invoices with the Invoice Date filter. If billed means event-priced steps were delivered and checked in, run Billing Details with the Step Delivery Date Range.
Why does my Authorizations report only go back three months?
When every date filter is blank the report applies an Issue Date range of the last 90 days. Set the Issue Date filter to the period you want and run it again with Edit and Run Again.
Why is an authorization missing from the report when I filtered by Billed Date?
The Billed Date filter matches the dates on individual step lines. An authorization with no step line billed in that range is left out entirely. Check the step lines on the participant's authorization and enter the Billed Date there.
What is the difference between Service Start Date and Begin Date?
Begin Date is on the authorization and is a filter on the Authorizations report. Service Start Date is the start of the Service Date Range on an invoice and is a filter on the Invoices report. They can differ when an invoice covers part of an authorization's period.
Why does Billing Details show different amounts from Authorizations?
Billing Details calculates amounts from event check-ins and the step's price. Authorizations shows the authorized rate, units and amount typed on the authorization. They only match when delivery exactly equalled what was authorized.
Can Equip tell me whether adding users changes our subscription bill?
Not from these reports. They cover authorizations and invoices you issue to funders inside the product. Subscription cost, seats and contract terms are handled by the Equip team; see Product Invoicing vs Equip Subscription Billing.
Related
Which Report Should I Use?
Pathway Authorizations Report
Pathway Invoices Report
Pathway Billing Details Report
Managing Authorizers for Invoicing
Product Invoicing vs Equip Subscription Billing
Run Again for Reports