Overview
This function only applies if you record incoming payments in Music Monitor. If you manage all incoming payments in another system, it doesn't apply.
This report produces a list of line items that were receipted within a specified period. Note that it only counts a line item once the invoice is fully paid. If a recorded payment is applied towards a line item but the invoice is not fully paid, the report will not include it. That makes it a useful report for tracking progress towards full payment of invoices issued, but you should not expect it to reconcile precisely with your payments applied during this period.
Whenever you generate a new report, it will stamp all included records with today's date in Receipts Report Date. This allows you to search past reports by date produced, and prevents lines from appearing on multiple reports. It also means that the recommended process for using this report is to run it routinely (e.g. each month or each quarter). It is not suitable for querying a custom date range that cuts across the dates included in other reports.
The report shows the total amount as well as the total GST amount. It can be summarised by category and exported as excel.
Run a New Report
Go to Common Tasks > Financial Reports > Receipted line items by category
Select New
Enter a Month and Year, or enter a date range
Note that to specify a range, you must enter the date with a full 4-digit year, and use the operator "..." in between the dates to instruct FileMaker to search the range. The screen shows the correct formatting to help you.
Select Continue
How It Works
The script first finds payments with a Payment Date inside the specified period and an invoice amount outstanding of zero of less. In other words, all payments on fully paid invoices.
The script then expands the found set to include all Line Items that share invoice numbers with the payments. Then it excludes the payments from the found set, leaving only the billing lines themselves.
Finally, the script excludes any line items that have previously been reported on.
Music Monitor will then display a list of all Line Items appearing on invoices that were fully paid during the specified period (and which have an empty Receipts Report Date).
Use the Data
Select the Show Summary button to sort line items by Category, Description 1, and Description 2.
Select the Save as Excel & FINALISE records button to export the records as an excel spreadsheet.
This inserts today's date in Receipts Report Date field.
Note: When line items are 'finalised' this way, they are also locked against editing unless you're logged in with a "Super Admin" Privilege Set.
Note: Privilege Sets were updated in early 2026. If you don't have one by this name, refer to the table at https://help.musicmonitor.com.au/en/articles/64764-manage-login-accounts#h_6a816444c2 for the former names.
