Member financial information
Two of the Members module's 59 actions require a second setting beyond the rest of the module. They are the only two in the module with a narrower audience, and they are on their own page so this portal's role filter can show the difference.
| What it does | Where it lives |
|---|---|
| Reads a child's financial record | The Financial tab on her record |
| Saves a child's financial record | The same tab |
Who can reach them
The module as a whole is open to staff members, site directors, organisation administrators and super admins. These two actions add a second requirement on top of that, open only to organisation administrators, regional directors and super admins. A person needs both to succeed, so the two together narrow down to organisation administrators and super admins.
A regional director is excluded by the module-wide setting, not by these two actions specifically. She holds the financial setting and not the members one, so she fails at the first gate like the rest of the module.
Reading the financial record catches its own refusal and returns nothing, exactly as if the record did not exist.
The Financial tab renders that as a dollar icon, the line "No financial information on file." and an Add Financial Info button.
So for staff members and site directors, the two roles the module admits generally and these two actions exclude, the tab reports an empty record for every child, and offers a button that fails when pressed. There is no permission message anywhere on the screen.
This is the same shape recorded on the Centers screen, where a refusal renders as "No sites found."
What the record holds
A child has at most one financial record. Saving it creates the row on the first write and applies only the fields that were actually sent.
| Field | What it is | Writable |
|---|---|---|
| Annual Household Income | A ten-choice range | Yes, when the typed value matches one exactly |
| Free/Reduced Lunch | Yes or no | Yes |
| Receives Childcare Subsidy | Yes or no | Yes |
| Subsidy Case Number | Up to 100 characters; longer fails with a server error | Yes |
| Government assistance programmes | A short list | Yes |
| Billing Type | A five-choice list | Yes, when the typed value matches one exactly |
| Monthly Fee | A dollar amount, zero or more | Yes |
| Last Payment Date | Not applicable | No writer anywhere |
| Balance Due | Not applicable | No writer anywhere |
| Confidential flag | Not applicable | No writer anywhere |
The only two rules PTRS actually checks are that the child's id is present and that the fee is not negative.
Last Payment Date and Balance Due are returned and shown on the card. Nothing in PTRS ever writes either, so both are permanently blank; there is no payment path in the product.
Four dropdowns whose values PTRS does not accept
The Financial tab hosts the enrolment-history controls as well as the financial record, and four of its five dropdowns disagree with the values PTRS actually recognises. Two fail loudly with a message; two are dropped without one.
Annual Household Income, a free-text box against a ten-choice list
The form renders a plain text box with the placeholder "e.g., $25,001 to $30,000".
PTRS checks it against ten fixed ranges, from under $15,000 up to over $50,000, plus a decline-to-state option.
"$25,001 to $30,000" does not match any of them. The value is dropped without a message and the field stays blank. No value a person would naturally type into that box can succeed, short of typing one of the ten range names exactly as PTRS spells it.
Billing Type, three of five dropped without a message
| Offered on the form | Recognised by PTRS |
|---|---|
| Subsidized, Scholarship | Yes |
| Standard, Fee Waived, Military | No, dropped without a message |
Full Pay, Sliding Scale and Free are choices PTRS recognises that the form never offers.
Payment Method, five of seven dropped without a message
| Offered on the form | Recognised by PTRS |
|---|---|
| Cash, Check | Yes |
| Credit Card, Debit Card, ACH, Money Order, Waived | No, dropped without a message |
Card, Voucher and Scholarship are choices PTRS recognises that the form never offers. This value is also checked when an enrolment is added, so a dropped choice leaves the enrolment record's payment method blank too.
Enrolment Type and Termination Reason, one bad choice each, and these fail loudly
| Field | Offered | Not recognised | Result |
|---|---|---|---|
| Enrolment Type | New, Renewal, Transfer, Reinstatement | Reinstatement (PTRS uses "Re-Enrollment" instead) | PTRS refuses the save with "Invalid enrollment type: Reinstatement" |
| Termination Reason | Aged Out, Moved, Voluntary, Behavioral, Financial, Safety Concern, Other | Safety Concern | PTRS refuses the save with "Invalid termination reason: SafetyConcern" |
Both of these are checked explicitly and refused with a message, unlike the three silent cases above.
The registration wizard sends its own enrolment type value, which is also not recognised, so its final step returns the same refusal.
What this tab does that works
Setting the four dropdowns aside, the Financial tab is one of the better screens in the module. Add Enrolment and Terminate both reach real actions that save, log to the audit trail and return the updated record, the enrolment history table reads correctly, and the assistance-programme multi-select saves correctly.
Add Enrolment is also where the module's five-rule safety gate fires, the only screen in PTRS that can trigger it. What it checks, and what a refusal from it means, is in Member and guardian fields.
Where to go next
- Who can do what with members and guardians, the other 57 actions in the module
- Member and guardian fields
- Work a child's record, the eleven sections
- Members troubleshooting
Checked against PTRS on 7 September 2026.