Payment reports overview

The Payments Report page has links to several preset reports and an option to build a custom report. These reports help an administrator quickly retrieve key payment information and include:

• Automatic Monthly Payment Withdrawals: View unpaid monthly fees set to be automatically charged in the selected month for plans in progress, paying as scheduled or completed and renewal plans.
• Unsuccessful Payment Collection: View payments where the most recent transaction was marked as declined, returned or had an error in a selected month.
• Outstanding Payments: View unpaid payments that are overdue as of the current date.
• Unpaid Payments not set to Auto Charge: View unpaid payments due in a selected month that do not have the Auto Charge option selected for automatic fee withdrawal.
• Future Payments Marked Paid: View payments due in the future that are already marked Paid.
• Supplemental Payments: View supplemental payments due in a selected month.

It is also possible to create a report using the Build Custom Report button. When selected, an Advanced Filters page displays options for narrowing a payment report to information that meets specific criteria. As soon as the report is generated, the application searches the database for any records that match the selected condition(s) and displays them on the report.

Filters include:

Payment Type checkboxes: View payments associated with a specific category(s) of payment.

Options:

·  Monthly Fee: View payments associated with a monthly payment.

·  Initial Fee: View payments associated with the initial membership fee.

·  Paid in Full: View payments associated with preventative care plans marked Paid in Full.

·  Supplemental: View payments added to a plan as a supplement payment.

Payment Status checkboxes: View payments associated with a selected payment status(s).

Options:

·  Unpaid: View payments that have no transaction or an unsuccessful transaction.

·  Paid: View payments that have a settled transaction.

·  Canceled: View payments annulled by an administrator or manager or payments associated with plans that were cancelled.

·  Pending: View payments that have a captured transaction.

Last Transaction Status checkboxes: View payments with a selected last transaction status(s).

Options:

·  Captured: View payments where the last transaction status was approved and captured, and sent for settlement at the transaction cut-off time.

·  Settled: View payments where the last transaction was approved and settled. For bank accounts, a return is still possible.

·  Declined: View payments where the last transaction was not approved at the processor. It cannot be captured and submitted for settlement.

·  Settled (returned): View payments where the last transaction has been denied payment.

·  Error: View payments where the last transaction cannot be processed due to a general error.

·  Voided: View payments where the last transaction was voided within the payment gateway by a hospital administrator and not be sent for settlement.

·  Held for Review: View payments where the last transaction was flagged and placed in Pending Review within Authorize.Net and will need your authorization within a set number of days before the transaction is declined.

None: View payments that do not have an associated transaction.

Payment Cancel Reason checkboxes: View payments that were cancelled for a specific reason(s).

Options:

·  Error: View payments that were cancelled because of an error.

·  Payment Default: View payments that were cancelled because of client default.

·  No Payment Due: View payments that were cancelled because a payment was not actually due.

·  Other: View payments that were cancelled for a different reason.

Auto Charge radio buttons: View payments set to be automatically charged, not automatically charged or either.

Options:

·  Both: View payments set up to be automatically charged and those that are not.

·  On: View only payments set to be charged automatically.

·  Off: View only payments that are not set to be charged automatically.

Account Type checkboxes: View payments associated with a specific type of account.

Options:

·  Bank Account: View payments associated with a checking or savings account.

·  Credit Card Account: View payments associated with a credit card or debit card account.

Due Date options: View payments due within a specific time frame.

Options:

·  Month & Year lists: View only payments due in the selected month and year.

·  Date Range from/to fields: View only payments due on or within the specified dates.

Payment Date options: View payments that were paid within a specific time frame.

Options:

·  Month & Year lists: View only payments paid in the selected month and year.

·  Date Range from/to fields: View only payments paid on or within the specified dates.

Wellness Plan Status checkboxes: View payments associated with plans assigned the selected status(s).

Options:

•  Active: View payments associated with plans that are currently in progress or on hold.
  •  In Progress: View payments associated with plans that are currently in progress.
  •  On Hold: View payments associated with plans that have been temporarily halted.
•  Inactive: View payments associated with plans that have been canceled, plans that are renewal plans not started yet, plans completed and renewals activated and plans that have been changed to a different plan prior to Petly Plans v1.4.1.
  •  Canceled: View payments associated with plans that have been discontinued.
    •  Difference Paid: View payments where the client paid the difference of the non-discounted price of items used minus payments made to date at the time of cancellation.
    •  Difference Paying As Scheduled: View payments where the client chose to pay the difference of the non-discounted price of items used minus payments made to date on the normal monthly schedule until the amount owed was collected.
    •  No Payment Needed: View payments where the No payments needed option was selected when canceling the plan.
    •  Paying As Scheduled: View payments where the client paid the remaining cost of the plan at the time of cancellation.
    •  Payments Paid Out: View payments where the client chose to pay the remaining cost of the plan on the normal monthly schedule.
    •  Opted Out: View payments for plans past their end date where the renewal status had been set to Do Not Renew.
  •  Completed: View payments associated with plans that were finished and the renewal plan activated.
  •  Plan Changed (legacy): View payments associated with plans prior to v1.4.1 that were modified or changed to a different plan while still in progress and have a status Plan Changed.
  •  Renewal: View payments associated with manual and/or automatic renewal plans that have not yet been started.
    •  Automatic Renewal: View payments associated with renewal plans that were automatically created but not yet started.
    •  Manual Renewal: View payments associated with renewal plans that were manually created but not yet started.

Amount Due – Dollar Range from/to fields: View payments where the dollar amount due is within a specific range.

Columns to include checkboxes: Indicate which column(s) to display on the report. 

Options:

• Client ID: Display the ID of the client associated with a payment.
•  Last Name: Display the last name of the client.
•  First Name: Display the first name of the client.
•  Pet ID: Display the ID of the pet associated with a payment.
•  Pet Name: Display the name of the pet.
•  Account Type: Display the type of account associated with a payment.
•  Payment Type: Display the payment category associated with a payment.
•  Amount: Display the dollar amount of a payment.
•  Total Monthly Fee: Display the monthly fee total of the associated payment.
•  Due Date: Display the date on which a payment is due.
•  Payment Date: Display the date on which a payment was marked Paid.
•  Auto Charge: Display whether or not a payment is set to be automatically charged.
•  Payment Status: Display the status of a payment.
•  Payment Cancel Reason: Display the reason a payment was cancelled.
•  Payment Canceled On: Display the date on which a payment was cancelled.
•  Last Transaction Status: Display the last transaction status for the associated payment.
•  Bank Name: Display the name of the bank associated with a payment.
•  Bank Routing Number: Display the last four digits of the bank routing number.
•  Bank Account Number: Display the last four digits of the bank account.
• Card Number: Display the last four digits of the credit card or debit card number associated with a payment.

When viewing a payment report, the total dollar amount for the payments displays below the number of records found and includes a breakdown of unpaid, pending, paid and cancelled payment. A Details option to the far right of each line item is used to display information about the preventative care plan and associated transactions.