Transactions report overview

Modified on Tue, Nov 13, 2018 at 4:34 PM

The Transactions Report page has links to several preset reports and an option to build a custom report. The preset reports help management quickly retrieve information about transactions and include:

Automatic Monthly Transactions: View every transaction that were automatically processed in a selected month.
Transactions by Day: View every transaction that were manually or automatically processed on a selected day.
Transactions by Month: View every transaction that were manually or automatically processed in a selected month.
Unsuccessful Transactions: View every transaction that failed because they were marked declined, returned or had an error 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 various options to narrow the report to information that meets specific criteria. As soon as the report is generated, the Petly Plans application searches the database for any records that match the selected condition(s) and displays them on the report.

Filters include:

Transaction Status check boxes: View transactions with a specific status(s).
Options:
Settled: View transactions that have been approved and settled. For bank accounts, a return is still possible.
Captured: View transactions that have been approved and captured and will be sent for settlement at the transaction cut-off time.
Declined: View transactions that were not approved at the processor. These transactions cannot be captured and submitted for settlement.
Voided: View transactions voided within the payment gateway by a hospital administrator and not be sent for settlement. No further actions can be taken.
Settled (returned): View transactions that have been denied payment.
Error: View transactions that cannot be processed due to a general error.
Chargeback: View transactions that were manually marked Chargeback (returned) in the Petly Plans application.
Held of Review: View transactions that were 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
Transaction Initiation Method check boxes: View how a transaction was initiated for a payment(s).
Options:
Automatic Transaction: View transactions that were automatically initiated on the designated draft date.
Initial Plan Transaction: View transactions that were initiated when a new plan was added. The transaction will include the initial fee and first month’s payment.
External Transaction: View transactions that were created when a payment was manually marked without going through the payment gateway. This occurs when the Mark as Paid Externally option is used in the Payments tab of the Client Summary Page.
Manually Charged Transaction: View transactions that were manually initiated through the payment gateway by using the Charge option in the Payments tab of the Client Summary Page.
Reprocessed Transaction: View transactions that were automatically reprocessed 4 days after the original payment was processed and declined (Must be opted in to reprocess initially declined payments).

Submit Date fields: View transactions initiated within a selected month and year or a specified set of dates.
Options:
Month & Year lists: View only transactions initiated within a selected month and year.
Date Range from/to fields: View only transactions initiated on or within a specified date range.
Exact Date field: View only transactions initiated on the selected date.
Settle Date fields: View transactions settled within a selected month and year or a specified set of dates.
Options:
Month & Year Lists: View only transactions settled within a selected month and year.
Date Range from/to fields: View only transactions settled on or within a specified set of dates.
Exact Date field: View only transactions that were settled on the selected date.
Return Date fields: View transactions returned within a selected month and year or a specified set of dates.
Options:
Month & Year lists: View only transactions returned within the selected month and year.
Date Range from/to fields: View only transactions returned on or within the specified set of dates.
Exact Date field: View only transactions returned on a specific date.
Account Type check boxes: View transactions associated with a specific type of account.
Options:
External Transaction: View only transactions handled outside the application.
Bank Account: View only transactions associated with a checking or savings account.
Credit Card Account: View only transactions related to a credit or debit card account.
Columns to include check boxes: Indicate which column(s) to display on the report.
Options:
Client ID: Display the ID of the client associated with a transaction.
Last Name: Display the last name of the client listed in the Client Summary Page.
First Name: Display the first name of the client listed in the Client Summary Page.
Billing Last Name: Display the last name of the client listed in the payment profile associated with a transaction.
Billing First Name: Display the first name of the client listed in the payment profile.
Account Number: Display the last four digits of the bank account, credit card or debit card associated with a transaction.
Account Type: Display the type of account associated with a transaction.
Amount: Display the dollar amount associated with a transaction.
Admin User Fee: Display the admin user fee(s) associated with a transaction.
Payment Count: Display the number of payments associated with a transaction.
Transaction ID: Display the unique identification number assigned a transaction.
Transaction Status: Display the status of a transaction.
Transaction Status Description: Display detailed information about the transaction status.
Submitted Date/Time: Display the date and time a transaction was initiated.
Settled Date/Time: Display the date and time a transaction was settled.
Returned Date: Display the date and time a transaction was rejected and returned.

The generated report will display the total dollar amount captured, settled, and unsuccessful for transactions and includes a subtotal of the specified transaction status admin fees. Below this information is a list of records that match the selected criteria. It is possible to display the details of a transaction including associated payments and the payment method used and view the transaction details in a new tab on the browser.