What You Can Do Here
Use Batch Report to:
- Track deposits (where your money is)
- Confirm what was included in each settlement
- Drill into a batch to see the transactions inside the deposit
- Reconcile end-of-day totals
Not Sure Where to Go?
- Need to refund, void, post, or review a specific payment → Go to Manage Payments & Transactions (Payment Report)
- Need to match your bank deposit → You’re in the right place (Batch Report)
The Key Concept
- A batch = a deposit
- Each batch represents the transactions grouped into a single bank deposit
Understanding this will make reconciliation much easier.
When to Use Batch Report
Use this report when you need to:
- Confirm how much will be deposited into your bank
- Match PayStack totals to your bank account
- Investigate discrepancies in deposits
- Review end-of-day totals: How Batching Works
PayStack automatically groups transactions into batches behind the scenes.
- A batch opens automatically when the first transaction is processed
- Transactions continue to be added throughout the day
- The batch closes automatically at a scheduled time (typically around 6:50 PM EST, but this may vary)
- Once closed, the batch is sent for deposit
Important
If there are no open batches and a new payment is taken, a new batch is automatically created.
Overview
Batch Report shows how your payments are grouped into deposits.
Each batch contains:
- Payments processed during a specific time window
- Totals for sales, refunds, and (if enabled) service fees
- A full breakdown of every transaction included in that deposit
Batch List (All Batches)
Use this view to quickly locate and review deposits.
What You’ll See
- Batch # – Unique identifier
- Sales / Refunds / Net – Counts and totals
- Net Amount – Final deposit amount
- Svc Fee Collected – Service fees (if enabled)
- Opened / Closed – Time window for the batch
How to Use It
- Find a specific day’s deposit
- Confirm totals before checking your bank account
- Identify unusual activity (refunds, negative batches, etc.)
Batch Details (Drill-Down View)
Click into a batch to see everything included in that deposit.
Summary Panel
At the top, you’ll see:
- Total Sales
- Total Refunds
- Service Fees Collected (if enabled)
- Deposit Total
If surcharge is enabled, totals may include:
- Transaction amounts
- Service fees
- Combined totals
Transaction Table
Each row shows a transaction included in the deposit:
- Date & Time
- Transaction Type (Sale, Refund, etc.)
- Amount
- Service Fee (if applicable)
- Total Amount
- Patient Name
- Chart Number
- Card Type
- Source (API, Terminal, etc.)
- Team Member
Why This Matters
Having the patient name and Chart Number directly in the batch makes it easier to:
- Track down discrepancies
- Answer patient questions
- Reconcile with your PMS
Manual vs Automatic Batch Closing
Automatic Batch Closing (Default)
- Happens daily at a scheduled time (typically ~6:50 PM EST)
- Ensures deposits are always processed
Manual Close Batch (Optional Feature)
Some offices may have a Close Batch button that allows you to:
- Close the batch early
- Send it for deposit immediately
Best Practice
Even if manual closing is available:
- Keep automatic batch closing enabled
If a batch remains open too long:
- Authorizations can expire
- Payments may fail to settle
- This can lead to delayed or lost revenue
Common Questions
Why don’t my totals match exactly?
Differences can come from:
- Refunds processed in the same batch
- Service fees (if surcharge is enabled)
- Transactions occurring near batch close time
What if I can’t find a transaction?
- Check the batch time window
- Confirm whether the transaction occurred before or after batch close
- If needed, check other reports (Payment Report, Recurring, Statements)
✅ Key Takeaways
- A batch = your deposit
- Batches close automatically (and should stay enabled)
- The drill-down view gives full transaction visibility
- Patient details make reconciliation easier
Want to review transaction activity and totals? See Review the Payment Report.
Need to refund, void, or post a transaction? See Manage Payments and Transactions.
Powered by