Overview
The Payment Report gives you a complete view of all transaction activity within a selected date range.
This includes:
- Payments (sales)
- Refunds
- Authorizations
- Voided or declined transactions
👉 This report is used to review and understand activity, not to take action.
Need to refund, void, or post a transaction?
When to Use This Report
Use the Payment Report when you need to:
- Verify whether a payment was processed
- Review totals for a specific day or timeframe
- Understand how transactions contribute to deposits
- Investigate discrepancies or unusual activity
- Analyze payment sources (terminal, phone, recurring, etc.)
Understanding the Layout
The report is organized into three main areas:
1) Date Range
At the top of the report, you can select a timeframe.
👉 This controls which transactions appear in the report
2) Summary Totals
The summary section shows totals for the selected date range.
Common values include:
- Sales → Total successful payments
- Refunds → Total refunded amounts
- Net Total → Sales minus refunds
If your account uses surcharging, you may also see:
- Service fees collected
- Totals including fees
3) Transaction List
Each row represents a single transaction.
You will see:
- Date and time
- Transaction type (sale, refund, authorization)
- Status (settled, voided, declined, etc.)
- Patient name and chart number
- Payment method and last 4 digits
- Amount and any applicable service fee
- Source (terminal, phone, recurring, etc.)
👉 This is where you review individual payment activity.
Search and Filters
Use search and filters to quickly find specific transactions.
Search
You can search by:
- Patient name
- Reference ID
- Last 4 digits of the card
Search does not support searching by amount.
Filters
Filters allow you to narrow results by:
- Transaction type (sale, refund, authorization)
- Status (settled, voided, declined, cancelled)
- Source (terminal, phone, recurring, API, etc.)
- Payment method
👉 Use filters when reviewing specific types of activity.
Understanding Transaction Status
Each transaction has a status that indicates its current state.
Common statuses include:
- Settled → Successfully processed and included in a batch
- Voided → Cancelled before being deposited
- Refunded → Money returned after deposit
- Declined → Payment was not approved
👉 Status helps determine how a transaction impacts your totals and deposits.
Why Totals May Not Match Your Deposit
A common point of confusion:
👉 Payment Report totals do NOT always match your bank deposit
Why?
- Payment Report → based on transaction time
- Deposits (batches) → based on grouping and batch close time
Example:
- A batch closes at 5:00 PM
- A payment is taken at 8:00 PM
Result:
- The Payment Report (for that day) includes the payment
- The deposit does NOT include it (it will appear in the next batch)
👉 This is expected behavior.
How Transactions Affect Deposits
To understand deposits:
- Each transaction is assigned to a batch
- Batches determine what is sent to your bank
👉 To match deposits:
Common Questions
“I see a payment here, but not in my deposit”
- Check the transaction time
- Compare it to the batch close time
- It may be included in the next deposit
“Why is the total different from what I expected?”
Possible reasons:
- Refunds included in the same date range
- Transactions split across batches
- Service fees (if enabled)
“What should I check first when something looks wrong?”
- Date range
- Transaction status
- Filters applied
Best Practices
- Always verify the correct date range first
- Use filters to isolate specific activity
- Check transaction status before escalating issues
- Use the Batch Report to confirm deposits
Related Articles
Need to refund, void, or post a transaction? See Manage Payments and Transactions.
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