Using the Payment Report
Learn how to use the Payment Report to review daily transactions, filter activity, reconcile totals, and manage voids and refunds so your deposits match your records.
Understanding Your Payment Report
The Payment Report is your central hub for tracking daily activity, handling refunds, and ensuring your bank deposits match your records. This guide will help you navigate the report and manage your practice's cash flow with ease.
Accessing the Report
By default, the report shows today’s transactions. To view past data:
- Date Selection: Use the date picker at the top to select a specific day or a custom range.
- Advanced Filters: Use the filter icon to narrow your results by specific dollar amounts or transaction types.
Reading Your Totals
The report is designed to make reconciliation simple by splitting your totals into two views:
- Practice Management Totals (Left Side): This is the net amount earned from your dental services as recorded in your patient files.
- Deposit Totals (Right Side): This is the final amount being sent to your bank. It includes the practice management total plus any credit card surcharge service fees.
Transaction Details
Each row provides a detailed breakdown of a payment:
- Patient & Payment ID: Quickly identify who paid and track the unique transaction number.
- Service Fee: If a surcharge was applied, you will see the specific fee amount here.
- Status: Monitor whether a payment is Approved, Settled, Voided, or Refunded.
Managing Payments: Voids and Refunds
Depending on the status of a payment, you have two ways to reverse a transaction:
Voiding a Payment
If a payment is still in Approved status (usually the same day it was processed), you can void it.
- Check the box next to the transaction.
- Click Void.
- The charge is cancelled immediately, as if it never happened.
Issuing a Refund
Once a payment has Settled, the Void option is replaced by Refund.
- Click Refund on the desired row.
- Enter the amount (you can do a full or partial refund).
- The system sends the funds back to the patient instantly.
Important Note: After processing a refund in PayStack, remember to add a manual adjustment in your Practice Management System so your patient ledger stays in sync.
Efficient Reconciliation
- Banking: The Total Deposit column will match the exact amount that lands in your bank account.
- Accounting: If you use QuickBooks, you can pull the Deposit Total and then split it into the "Practice Management" portion and the "Merchant Service" (surcharge) portion.
- Transparency: Because surcharges are listed separately, you can see exactly how much you are collecting versus what is owed to the processor.
Last updated on March 31, 2026