Account Owner users can access Payments reports using the Actions (three dots) menu in the Gateway Configuration list, or the Quick Actions menu when viewing Gateway Configuration details. The tabbed reporting interface contains three sections:
Payments Report
Deposits Report
Chargebacks Report
CivicPlus Payments merchant accounts can be used for multiple Gateway Configurations. Reports are associated with the bank account (merchant ID) for the current Gateway Configuration. In practical terms, this means:
Reports for two Gateway Configurations will be identical if they share the same bank account
It is possible to view transactions in a report that were processed through a different Gateway Configuration with the same bank account
Additional metadata is passed with each transaction, which can be useful when tracking transactions across software systems.
Payments Report
The payment report component displays pay-ins, disputes (chargebacks), and refunds (collectively, payments). Each payment can be opened to display additional details associated with the payment.
Payments Report Fields
Transaction ID (Identifier): Unique identifier for CivicPlus Payments transaction, used by CivicPlus support to track transactions across products/systems.
Created: Date of transaction
Type:
Pay-in: A type of payment, and is the movement of funds from a resident to your organization
Refund: A full or partial return of funds from your organization to a resident
Status:
Created: Pay-in was created and is waiting for approval; this is an interim state.
Authorized: Pay-in is authorized for processing
Presenting: Pay-in is presented on a terminal device and waiting for the resident to process the pay-in on the device; this is an interim state
Processing: Pay-in was approved and is currently processing; this is an interim state
Succeeded: Pay-in has completed processing and is available to be deposited
Failed: Pay-in failed to process
Canceled: Pay-in processing was canceled, and no funds will be moved; this means the payment was canceled/voided after processing or canceled when presented on a terminal device
In Review: Pay-in has been flagged for fraud review
Amount: Dollar amount of the transaction
Customer: The name of the resident who completes the checkout. Card present (terminal) transactions not attributed to a resident would show as blank (Guest Checkout).
Method:
ACH (Automated Clearing House): Will show bank icon + last 4
Credit Card: Will show card brand + last 4
Source: The agreed-upon naming convention to help you understand the source of a transaction.
Source Detail: If applicable, additional detail with agreed-upon naming on the source, such as a workstation identification
Expected Deposit Date: Date on which the deposit is expected to be sent to your bank. Your bank may take additional time to reflect the deposit in your account.
Deposits Report
The deposit report allows users to view all deposit transactions. The report shows a summary view and lists the deposits, similar to the records you will see on your bank account.
Deposits Report Fields
Created: Date the deposit was initiated
Type: View if the deposit is Funding or Billing
Status:
Failed
In Review
Processing
Succeeded
Amount: Dollar amount of the deposit
Method: Destination for deposit funding
ID (Identifier): Unique identifier for deposit transaction
Each deposit can be opened to view additional details, including all associated payments. The report will show the underlying Pay-Ins that comprised the deposit and can be exported to aid in reconciliation.
Deposit Detail Fields
Transaction ID (Identifier): Unique identifier for CivicPlus payment transaction, used by CivicPlus support to track transactions across products/systems.
Created: Date of transaction
Type:
Pay-in: A type of payment, and is the movement of funds from a resident to your organization
Refund: A full or partial return of funds from your organization to a resident
Customer: The name of the resident who completes the checkout. Card present (terminal) transactions not attributed to a resident would show as blank (Guest Checkout).
Method:
ACH (Automated Clearing House): Will show bank icon + last 4
Credit Card: Will show card brand + last 4
Amount: Dollar amount of the transaction
Source: The agreed-upon naming convention to help you understand the source of a transaction.
Source Detail: If applicable, additional detail with agreed-upon naming on the source, such as a workstation identification
Chargeback Report
The chargeback report allows users to view all chargebacks, which occur when a resident disputes the pay-in with the entity that issued their payment account. A chargeback is a reversal of funds from the financial institution. Each chargeback can be opened to view additional details and, if desired, respond in an effort to reclaim the funds.
Chargeback Report Fields
Transaction ID (Identifier): Unique identifier for chargeback, used by CivicPlus support to track transactions across products/systems.
Created: Date the chargeback was initiated
Status:
Created: Chargeback is initiated, and the dispute fee is billed to your organization; this is an interim status
Inquiry Action Required: Chargeback is in the inquiry phase, and you can respond by providing evidence that the payment was valid
Inquiry Processing: You responded to the inquiry, and the customer's issuing bank is deciding on the inquiry
Dispute Action Required: Chargeback is in the dispute phase, and you can respond by providing evidence that the payment was valid. The funds have been pulled from the customer.
Chargeback Processing: You responded to the dispute, and the customer's issuing bank is deciding the chargeback
Note: If the chargeback moved from Created to Chargeback Processing, then Rainforest responded to the chargeback on your behalf.
Provisional Win: You have provisionally won the chargeback. Funds have been returned to your organization. The chargeback can still be lost while the customer's issuing bank finalizes its decision.
Lost: The chargeback was ruled in favor of the customer, and the chargeback was lost; this is final, and you cannot overturn this decision
Won: The chargeback was ruled in your favor, and the chargeback was won; this is final, and the customer cannot overturn this decision
Amount: Dollar amount of the chargeback
Method: The payment account that the disputed transaction used
Due Date: The date by which you must respond to the dispute if you intend to attempt to reclaim the funds
Source: The agreed-upon naming convention to help you understand the source of a transaction.
Source Detail: If applicable, additional detail with agreed-upon naming on the source, such as a workstation identification
Expected Deposit Date: Date on which the deposit is expected to be sent to your bank. Your bank may take additional time to reflect the deposit in your account.