This article will show you how to access, export, and understand the following reports in the Payments Portal:

{{variable.Payments}} merchant accounts can be used for multiple Gateway Configurations. Reports are associated with the bank account (merchant {{glossary.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.

Access & Export Reports

Log in to the Payments Portal
Navigate to the Gateway Configurations tab
Locate the Gateway Configuration you wish to view reports for
Click the Actions menu (three vertical dots icon) and select the Reports option
Click the Payments, Deposits, or Chargebacks tab to view the relevant report
Note: For additional details about each report type, please see the CivicPlus Payments Reporting Guide.
Click Export to download a copy of the desired report
1. On the Export pop-up that appears, select a Date Range option
  - Previous month: Include all dates in the previous month in your report
  - Current month: Include all dates in the current month in your report
  - Custom: Include all dates within a specific range in your report; use the calendar pickers above the Export button to set your preferred dates
2. Click Export to download a copy of the report to your device
  Note: If there is no data for your selected date range, you will see an error message that states: "There was no data to export. Please adjust your table filters or date range."

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.

An example Payments report.

Payments Report Fields

Transaction ID (Identifier): Unique identifier for {{variable.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.

The Deposits tab on the Payments reporting screen

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.

Deposits report transaction details.

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.

An example Chargeback report.

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.

Additional Resources

Payments Information