Payments Dashboard

Payment History

How to navigate your Payments History Section

 

 

Overview

The Payment History section contains payments made for services and products offerings and miscellaneous charges. All payments or refunds made are tracked here so you can easily see total sales within a specified time frame.


Permissions and Accessibility

Staff Access:

  • Admin
    • Full Access
  • Manager
    • Full Access
  • Staff
    • No Access

MyStudio Plan Restrictions:

  • None

Specifications

Filters

 

At the top of the section, you will see the following filter options: 

  • Payment Date
      • Payment processing date: filters the table based on when the payment or transaction initiated as it pertains to the date range filter
      • Payment release date: filters the table based on when the payment was fully processed as it pertains to the date range filter
  • Category
      • All Categories: shows all transaction types in the table
      • Memberships: shows only membership transactions in the table
      • Events: shows only event transactions in the table
      • Trials: shows only trial transactions in the table
      • Retail: shows only retail transactions in the table
      • Miscellaneous: shows only custom charges in the table
      • Class / Appt: shows only class/appt transactions based on drop-in pricing
  • Date Range
    • Last 30/60/90 Days: shows only transactions that occurred in the last 30/60/90 days
    • Date Range: This unlocks the “Start Date” and “End Date” fields so users can choose a specific date or date range. This is helpful for those who want to see all transactions from a particular day or when filing taxes.
    • Month-to-Date: shows transactions that occurred from the first of the current month to the current date. For example, if today is February 22, the table will show transactions that occurred from February 1 - February 22.

 

Statistics

 

Above the table, you will see statistics related to a studio’s  expenditures /earnings.

  • Gross Total: Sum of the gross sales from the transactions listed. Gross Total = Product Fee + Tax + Processing fee
  • Pending release: Sum of any transactions listed that have not been fully processed and released.
  • CC net: Net total amount collected through credit card and debit card. Net total does not include processing fees, but DOES include tax.
  • ACH net: Net total amount collected through ACH (bank transfer). Net total does not include processing fees, but DOES include tax.
  • Cash net: Net total amount collected through cash from users. Cash payments do not have associated processing fees, but franchise fees may be applicable. This net total DOES include tax.
  • Check net: Net total amount collected through check. Check payments do not have associated processing fees, but franchise fees may be applicable. This net total DOES include tax.
  • Manual Credit: Sum of all manual credits applied towards any of the listed transactions. Manual credits act similarly to coupons and do not count towards gross totals or income analytics.
  • Tax: Total tax collected.
  • New Income: Gross total of new transactions or payments that occurred at registration. Example: a retail order, or a customer registering for a membership and making a payment during registration. 
  • Schedule billing: Gross total amount of scheduled billing that occurs after a registration occurs. Example: a customer registers for a membership that has monthly payments. This includes if the first payment is taken at a future membership start date.

 

The data in the table can be exported by clicking “export” next to the listed statistics. You can also search for specific transactions, buyers, payment types, etc. in the search bar.

 

The table displays various information about each transaction. Some columns worth noting are:

  • Member App Portal Access: The first column will display a mobile icon if the buyer has accessed the member app portal. Clicking on this icon will allow you to send either an SMS or in-app message to the specified buyer.
  • Payment Processing Date: Shows the date the transaction was initiated.
  • Payment Release Date: Shows the date the payment was fully processed. Generally, this is immediate.
  • Due Date: shows the date the payment was due based on a payment plan setup. For example: memberships will have due dates; events will only have due dates if there is a payment plan.
  • Status: Please scroll further down for a list of different statuses.
  • Buyer: Clicking on the buyer name will redirect you to the payment history within the specific registration internal page.
  • Mobile Phone Number: If a customer has unsubscribed from SMS and the phone number is listed as such, you can click on this phone number to send a request for the customer to re-subscribe to SMS.

  • Email: Clicking on the email will allow you to send an email to the specified buyer. If the email is unsubscribed, you can click the email to send a request for the customer to re-subscribe to email. If the email has bounced, you can click the email to unblock the email.

  • Gross: shows the full payment amount. Gross total = Product Fee + tax + admin and processing fees.
  • Net: shows the net amount. Net total = gross total - admin and processing fees.
  • Manual Payment Amount: Sum of all manual credits applied towards any of the listed transactions. Manual credits act similarly to coupons and do not count towards gross totals or income analytics.
  • Payment Type: 
    • Scheduled Billing: billing that occurs after a registration occurs. Example: a customer registers for a membership that has monthly payments. This includes if the first payment is taken at a future membership start date.
    • New: new transactions or payments that occurred at registration. Example: a retail order, or a customer registering for a membership and making a payment during registration.

 

Statuses

Payment history can have the following statuses:

 

Completed (Released): The most common status. Transaction has been successfully completed and has not been refunded.

Completed (Refunded): Lists the original transaction that was refunded

Refunded: Lists the refund transaction connected to the listing with the “Completed (refunded)” status.

Completed (Dispute): Transaction has been completed and a dispute occurred and was lost.

Dispute Lost: Lists the refund transaction connected to the disputed listing with the “Completed (Dispute)” status.

In Dispute: Transaction is currently in dispute either in the “Needs Response” section or in the “In Review” section if the user countered the dispute.

Dispute Won: Transaction was disputed, but the user countered the dispute and won.

Completed (SCA pending): System has logged the transaction, but is waiting for the SCA approval. If buyer does not confirm SCA, this moves into past due. Once buyer confirms SCA, status will change to “Completed (Released).”

Completed (pending): System has logged the transaction, but is waiting for the bank’s approval. If the bank does not approve, this moves into past due. Once fully processed, status will change to “Completed (Released).”

Chargeback: The payment release date will become blank, and the processing date will reflect the date the chargeback occurred. You will also receive an email as soon as a chargeback occurs. Since a chargeback is initiated by a customer’s bank, you will need to reach out to the customer when these occur.