A Payment History Report can be downloaded for one or more payments on your account and is used to aid you in understanding the history of your payments and to reconcile payment application. A Payment History Report includes information about all events related to the payment(s) selected and downloaded. This information can also be viewed directly for a specific payment by clicking on a payment from the ‘Payments’ page and then clicking the ‘History’ tab.
Accessing the Payment History Report
You can download a Payment History Report by navigating to the Payments page listed in your menu navigation. Only Account Admins and Payer roles have permissions to view this page. Once there:
- Click the checkbox next to one or more payments
- Click the 'Payment Report' button to download a copy of the report
- Open the downloaded xlsx file from your downloads folder
How to read the Payment Report
The Payment Report is an xlsx file with data for one or more payments and includes several columns:
- Event Date: the date of the event
- Payment ID: the ID of a payment and its related events (to help identify which payment an event belongs to when a report includes more than one payment)
- Currency: the currency of listed amounts (payment amount, event amount, unapplied balance)
- Payment Amount: the original amount of the payment
- Event Type: defines the type of event (where ‘Payment Received’ event will always be the first event type for a payment)
- Event Amount: the amount of the event
- Unapplied Balance: the unapplied balance of the payment after processing the event
- User: the user who initiated the event (if the event is not an automated process)
- Transaction ID: the ID of the transaction related to a specific apply or unapply event (will also be the invoice ID if you are a transactional customer)
- Invoice ID: the ID of the invoice related to a specific apply or unapply event
- Order Number: the order number related to a specific apply or unapply invoice event
- PO Number: the PO number related to a specific apply or unapply invoice event
- Notes: general guidance and direction about the event
Payment Report Event Glossary
Payment Received {source}
- Event Sources can be:
- Bank Account: a direct debit payment made through the customer portal with the current active bank account either manually or via autopay functionality (not supported in all programs)
- Credit Card: a credit card payment made through the customer portal (not supported in all programs)
- Debit Card: a debit card payment made through the customer portal (not supported in all programs)
- Check: a check payment received
- ACH: an ACH payment received
- Wire: a wire payment received
- Client Accepted Misdirected Payment: a payment created by the program owner for an acknowledged misdirected payment
- Event Definition: this event provides details on the payment type and will always be the first chronological event related to a payment
- Event Note: Payment received via the type indicated in 'Event Type' column
Apply Payment - Automated {source}
- Event Sources can be:
- Autopay: automated payment via an active bank account setup for the account (see What is Autopay?)
- Exact Match: automated feature that matches a payment with no remittance to an invoice with an exactly matching amount (see What is FIFO and Exact Match)
- FIFO: automated feature that applies payments with an unapplied balance that have been on an account for a period of time to open invoices (starting with the oldest open invoice first) (see What is FIFO and Exact Match)
- Remit Instructions: payment was applied per the remittance provided
- Paid by Client: payment was applied toward an invoice for an acknowledged misdirected payment
- Event Definition: this event occurs when a payment has had some or all of its total applied to one or more invoices via an automated source
- Event Note: Payment applied automatically (via the type indicated in ‘Event Type’ column) to the invoice indicated in ‘Invoice ID’ column
Apply Payment - Manual {source}
- Event Sources can be:
- Portal: when bank account/direct debit, credit card, or debit card payments are created OR when payment is manually modified by user
- Support: when program support staff makes needed changes
- Event Definition: this even occurs when a payment has had some or all of its total applied to one of more invoices via a manual source
- Event Note: Payment applied manually (via the type indicated in ‘Event Type’ column) to the invoice indicated in ‘Invoice ID’ column
Unapply Payment - Automated {source}
- Event Sources can be:
- Failed Payment: payment was unapplied because the payment failed
- Transfer Payment: payment was unapplied due to payment being transferred from the account
- Invoice Return: payment was unapplied due to a partial of full refund for the invoice originally applied
- Event Definition: this occurs when a payment has had some or all of its total applied balance unapplied from one or more invoices as a result of an automated source
- Event Note: Payment unapplied automatically (via the type indicated in ‘Event Type’ column) from the invoice indicated in ‘Invoice ID’ column
Unapply Payment - Manual {source}
- Event Sources can be:
- Portal: when payment is manually modified by a user
- Support: when program support staff make needed changes
- Event Definition: this occurs when a payment has had some or all of its total applied balance unapplied from one or more invoices as a result of an manual source
- Event Note: Payment unapplied manually (via the type indicated in ‘Event Type’ column) from the invoice indicated in ‘Invoice ID’ column
Payment Write-Off Adjustment
- Event Definition: occurs when a part of or all of a payment has been written off due to over payment, bad debt, or collections fees
- Event Note: An adjustment was actioned against this payment of type indicated in 'Event Type' column
Failed Payment Adjustment
- Event Definition: occurs when a payment failure has occurred and the payment needs to be adjusted off of an account
- Event Note: An adjustment was actioned against this payment of type indicated in 'Event Type' column
Transfer Payment Adjustment
- Event Definition: occurs when a payment is transferred from or to an account
- Event Note: An adjustment was actioned against this payment of type indicated in 'Event Type' column
Misdirected Payment Adjustment
- Event Definition: occurs when a misdirected payment has been acknowledged and actioned (see I accidentally paid the merchant)
- Event Note: An adjustment was actioned against this payment of type indicated in 'Event Type' column