Invoice Payment Report

The Invoice Payment Report report contains a row for each system payment made against a system invoice with a payment date that falls within the range you select in the Dated within field.
NOTE: Online invoice payments, and invoice payments collected via the system (using the “collect payment” option in the Invoice Action menu) are included in this report. “Mark as Paid” payments are not included in this report. For a report that contains “Mark as Paid” information, export the Invoices table from the manage invoices screen. (See Exporting Invoice History in Chapter 5 for instructions.)

The default report view shows all invoice payments made on the previous day.  When you are done viewing the report, click the “back to report summary” link at the bottom of the screen to return to the Reports dashboard.

A SNAPSHOT of activity appears above the table. The SNAPSHOT covers only the filtered data in the table report. Thus, values in the snapshot will change as you change the date range filter for the report.

The SNAPSHOT provides a total number and dollar amount for the following payment statuses:

• Settled Transactions-- Successful payments with a status of “settled” for which you have received funds in your bank account.
  NOTE: Funds may not appear in your bank account until several days after ReceivablesPro records them as settled. This is a reporting issue related to your bank.

• Unsettled transactions-- Payments that have been successfully submitted for processing, but have not yet settled. You have not yet received funds in your bank account for these transactions. Transactions with a status of “Authorized” and “Posted” are included in this sum.
  NOTE: It is possible that your customers will see the funds debited from their accounts for these transactions, even though you have not yet received the funds.

• Unsuccessful transactions-- Payments that were not successfully processed, were disputed by your customers, or payments that you voided. Transactions with a status of “Voided,” “Returned,” “Chargeback,” and “Failed” are included in this sum.

The transaction table displays 10 rows at a time, and lists the oldest transactions first. To see the newest transactions first, click the linked Transaction Id column header. If there are more than 10 transactions, there will be page numbers at the bottom of the table. Click the linked page numbers to navigate through the table results.

Use the horizontal scroll bar to view all of the columns in the table. Definitions of all fields included in the report are provided below. You can click on any of the linked column headers to sort the table results based on that column. Column headers that are not linked can not be used for sorting.

• Customer ID-- Each customer in your ReceivablesPro system is assigned a unique Customer ID. This field indicates the Customer ID for the customer to which the invoice was sent. You can sort the report by Customer ID. Click once to sort from high-to-low (newest/most recently added customers to oldest customers), and click again to sort from low-to-high (oldest customers to newest customers).
  
  The Customer ID is linked in this report. Clicking the linked Customer ID opens the Customer Record in view mode. Click the back button to return to the report when you’re done with the Customer Record.

• Account Number-- The Account # for the Customer to which the invoice was sent. If an Account # was included for the customer when it was created, that number will be displayed in this field. If no Account # was assigned, the field will be blank. You can sort the field alpha-numerically, with blank being the lowest. Click once to sort from high-to-blank. Click again to sort from blank-to-high.
  NOTE: Account # is an optional field. However, it is very useful when integrating ReceivablesPro with your other systems. The Account # field is included in this report, so you can use it as a key when exporting data from ReceivablesPro and importing it into another system.

• First Name-- The first name for the customer to which the invoice was sent. The sort is alphabetical. Click once to sort from A-to-Z, click again to sort from Z-to-A.

• Last Name-- The last name for the customer to which the invoice was sent. The sort is alphabetical. Click once to sort from A-to-Z, click again to sort from Z-to-A.

• Company Name-- The company name for the customer to which the invoice was sent. The sort is alphabetical. Click once to sort from A-to-Z, click again to sort from Z-to-A.

• Invoice #--   The system invoice number to which the payment is attached. If a multiple partial payments were made against an invoice, you can use this sort to group them together. The sort on this column is alphanumeric, with blanks appearing at the lowest end. Click once to sort to sort from Z-to-Blank. Click again to sort from Blank-to-Z.

• Invoice Date--   The date the invoice was originally sent. Click once to sort from oldest-to-newest, and click again to sort from newest-to-oldest. The default table view is sorted newest-to-oldest.

• Invoice Amount--   The base Amount due for the invoice, not including any incentives, penalties, or partial payments. Amounts are sorted numerically by dollar amount. Click once to sort from low-to-high, click again to sort from high-to-low.

• Payor ID-- The unique Customer ID assigned to the new Customer Record created when an invoice is paid as a “guest.”  You can sort the report by Payor ID. Click once to sort from high-to-low (newest/most recently added customers to oldest customers), and click again to sort from low-to-high (oldest customers to newest customers).
  
  The Payor ID is linked in this report. Clicking the linked Payor ID opens the Customer Record in view mode. Click the back button to return to the report when you’re done with the Customer Record.
  NOTE: If your customer was logged in to make the payment, the Payor ID will be the same as the Customer ID in the report. If a “guest” payment was made, the Customer ID will be the ID to which the invoice was sent, and the Payor ID will belong to the new Customer Record created for the payment. Note that there is currently no way to join duplicate Customer Records.

• Payor First Name-- The first name for the customer who made the payment. The sort is alphabetical. Click once to sort from A-to-Z, click again to sort from Z-to-A.

• Payor Last Name-- The last name for the customer who made the payment. The sort is alphabetical. Click once to sort from A-to-Z, click again to sort from Z-to-A.

• Transaction ID-- The Transaction ID is a unique identifier that ReceivablesPro assigns to each payment processed by the system. Transaction IDs are assigned to all payments, including failed payments. Click once to sort from high-to-low (newest-to-oldest), click again to sort from low-to-high (oldest-to-newest).
  
  The Transaction ID is linked in this report. Clicking the linked Transaction ID opens the Transaction Details screen for the payment. Click the back button to return to the report when you’re done with the Transaction Details page.

• Payment Amount -- The dollar amount of the payment. Payments are sorted numerically by dollar amount. Click once to sort from low-to-high, click again to sort from high-to-low.

• Enter Date-- The date the transaction was processed. Transactions are sorted chronologically by enter date. Click once to sort from newest-to-oldest, and click again to sort from oldest-to-newest. The default table view is sorted oldest-to-newest.

• Actual Settle Date-- For transactions with a status of “Settled” the date the transaction actually settled. For transactions with any other status, this field will be blank. Click once to sort from blank-to-oldest-to-newest, and click again to sort from newest-to-oldest-to-blank.

• Status-- The transaction status-- for example “settled,” “authorized,” “posted” or “voided.” Transactions are sorted alphabetically. Click once to sort from Z-to-A; click again to sort from A-to-Z.
  Note: See above for definitions of each status type.

• Transaction Type-- All Echeck (ACH) transactions in this report have a type of “ACH.” Card-not-present transactions (those entered online, or those you enter in the system for your customers) will a type of “MOTO.” If you collect payment for the invoice at the point of sale and swipe your customer’s credit card, the transaction will have a type of “SWIPE.” Transactions are sorted alphabetically. Click once to sort A-to-Z, click again to sort Z-to-A.

• Payment Method-- For credit card transactions, this field will indicate whether a Visa, MasterCard, Discover, or American Express card was used. For ACH, this field will indicate the ACH Type (CCD--Business, PPD--Written, TEL--Telephone, WEB--Website). Transactions are sorted alphabetically. Click once to sort from Z-to-A, and click again to sort from A-to-Z.

• Return Date-- The date and time an ACH payment was reported as Returned. Click once to sort from newest-to-oldest, and click again to sort from oldest-to-newest. The default table view is sorted oldest-to-newest.
  NOTE: The system scheduler updates transaction statuses at the same time each night, thus all of the times displayed in this column will be the same or within a few seconds each other.

You can change the date filter on the report, which is based on enter date, by selecting a new date range in the Dated within drop-down box. (See Filtering Standard Reports By Date below.)

Additionally, you can export the report in Excel .xlsx,  .csv (comma delimited text), and Adobe Acrobat .pdf format. (See Exporting Standard Reports below.)

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