Available Portal Reports

The Portal offers many different report options for Facilitators and Referrers with essential reports available for their Merchants. These reports can streamline your understanding of specific key performance indicators of your business, determine how much you’re making on transaction fees, the number of new merchants boarded, and more!

Warning: Reporting is not available in the Sandbox environment.

Report Actions

Our robust reporting options offer functionality allowing you to increase awareness of actions in your portfolio, profits & losses, new Merchants boarded, and many more exciting details. To maximize this report data, it’s important to know the options to:

• GenerateReports

• Schedule Reports

• View and Interpret Report Data

• Filter and Sort Report Data,

• Download Reports in CSV or XLS file

See the content below for different actions you can take with Reports:

Report Types

See the report matrix below to see a complete list of our report options.

Click any of the Report column titles to learn more about each individual report type.

Note: Income & Cost and Interchange reports are only available for facilitators.

Note: Merchant Reports may not appear for some merchants depending on their Portal Access role resources.

* = must be manually enabled by your Relationship Manager or the Payrix Implementations Team. Click here to submit a ticket.

Account Updater Report

The Account Updater report provides details about customer card information updates, such as the same card with a new expiration date and CVV upon customer card renewal with the issuer.

Active Entity Balance Details Report

The Active Entity Balance Details report shows a list of total account balances by entity. This is especially useful for merchants with the same business in multiple locations.

Balance Details Report

The Balance Details Report displays an overview of your Processed and Pending Income, Expenses, and Net; indicating how many transactions make up the monetary amounts calculated.

• An entity’s account balance is a ledger or balance activity that has taken place on the account. The balance details report pulls information from the account balance with a specified time & date range.

A collection of Processed or Pending transactions or fees will be displayed in a list format below along with the Entity, Date, Description, and Total that contributes to the report results tallied in the overview.

Balanace Details Report - Quick Reports Parameters

Parameter	Required	Description
Date Range	Required	The timeframe you want to retrieve data from.
Filter by Entity	Required	Filter by an individual Entity.
Filter by Division	Required	Filter by a Division that may contain multiple entities.

Note: The “Filter by” parameters only allow one selection. Meaning that one or the other is allowed and required, not both.

Balance Details Report - More Info

The Balance Details Report is a resourceful tool that can be utilized for daily disbursement balancing, transactional entry research, negative disbursement reconciliation, and fee assessment names.

Tip: Set your Date Range and Filter by Entity or Division and save search parameters via templates for future use. (Making no selection will query all Merchants that your user has access to.)

Additional Information:

• To evaluate your balance, create a running total column from disbursement to disbursement.

• To reconcile payouts, set the reporting date range to cover at least the past 2 payouts.

• Sort this report in chronological date order from oldest to the current date.

• Merchant and Referrer balances will be included when generated from a Division level.

• Update the J column (“Total”) to currency formatting with 2 decimal places.

Disbursement Summary Report

At the top of this page, you will have the ability to change the date range and select (or deselect) specific merchants. Directly below this section will be a list of disbursements that have been processed with a list of the total amount of Sales, Refunds, Disputes, Fees, and Other amounts that make up the disbursement total.

Disbursement Txn Details Report

Within this report, you will see a breakdown of all Sales and Refunds processed within the last disbursement. This will include details on each transaction such as the DBA, Cardholder, Last Four of the Card, Payment, Type, Created, Captured, Status, Transaction ID, Approved Amount, Requested Amount, Fees, and Net of the transaction processed. 

Disputes Report

The Disputes Report displays a list of any (or all) Merchants/users that currently have or have had any disputes within the date range selected.

Dispute Details Report

The Dispute Details Report displays a list of any, or all, merchants including the dispute status, the reason for the dispute, the total disputed amount, and any applicable fees incurred from the dispute.

Dispute Ratios Report

The Dispute Ratio Report provides a ratio of Sales processed for merchants versus the total amount of disputes (chargebacks) that they have received. Within the report, you will see the total sale count followed by the total sale count that has had a chargeback filed. This then has the percentage of total sales vs disputes for the selected merchant and users. Additionally, this report displays the total amount of money from the processed sale count followed by the total amount of disputes filed. This then also has the percentage of volume from processed sales versus those that have been disputed and you can view a breakdown based on the card type (Visa, MC, Amex, and Disc). 

In this report, each merchant will have their total sale number broken down based on the number of disbursements. This is then followed by the sale versus dispute ratio and then the total volume and dispute volume ratio.

Warning: This report does not indicate the status of the Dispute/Chargeback. Thus, this report will display a Dispute as long as it is open or pending in our system. If the Dispute is Lost it will continue to display; however, if the Dispute is Won, it will be removed from the ratio report. 

Income & Cost Report

The Income & Cost report provides a detailed list of net income and costs by individual merchants compiled into one report.

Interchange Report

The Interchange report provides a comprehensive list of interchange rates assessed by cards and merchants within your account.

Invoices Report

At the top of this page, you will see an overview of all Pending, Viewed, Paid, and Total invoices within the selected date range for the report, and how many of each calculate those totals. To change the date range and select (or deselect) specific users, merchants, or an invoice type, utilize the options underneath the date and click on the *icon to recalculate the totals on the page.

Directly below this section will be a list of merchants who have currently pending, viewed, and paid invoices, along with the total amount of invoices they have paid to date.

Monthly Statement Report

The Monthly Statement Report is a comprehensive summary of the business for the month, providing details of the monthly summary of sales, refunds, chargebacks, adjustments, and fees. Each previous month's Monthly Statement Report is available after the 5th of each month.

Note: Monthly Statement reports are only available for Merchants and are located in a separate page under the Reports page tab of the Portal in the navigation bar.

Tip: Unique to the Monthly Statement Report, a cover sheet is automatically created for each generated report, defining each line item for clearer understanding.

Negative Balances Report

The Negative Balances Report provides you with an overview of all negative balances for your entities will be displayed at the top of the page, indicating the total negative balance they have occurred, and the total balance calculated based on the total negative balance and the pending balance. If you'd like to change the Users or Entities displayed click on the edit icon to add or remove selections. 

• Displayed are the different values of a balance to help provide the full context of the account. The “Schedule Withdrawal” column will indicate if the merchant has a pending disbursement and if a collection process has already been initiated.

Warning: A negative balance occurs when an account has incurred more Debits than Sales. This can occur if there is a large amount of Returns compared to processed Sales.

This can be in addition to other Debit entries such as Fees and Chargebacks that can cause the available balance to decrease into the negative.

A negative balance can be retrieved via a Debit Withdrawal schedule, which typically takes 5 days to retrieve the negative amount from the merchant bank account.

Negative Balances Report - More Info

Quick summary for a referrer to see the negative balances for a specified merchant(s).

Tip: Set your date range selection, filter by Entities or Users (Optional), and save search parameters via templates for future use. (Making no selection will query all Merchants that your user has access to.)

Additional Information:

• Running this report for all entities at once returns a complete list of merchants with negative balances.

• Generate the report using “Today” as the report date due to negative balances being current.

• This report will always return current negative balances regardless of the filter date selected.

• A reserve indicates money placed into reserve status by the Facilitator and/or Referrer’s platform requirements. Reserves happen when a Facilitator or Referrer sets parameters on their platform for Merchants.

Payment Returns Report

You will see a breakdown of all rejected payouts within the last disbursement within this report. This will include details on each transaction such as the Status, Disbursement ID, Payment Amount, Requested Amount, and Fees. 

Profit & Loss Statement Report

The Profit & Loss Statement report displays all of the data related to your company’s income and expenses for any given user, entity, income/expense status, and date range.

Within this report, you will see:

• Gross Income (the total amount of income collected)

• Gross Expenses (the total amount of any deductibles such as fees, taxes, and refunds on the account)

• Net Income (the total amount of income after expenses have been deducted)

Under the Income section, you’ll see the collective totals of Transactions, Disputes, Fees, Adjustments, and Revenue Shares that generate the Gross Income of the report, and the Expenses section, calculates a breakdown of your Gross Expense on the account.

Note: The Profit & Loss Statement Report pulls completed disbursement dates to reflect report data.

So, if a disbursement hasn’t been processed, for example, by the date you pulled the report, it would not show as “profit” on your Profit & Loss Statement Report

Profit & Loss Statement Report - Quick Reports Parameters

Parameter	Required	Description
Date Range	Required	The timeframe you want to retrieve data from.
Filter by Standard Profit & Loss	Required	Filter by Entries
Filter by Month-End Profit & Loss	Required	Filter by Statements

Note: The “Filter by” parameters only allow one selection. Meaning that one or the other is allowed and required, not both.

Profit & Loss Statement Report - More Info

The gross total of the Balance Details Report through fee events being assessed by Payrix/Facilitator and Referrer fees to their respective Merchants.

Tip: Set your date range selection, filter by Entities or Users (Optional), and save search parameters via templates for future use. (Making no selection will query all Merchants that your user has access to.)

Additional Information:

• Do not use to calculate revenue in comparison to volume due to the timing of fee processing.

• Actualized income is represented on the Standard Profit & Loss report.

Revenue Share Report

The Revenue Share Report offers detailed data for income and costs shared between entities displayed as individual line items that include: All, Value-Added Service, ACH, Credit Card, and Excluded Fees. Merchants on Statement Billing with a Referrer with Revenue Share enabled will see each expense or income amount displayed individually on their Statement Entries.

Statement Details Report

The Statement Details Report presents granular details of statement entries shown in the Balance Details Report for Referrers and Merchants using Statement Billing.

Note: The Statement Detail dates are based on the statement entries, while the dates on the Balance Detail report are based on the statement billing. Month-End Example – entries on the Statement Detail of January may correlate to entries in the February Balance Details.

The Balance Details report displays the total value of the statement, and the Statement Detail report provides the details of the entries that make up that line.  Such details include the To and From entities, the type of fee, dates, and more. Below is an example of the two reports and the Statement Detail fields.

Transactions Report

A summarization of transactional activity for a specified merchant(s) under a Referrer.

Along with an overview of your Sales, Refunds, and Net sales (and how many of each were available in your selected date range), you will also see a chart depicting the data collected with the total amount of the Report Dates transactions, which pertain to the number of transactions and monetary values of your Sales, Refunds, and Net. Beneath the chart will be a list of all merchants that have contributed to the amounts above.

Transaction Report - More Info

This report is only generated in real time. The user must stay on the screen while the report is being generated.  If you leave the page, you will have to re-run the report. 

Tip: Set your date range selection, filter by Users or Merchants (Optional), and save search parameters via templates for future use. (Making no selection will query all Merchants that your user has access to.)

• See the Transaction Details Report for more specific information about a transaction.

Transaction Details Report

A list view of the total amount of transactions, fees, and net of the transaction amount will populate this page.

• By default, the report will generate with Merchant, Cardholder, Card, Card type, Created Date, Type, Status, Amount, Fee, Assessment, Surcharge Amount, and Net.

You can always change the date range and fields from within advanced filters and click on Generate Report to recalculate the report results on the page.

Transaction Detail Report - Quick Reports Parameters

Parameter	Required	Description
Date Range	Required	The timeframe you want to retrieve data from.
Filter by Division	Required	Filter by a Division that may contain multiple entities.
Filter by Merchant	Required	Filter by an individual Merchant.

Note: The “Filter by” parameters only allow one selection. Meaning that one or the other is allowed and required, not both.

Transaction Detail Report - More Info

This report can be used to determine that transactional activity is accurately assessing contractual/agreed-upon fee Schedule(s) and revenue analysis.

• For large data ranges or more advanced filtering, use Quick Reports. For smaller date ranges or less complex filtering, Real-Time Report.

Tip: Set your date range selection, filter by Users or Merchants (Optional), and save search parameters via templates for future use. (Making no selection will query all Merchants that your user has access to.)

Additional Information:

• Includes Interchange Type, card brand, payment type (card, eCheck), percentage, and amount.

• Do not use this report to reconcile disbursements or payouts

• Does not include fees outside of transactional fees, such as chargebacks, payout fees, one-time charges, account updater, and monthly card brand-network fees (e.g., FANF, MC Location, & VS Integrity).

  • See the Balance Details Report for these values.

• Utilize advanced filters when running the Real-Time report to get more granular details.

Transaction Fee Report

The Transaction Fee Report provides an overview of the Total monetary amount of transaction fees accrued along with the number of fees, Payment Methods, Transaction Type, Status, Fee Types, Users, and Entities for the selected date range.

Unpaid Statements Report

The Unpaid Statements report provides a list of merchants that have not paid their statements upon generation of the report and the amount and entity ID associated.