Approved: The beginning status for Sale, Auth, Reverse Auth, or eCheck Sale transactions indicating that the transaction request was authorized by the processing bank.
An Approved transaction will not show as pending.
Pending: The beginning status for Capture, Refund or eCheck Refund of a transaction which was previously authorized or captured.
Captured: Status for a Sale, Capture, Refund, eCheck Sale or eCheck Refund of a transaction which has been submitted for funding after the daily batch has been closed.
Note, an authorized transaction must have a subsequent transaction type 3/Capture Transaction submitted to place it in the current daily batch.
Settled: A captured transaction that has been settled and the funds posted to the FBO.
Failed: A transaction that was declined or for some other reason was not approved or captured - failed transactions will not be settled.
Returned: An eCheck transaction that has been returned.
When processing a transaction, the fields below are important to review as each amount can have different implications for the transaction status and what will be funded to the merchant’s account.
Total: The amount originally requested for the transaction - it will not change if the transaction was only partially approved.
Approved: The actual amount captured in the batch. For example, if a client performs a Sale for $15 and it is only partially approved for $10, the amount would show as $10.
Refunded: The amount successfully refunded from a sale.
Transaction Lifecycle Flow Chart
A transaction request of '1/Sale Transaction', '2/Auth Transaction', and '7/Echeck Sale Transaction' will initiate the transaction lifecycle process.
Sale Transaction Life Cycle
Auth Transaction Life Cycle
Note: Auth transactions only hold funds in the cardholder’s account. The transaction will post to the batch after a capture transaction is submitted. The auth amount is what is held until the subsequent transaction (capture) is submitted.
Warning: A capture transaction that is greater than the original Auth approved may be flagged by Risk to investigate the discrepancy.
Note: The term reverse is used interchangeably with “Void”, where “Void” is simply a full reversal of the entire transaction amount.
A refund can apply to both a sale or capture with a Captured or Settled status, which occurs after the daily batch closes.
eCheck Sale Transaction Life Cycle
eCheck Refund Transaction
An eCheck Refund transaction can be applied to an eCheck Sale transaction with a Captured or Settled status following the daily batch close.
Warning: A Refunded Sale, Capture or eCheck Sale transaction doesn’t change the status - it will populate the refunded amount field with the amount that has been successfully refunded.
Batch Close: 9:30 PM EST - the transaction will typically be updated to “Captured” (Sale) or “Approved” (Auth/eCheck) status by 10:00 PM EST.
Funding: 6:00 PM EST - the funding process begins when all available funds from the processor can be sent to the merchant bank account. This will typically appear in the next day per the next-day funding standard. The amount deposited includes all available funds including the transactions in the batch from the previous day.
Note: Funding only occurs on business days.