Use Case: Create a Granular Balance Details Report

As a Merchant on Statement (Gross) Billing, you can use the Statement Details Report and Balance Details Report to create a Granular Balance Details Report, providing a unified view of the individual statement entries that make up the greater balance details of the daily statement balance. This tutorial will walk you through the steps to generate and consolidate the Statement Details and Balance Details report to create a Granular Balance Details report.

Objective

Generate a Statement Details Report and a Balance Details Report with the same date range, consolidating them into a Granular Balance Details report.

Audience

Merchants

Environment

Portal (Production)

Prerequisites

Prerequisites:

You must have a fully boarded Payrix account to perform any of the actions described in the use case guides.
Microsoft Excel or other spreadsheet software.
You must be a Merchant under Statement (Gross) Billing.

Warnings

Warnings will provide insight or advice to avoid risk, visibility, and overall product performance issues during this use case.

Warning: Carefully verify data columns when consolidating the generated reports together to ensure accuracy.

Tips

Tips will provide suggestions to streamline or better prepare you to apply this use case tutorial.

Tip: After consolidation, use search and filtering options in your spreadsheet software to sort the entry data by entity to identify patterns and trends.

Additional Resources

See Reporting Values for a table with descriptions of data shown on various reports to help better interpret the report for reconciliation.
See Available Portal Reports for more details about each report type mentioned within.
For clarification on Statement (Gross) Billing vs. Net Billing, visit the Billing & Statements page.

Create a Granular Balance Details Report

1: Access the Reports Page

Step 1: Click the PLUS icon next to Reports in the left-hand navigation panel to open a drop-down menu.
Step 2: Click Create Reports in the Reports drop-down menu to open the Reports page.

2: Configure your Statement Details Report

Step 1: From the Select Report dropdown, select Statement Details Report.
Step 2: For “How would you like to generate your report?”, select “Include all up-to-date data”.
Step 3: In the Report Date dropdown, set your preferred date range. You’ll also use it as your Balance Details Report report date.
Step 4: (Optional) In the Templates dropdown, select a previously saved report template or create a new one from the parameters being set by clicking the “Add Template” button within.
Step 5: (Optional) In the Filter By dropdown, you can optionally add a filter for Divisions, Merchants, or include both.
Step 7: Click the Generate Report button to begin generating your Statement Details Report.
Step 8: Click the CSV or XLS download icon in the upper right-hand corner of the page to download the report to an Excel-readable format.

Result: The Statement Details Report is downloaded in Excel file format and ready for consolidation.

3: Configure your Balance Details Report

Step 1: From the Select Report dropdown, select Balance Details Report.
Step 2: For “How would you like to generate your report?”, select “Include all up-to-date data”.
Step 3: In the Report Date dropdown, set the same date range as the Statement Details report.
Step 4: (Optional) In the Templates dropdown, select a previously saved report template or create a new one from the parameters being set by clicking the “Add Template” button within.
Step 5: (Optional) In the Filter By dropdown, you can optionally add a filter for Divisions, Merchants, or include both.
Step 6: Click the Generate Report button to begin generating your Balance Details Report.
Step 7: Click the CSV or XLS download icon in the upper right-hand corner of the page to download the report to an Excel-readable format.

Result: The Balance Details Report is downloaded in Excel file format and ready for consolidation.

4: Consolidate into a Granular Balance Details Report

Step 1: Using Excel, create a new file called “Granular Balance Details Report”
Step 2: Paste the following columns and data from the Statement Details Report into the new Excel file:

Click here to see the copy-and-paste Statement Details Report columns and data.

Required Statement Details Report columns:

Date - The date of the sale, capture, fee, refund, or other entry type.
Event - The type of entry event.
Event ID - Description as supplied with the entry event, where applicable.
Description - Description as supplied with the entry event, where applicable.
Total - The entry line’s total amount.
ID - The entry ID for the associated entry event.
Original Event ID - The original transaction or fee.
Reference Entity - Displays the paying or collecting entity reference number.
Reference Entity Name - Displays the name of the entity.
From Entity Name - Displays the name of the entity sending the funds (Payer), empty for Merchants.
To Entity Name - Determines the entity that is receiving the funds. (Collector).
On Entity - Triggering entity that generated the event, usually the same as ‘From Entity’.
On Entity DBA - The display name of the triggering entity that generated the event.
Statement Date - The date when the statement entry occurred.
Statement ID - Statement ID which correlates to the Statement ID on the Balance Details Report.
Fee Name - The name of the fee being charged.
Fee Rate (% or $) - Fee $ or % depending on fee setup.
Fee Amount - Total amount of the line item fee.
Fee Interchange/Assessments - Clarity on an assessment when the event is interchange.
Fee Interchange/Assessments Rate (% or $) - Interchange $ or % depending on fee setup.
Fee Interchange/Assessments Amount - Total amount of the interchange line item fee.
Disbursement ID–Payout - This is the Disbursement ID of the payout, an event line item.
Disbursement ID–Payout Status - Status of the disbursement payout.

Step 3: Create new columns to the right of these columns pasted from Step 2: Date, Event, Event ID, Description, Total, ID, and Original Event ID.
Step 4: Paste the following columns and data from the Balance Details Report into the Excel file:

Click here to see the copy-and-paste Balance Details Report columns and data.

Required Balance Details Report columns:

Date - The date of the sale, capture, fee, refund, or other entry type.
Event - The type of entry event.
Event ID - The specific ID for the event (when transaction)
Description - Description as supplied with the entry event, where applicable.
Total - The entry line’s total amount.
ID - The entry ID for the associated entry event.
Original Event ID - The original transaction or fee
From Entity ID - Displays the ID of the entity sending the funds (Payer), empty for Merchants.
On Entity - Triggering entity that generated the event, usually the same as ‘From Entity’.
On Entity DBA - The display name of the triggering entity that generated the event.

Step 5: Align each column with the corresponding title to ensure the data is correctly lined up. Date next to Date, Event next to Event, and so on.
Step 6: Delete any duplicate data to complete consolidation.

Result: Use this Granular Balance Details Report to get consolidated details of each Balance Details entry including fees and interchange rates to find trends or for general recordkeeping.

Next Steps

After creating your Granular Balance Details Report, review the following use case guides for additional information on related topics:

Balance Daily Disbursements: Use the Disbursment Summary Report to balance your daily disbursements on Daily Statement Billing using the Balance Daily Disbursements use case.
Create a Statement Billing Details Report: Create a consolidated view of the Disbursement Summary Report and Statement Details Report for Merchants on Monthly Statement Billing using the Create a Statement Billing Details Report use case.
Create a Net Billing Details Report: Create a consolidated view of the Disbursement Summary Report and Balance Details Report on Net Billing using the Create a Net Billing Details Report use case.

Conclusion

You’ve now successfully created a Granular Balance Details Report to give a more detailed perspective of your funds in a Daily Statement Billing configuration.

References

Click the links or items below to access any of the following pages: