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 walks 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

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

Tips

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 versus Net Billing, see Billing & Statements.

Create a Granular Balance Details Report

Ensure that you complete all steps in the following sections.

Access the Reports Page

Click the PLUS icon next to Reports in the left-hand navigation panel to open a dropdown menu.
Click Create Reports in the Reports dropdown menu to open the Reports page.

Configure your Statement Details Report

From the Select Report dropdown, select Statement Details Report.
Select Include all up-to-date data.
In the Report Date dropdown, set your preferred date range. You’ll also use it as your Balance Details Report report date.
(Optional) In the Templates dropdown, select a previously saved report template or create a new one from the parameters being set by clicking Add Template.
(Optional) In the Filter By dropdown, add a filter for Divisions, Merchants, or both.
Click Generate Report to begin generating your Statement Details Report.
Click the CSV or XLS download icon in the upper-right 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.

Configure your Balance Details Report

From the Select Report dropdown, select Balance Details Report.
Select Include all up-to-date data.
In the Report Date dropdown, set the same date range as the Statement Details report.
(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.
(Optional) In the Filter By dropdown, add a filter for Divisions, Merchants, or both.
Click Generate Report to begin generating your Balance Details Report.
Click the CSV or XLS download icon in the upper-right 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.

Consolidate into a Granular Balance Details Report

Using Excel, create a new file called Granular Balance Details Report.
Paste the following columns and data from the Statement Details Report into the new Excel file:

Required Statement Details Report columns and data

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: The paying or collecting entity reference number
Reference Entity Name: The name of the entity
From Entity Name: The name of the entity sending the funds (Payer); empty for Merchants
To Entity Name: 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 that 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: The Disbursement ID of the payout, an event line item
Disbursement ID–Payout Status: Status of the disbursement payout

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

Required Balance Details Report columns and data

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

Align each column with the corresponding title to ensure the data is correctly lined up. For example, align Date next to Date, Event next to Event, and so on.
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 Disbursement Summary Report to balance your daily disbursements on Daily Statement Billing.
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.
Create a Net Billing Details Report: Create a consolidated view of the Disbursement Summary Report and Balance Details Report on Net Billing.

Conclusion

You 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: