Use Case: Create a Net Billing Details Report

As a Merchant on Net Billing, you can use the Disbursement Summary Report and Balance Details Report to create a Net Billing Details Report. This type of report provides a unified view of the individual statement entries that make up the greater disbursed balance details. This tutorial will walk you through the steps to generate and consolidate the Disbursement Summary Report and Balance Details Report to create a Net Billing Details Report.

View of the Reports page set to generate a Balance Details Report.

Objective

Consolidate a Disbursement Summary Report and Balance Details Report into a Net Billing 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 on Net 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 source 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.

Balance a Daily Disbursement

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 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 your preferred date range. You’ll also use it as your Disbursement Summary 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 Balance 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 Balance Details Report is downloaded in Excel file format and ready for consolidation.

3: Configure your Disbursement Summary Report

Step 1: From the Select Report dropdown, select Disbursement Summary 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 Balance 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 Disbursement Summary 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 Disbursement Summary Report is downloaded in Excel file format and ready for consolidation.

4: Consolidate into a Net Billing Details Report

Step 1: Using Excel, create a new file called “Net Billing Details Report”
Step 2: Paste the following columns and data from the Disbursement Summary report into the new Excel file:

Click here to see the copy-and-paste Disbursement Summary Report columns and data.

Required Disbursement Summary Report columns:

ID - The ID for the statement entry event.
Date - The date of the sale, capture, fee, refund, or other entry type.
Entity ID - The entity receiving the disbursement.
Entity Name - The display name of the entity receiving the disbursement.
DBA - Statement Descriptor - The custom name for the business as it appears on a customer’s bank statement.
Sales - The combined total of all transactions sales making up the disbursement.
Refunds - The combined total of all transactions refunds making up the disbursement.
Disputes - The combined total of all withheld chargeback dispute funds making up the disbursement.
Fees - Total amount of fees for the disbursment.
Other - Any miscellaneous amounts from other types of charges or revenue for the disbursement.
Total - The total of all Sales, Refunds, Disputes, Fees, and others making up the total disbursement amount.

Step 3: Create new columns to the right of each column pasted from Step 2.
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 Net Billing Details Report to get consolidated details of each Net entry including fees and interchange rates to find trends or for general recordkeeping.

Next Steps

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

Reconcile Disbursements with a Disbursement Summary Report: Reconcile your account payouts under Net Billing using the Reconcile Disbursements with a Disbursement Summary Report use case.
Reconcile Negative Disbursements with a Disbursement Summary Report: Reconcile your account charges under Net Billing using the Reconcile Negative Disbursements with a Disbursement Summary Report use case.
Generate a Monthly Transactions Report: Get detailed transaction activity for your business using the use Generate a Monthly Transactions Report 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.

Conclusion

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

References

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