Use Case: Create a Statement Billing Details Report

As a Merchant on Statement (Gross) Billing, you can use the Disbursement Summary Report and Statement Details Report to create a Statement Billing Details Report, providing a unified view of the statement billing information to streamline the analysis and reconciliation of Statement Billing. This tutorial walks you through the steps to generate and consolidate the Disbursement Summary Report and Statement Details Report to create a Statement Billing Details Report.

Objective

Consolidate a Disbursement Summary Report and Statement Details Report into a Statement 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.
You must have Microsoft Excel or another spreadsheet software.
You must be a Merchant on Statement (Gross) Billing.

Warnings

Warning: Carefully verify data columns when consolidating the source 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.

Balance a Daily Disbursement

Ensure that you complete all steps in the following sections.

Access the Reports Page

Click the PLUS icon next to Reports in the left 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 Disbursement Summary 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.

Configure your Disbursement Summary Report

From the Select Report dropdown, select Disbursement Summary 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 Add Template.
(Optional) In the Filter By dropdown, add a filter for Divisions, Merchants, or both.
Click Generate Report to begin generating your Disbursement Summary 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.

Consolidate into a Statement Billing Details Report

Create a new Excel file called Statement Billing Details Report.
Paste the Disbursement Summary Report data into the new file:

Required Disbursement Summary Report columns and data

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 disbursement
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

Add new columns in the file to create space to the right of each column pasted from the previous step.
Paste the Statement Details Report data into the 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 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 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: The Disbursement ID of the payout, an event line item
Disbursement ID–Payout Status: Status of the disbursement payout

Align each column with the corresponding title to ensure the data is correctly lined up. For example, align Date next to Date, Fee Amount next to Fees, and so on.
Delete any duplicate data to complete consolidation.

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

Next Steps

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

Verify Transaction Activity with the Transaction Details Report: Use the Transaction Details report to see more details about specific transaction activity that makes up your sales.

Conclusion

After the report is created, you now have a unified view of your statement billing information in a single spreadsheet.

References

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