Use Case: Retrieve Active Merchant Account Balances

You can see the account balances for each Merchant account in your portfolio at one time. This is useful for internal reporting and Merchant metrics tracking such as sales volume. This tutorial will walk you through the steps to generate a Balance Details report with the appropriate settings to see Merchant balances across your portfolio at once.

Objective

Generate a Balance Details report to see all active Merchant balances at once.

Prerequisites

Prerequisites:

• You must have a fully boarded Payrix account to perform any of the actions described in the use case guides.

Warnings

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

Warning: Running too large of a date range may cause delays in generation and make consolidating Merchant totals more difficult.

Tips

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

Tip: It’s best to perform this use case using a daily date range (“Today” or “Yesterday”) to make the totaling consolidation process easier.

Additional Resources

See the tips below to help you get started.

• See Reporting Values for a table with descriptions of data shown on various reports to help better interpret the report for reconciliation.

Retrieve Active Merchant Account Balances

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 Users 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, select Today.

• 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.

Note: To view all your Merchant balances in the same report, do not adjust any Filter By or Advanced Filter settings.

• Step 5: Click the Generate Report button to begin generating your Balance Details Report.

• Step 6: 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.

3: Sorting Balances by Merchant

• Step 1: In Excel, (or another spreadsheet software) create an A to Z sorting filter on the Entity column, grouping each Merchant’s entries by Merchant.

• Step 2: Insert a new row below each grouping of Merchant entries.

• Step 3: Create a SUM function in the blank row under the Total column to calculate the daily balance of each Merchant.

Result: With the resulting totals of each Merchant’s entries, you can quickly identify top-performing Merchants by balance or see trends of other Merchants with low volume or balances daily.

Next Steps

Once you have validated the daily balance of each Merchant in your portfolio, review the following use case guides for additional information on related topics:

• Verify Transaction Activity with the Transaction Details Report: Review and verify the details of transaction activity in your portfolio using the Verify Transaction Activity with the Transaction Details Report use case.

• Generate a Monthly Transactions Report: Get detailed transaction activity for your business using the use Generate a Monthly Transactions Report case.

• 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 Granular Balance Details Report: Create a consolidated view of the Balance Details Report and Statement Details Report for Merchants on Daily Statement (Gross) Billing using the Create a Granular Balance Details Report 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 (Gross) 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.

• Schedule Reports for Regular Email Delivery: Set up your favorite Quick Reports to be generated and sent to your email regularly using the Schedule Reports for Regular Email Delivery use case.

• 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.

Conclusion

After generating the Balance Details report and performing the validation of Merchant balances, you’ll have a clearer understanding of the financial health of your Merchant portfolio as a whole.

References

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

• Reporting Values

• Reports page

• Verify Transaction Activity with the Transaction Details Report

• Schedule Reports for Regular Email Delivery

• Reconcile Disbursements with a Disbursement Summary Report

• Reconcile Negative Disbursements with a Disbursement Summary Report

• Generate a Monthly Transactions Report

• Balance Daily Disbursements

• Create a Granular Balance Details Report

• Create a Statement Billing Details Report

• Create a Net Billing Details Report