Use Case: Verify Transaction Activity with the Transaction Details Report

You can use the Transaction Details report to verify specific transaction activity from Merchants. This tutorial will walk you through the steps to generate a Transaction Details report and use the data to view and verify transaction activity within your portfolio.

View of the Create Reports page set to generate a Transaction Details report with all applicable Advanced Filters.

Objective

Verify Merchant transaction activity and behaviors in your portfolio using the Transaction Details report.

Audience

Facilitators
Referrers
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.

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.

Verify Merchant Transaction Activity

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 Transaction Details Report

Step 1: From the Select Report dropdown, select Transaction Details.
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 the date range for the transaction activity you’d like to review.
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 Users, Divisions, or Merchants.
Step 6: (Optional) Click Advanced Filters in the upper right to set your preferred data sources and add the following filters to the Transaction Details report. See the table below for available filters.

Click here to see all applicable Advance Filter options for the Transaction Details Report

Note: It is recommended to include all data (default) to help verify all transaction activity when reviewing your portfolio.

Advanced Filter	Description	Filter/Data Options
Platform	Include the platform column in the report and filter transactions by platform processor.	All Vantiv VCore
Date Field	Deciding what the “Date” field value will represent for listed transactions (Created by default)	Created Captured Settled
Include Blocked	Whether or not to include blocked transactions in the report (Checkbox. Unchecked by default).	Yes (Checked) No (Unchecked)
Payment Methods	Select the payment methods you’d like to include (you can select more than one).	Amex Visa Mastercard Diners Discover Debit Personal Checking Personal Savings Business Checking Business Savings
Cardholder Info	Select the cardholder info you’d like to include (you can select more than one).	Cardholder Company Card Address City State Zip Phone Email
Transaction Info	Whether or not to include the Order ID with listed transactions in the report.	Order ID
Transaction Types	Select the transaction types you’d like to include (you can select more than one).	Sale Auth Capture Reverse Auth Refund eCheck Sale eCheck Refund eCheck Presale eCheck Prefund eCheck Redeposit
Status	Select the transaction statuses you’d like to include (you can select more than one).	Pending Approved Failed Captured Settled Returned

Step 7: Click the Generate Report button to begin generating your Transaction Details Report.
Step 8: (Optional) 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 for review outside of the Portal and import it into your preferred accounting software.

Result: You have generated the Transaction Details Report and are ready to review your transaction activity.

3: Verify Transaction Activity

Step 1: Sort or filter the Merchant column to group listed transactions by Merchant.
Step 2: Use the Date, Type, and Net columns to identify any discrepancies in amounts, or identify a trend in negative Merchant activity, such as large amounts in the Refunded column.
Step 3: Review transactions for accuracy for reported Merchants and identify positive or negative trends in their activity.
- No Discrepancies: If there are no discrepancies in the disbursment totals, you can finalize and complete your transaction activity review.
- Transaction Discrepancy or Negative Activity: If you identify any discrepancies in amounts for listed transactions, review your advanced filters and ensure any transactions that have not been settled or batched can be included.
Step 4: Using the corresponding Date, Merchant ID, and Merchant Name column information, investigate and resolve any issues, coaching Merchant behaviors that normally result in negative transaction activity including chargebacks and refunds.

Note: If you identify any calculation errors from the platform, contact Support for assistance in resolving the error.

Result: After resolving any discrepancies, and working with Merchants to adjust any negative behaviors, you can finalize your transaction activity review and compare the overall total of the NET column value against your or your Merchants' available balance.

Next Steps

Once you’re done reviewing the transaction activity, review the following use case guides for additional information on related topics:

Retrieve Active Merchant Account Balances: Generate a report to review all active Merchant account balances using the Retrieve Active Merchant Account Balances 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.
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.

Conclusion

Through regular transaction activity reviews for your Merchants, you’ll be able to quickly identify trends in Merchant behavior and assist in your reconciliation process by verifying your Merchant’s amounts, followed by your payout totals.

References

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