Report - E-Payments Log

Introduction

The E-Payments Log report is a comprehensive financial tool designed to track and analyze the history of electronic payment transactions within your organization. Its primary purpose is to provide a detailed log of automated payments, such as Direct Debits and recurring Credit Card charges, allowing you to verify successful collections and identify failed transactions.

• This report provides key insights into the financial health of your recurring billing. It allows you to view transaction statuses, error codes returned by payment providers, and member contract details associated with each payment.

• This report is best for Finance Managers, Club Managers, and Administrative Staff who are responsible for reconciling bank statements, managing debt collection, and overseeing the success rates of recurring membership billing.

Before You Start

To generate this report, you must first ensure your user role has the necessary system permissions.

1. Navigate to PGM -> Clubs -> System Permissions.

2. Select the Employee Role (e.g., Club Manager, Accountant) that requires access to this report.

3. Locate the Reports section within the permissions list.

4. You can find this specific report by searching within the 'Finances' category.

5. If you cannot find it immediately, use the search bar at the top of the permissions window and type "E-Payments Log".

6. Ensure the permission is checked and save your changes.

Fast lane

This section offers a brief overview of the steps. The following sections contain more detailed information.

1. Navigate to the report section: PGM / Reports / All.

2. Locate the report using the search bar or by filtering the 'Finances' category.

3. Click the report name to open the generation screen.

4. Configure the filters.

5. Generate the report.

Instruction

How to generate the report

1. Locate the Report

   • Use the Search Bar at the top of the page and type E-Payments Log.

   • Alternatively, use the category filters on the left by checking the Finances category.

2. Click on the report name to open the generation screen.

3. This will display the filters that can be used to generate the report:

   • Club: Select a specific club to view transactions for that location only. You can also select 'All' to view data across the entire organization.

   • Date Since: Select the start date for the range of transactions you wish to view. This filters by the date the payment was processed.

   • Date Until: Select the end date for your transaction range.

   • Contract Type: Filter by the frequency of the billing.

     • Example: Select 'Weekly' for weekly/fortnightly contracts or 'Monthly' for monthly billing cycles.

   • Payment Status: Filter by the outcome of the transaction.

     • Example: Select 'All' to see everything, 'Ok' for successful payments, or 'Error' to see only failed payments.

   • E-Payment Provider: Choose a specific payment gateway to see transactions processed only by that provider. Default is 'All'.

   • Payment Plan Type: Select a specific membership plan type if you wish to analyze the performance of a specific product (e.g., "Contract").

4. Press XLSX to generate the report.

Report Extract

The report generates a worksheet titled Report_EPaymentsLog. Below is a detailed explanation of the columns available in this tab.

Worksheet: Report_EPaymentsLog

• Club Name: The name of the club where the member is based.

• User Number: The unique identification number assigned to the member.

• Member Name: The first name of the member.

• Member Last Name: The last name of the member.

• Payment Date With Time: The specific date and time the payment transaction was attempted or processed.

• Contract Sign Up Date: The date the member originally signed their contract.

• Contract Start Date: The date the membership contract officially began.

• Amount: The total gross amount of the transaction.

• Amount Netto: The net amount of the transaction (excluding tax).

• Status: The processing status of the transaction.

  • Example: This will display 'Ok' for successful payments or 'Error' for failed attempts.

• Is Reverse: Indicates if the transaction is a reversal (refund or chargeback).

  • Example: If the value is 'True', the money was returned to the customer.

• Code: The message or error code returned by the payment provider. This is critical for understanding why a payment failed (e.g., "Insufficient Funds").

• Provider Name: The name of the payment gateway used (e.g., "Payment Provider").

• Provider Tx Id: The unique transaction ID assigned by the payment provider for tracking purposes.

• Provider Type: Indicates the method of payment.

  • Example: 'CC' indicates Credit Card, while 'DD' indicates Direct Debit.

• Membership Status: The current status of the member's contract.

  • Example: If the status in the system is 'Current', this column will show 'Live'.

  • Example: If the status is 'Freezed', this column will show 'Freeze'.

  • Example: If the status is 'Ended', this column will show 'Cancelled'.

• Contract Balance: The member's current financial balance on their contract.

• Phone: The member's mobile phone number.

• Email: The member's email address.

• Bank Name: The name of the bank associated with the payment method.

  • Note: For credit cards, this may include masked details for security (e.g., "*** Bank”).

• Credit Card Info: Specifies the type of card used.

  • Example: This will display 'Debit' or 'Credit' depending on the card type.

• Contract Tx Type: Describes the nature of the transaction relative to the contract (e.g., Automatic, Manual).

• Payment Plan: The name of the specific payment plan the member is on.

• Payment Plan Type: The category of the payment plan.

• Payment Interval: The frequency of the payment (e.g., "1 Month").

• Receipt Number: The internal receipt number generated by the system for successful payments.

• Receipt Date: The date the receipt was generated.

• Invoice Number: The invoice number associated with this payment, if applicable.

• Provider Internal Payment Id: An internal reference ID used by the provider system.

• Payment System Type: The specific system type used for the transaction processing.

Hints

• Data Volume Warning: This report processes a significant amount of data. If the report attempts to pull more than 500,000 records, you will receive an error message: "Too many records in report. Please add more filters." If this happens, try shortening your Date Since and Date Until range.

• Online vs. Automated: This report is specifically designed to show logged electronic payments (batch processing). It explicitly filters out ad-hoc online payments (transactions where IsOnline is true are excluded), focusing on your scheduled recurring billing.

• Tax Columns: Depending on your region and configuration, additional columns showing specific Tax Rates and Tax Values may appear dynamically between the "Amount Netto" and "Status" columns.