Payment Processing reports

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Your Payment Processing reports will give you all the information you need on credit card transactions, and basic information on the ACH, PAP, and direct debit transactions that run through your software. There are four reports in this section:

Approved Transactions

To find the report: Hit the Reports tab and choose Payment Processing from the tabs on the left. To narrow the list, select CC & ACH Management from the filters, and then click Approved Transactions to open the report. You can always use the search bar at the top right to search for Approved Transactions by name. If you use this report often, then consider making it one of your favorites

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The Approved Transactions report will show all credit card transactions that have not yet been settled. Because these transactions have not yet been settled they can still be voided.

Note: Ezidebit customers who do not have “Real Time” processing will not be able to use this report. All of your transactions will appear under “Pending Transactions."

When a credit card transaction is processed (e.g., keyed, swiped, or run via autopay or in the online store) it is “approved.” This means that the following steps have taken place:

  1. The validity of the account has been verified.
  2. Availability of funds has been confirmed.
  3. Funds have moved from “available” to “pending” in your customer's account. This means that a hold has been placed on the amount of money charged—the customer will not have access to these funds in his or her account.
When you first arrive on this page, you will see a Quick Reference section; this shows you a summary view of all your approved transactions. 
 

 

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As you click on each section of the Quick Reference, the details of the transactions under each of those sections (i.e., Amex, Visa/MC, and Discover) will appear in the lower portion of the page.

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Once these transactions settle, they will move from this report to your Settled Transactions report.

Notes:

  • Pre-Auth Codes Expire in 7–10 Days: Pre-authorization codes are good for 7–10 calendar days. If approved transactions are not batched and settled within this timeframe, the pre-authorization will expire. The transaction must be re-run, and the original transaction must be voided from the client's purchase history.
  • "Void Checked Transactions" link: This link only voids the credit card transaction itself; it does not void the pricing option or contract that was sold. If you click this link your customer will not be charged, but will still get the service that he or she originally purchased.
 

Pending Transactions

Report's location: Hit the Reports tab and choose Payment Processing from the tabs on the left. To narrow the list, select CC & ACH Management from the filters, and then click Pending Transactions to open the report. You can always use the search bar at the top right to search for Pending Transactions by name, and if it’s a report you use often then consider making it one of your favorites

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This report will show you all ACH, ELV or direct debit transactions that have not yet been funded, PAP transactions that have not yet been sent to the bank or have not yet been funded, and all open credit card tickets. 

ACH Transactions (MINDBODY Processing, Transfirst and Elavon)

These transactions have been sent to the client’s bank, but have not yet been funded (we have not received notice from the bank that there are funds available and the banking details are legitimate). The status of these transactions will be “Pending.”

When we receive notice that the transactions have been funded, they will move from this report to your Settled Transactions report.

If we receive notice that the transaction was rejected for any reason, it will move from this report to your Voided/Rejected Transactions report.

Direct Debit Transactions (Ezidebit)

These transactions have been sent to the client’s bank, but have not yet been funded (i.e, MINDBODY has not received notice from the bank that the account is legitimate and funds are available). The status of these transactions is “Pending.”

Once we receive notice that the transactions have been funded, they will be considered settled. Once transactions have been settled, you will need to go to the Settled Transactions report to view them.

If we receive notice that a transaction has been rejected for any reason, it will move from this report to your Voided/Rejected Transactions report.

PAP Transactions (RBC)

You will see two types of PAP transactions on this page, Pending and Sent To Bank: 

    • Pending transactions have not yet been sent to the bank, you must manually send these to the bank to charge your clients and receive these funds. Once you send these files to the bank, the status will change to “Sent To Bank.”
    • Sent to Bank transactions have been sent to the client's bank, but have not yet been funded (we have not received notice from the bank that there are funds available and the banking details are legitimate). Once we receive notice that the transactions have been funded, the transactions will move from this report to your Settled Transactions report.

If less than 25% of a batch is rejected, we receive this information from RBC, and the transactions will move from this report to your Voided/Rejected Transactions report.

If 25% or more of your batch is rejected, we do not receive this information from RBC and the transactions will stay in “sent to bank” status. RBC should be contacting you directly with more information on why this batch was rejected. Once the information is corrected, please contact MINDBODY to have this batch reset to “Pending.”

Note:

    • Do not have RBC send part of your batch through. It is easiest to have them reject an entire batch, fix the mistakes and resend to RBC all together. 

Open Credit Card Tickets (MINDBODY Processing - Transfirst and Elavon) 

These transactions should still be appearing in your Retail (Point of Sale) screen. This means that you have saved a ticket with a pre-auth on a card or a ticket is waiting for you to fill in a tip. Once you close out the ticket from your Retail screen, these transactions will move to your Approved Transactions report and process as normal. 

Note:

    • Pre-Auth Codes Expire in 7–10 Days: Pre-authorization codes are good for only 7–10 calendar days. If credit card transactions that are open or approved are not closed and batched within this timeframe, the pre-authorization will expire. If this happens, the transaction must be re-run, and the original transaction must be voided from the client's purchase history.
 

Voided/Rejected Transactions

Report's location: Hit the Reports tab and choose Payment Processing from the tabs on the left. To narrow the list, select CC & ACH Management from the filters then click Voided/Rejected Transactions to open the report. You can always use the search bar at the top right to search for Voided/Rejected Transactions by name, and if it’s a report you use often then consider making it one of your favorites

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The Voided/Rejected Transaction report will show you all your voided transactions (credit card, ACH & PAP),  your rejected ACH, PAP, ELV & Direct Debit transactions, and your “open” credit card transactions that have an expired pre-auth. You can filter this report by location and payment type.

Voided Transactions

These are all credit card, ACH, and PAP transactions that have been voided by you or your staff. The status of these transactions will be “Approved (Voided)” or “Approved (Sale Returned).”

Note:

    • If you are processing through Ezidebit or Telego you do not have the ability to void any type of transaction.

Rejected ACH, PAP & Direct Debit Transactions

These are transactions that have been rejected from your customer’s bank for various reasons (e.g., insufficient funds, an incorrect bank account or routing number, stopped payment, etc). The status of these transactions will vary depending on why it was rejected; common statuses will say something along the lines of Returned, Declined, Rejected, Dishonored, etc.

To find out more information about these transactions, check your ACH reporting system.

    • MINDBODY Processing Transfirst: ACH – Transaction Central
    • MINDBODY Processing Elavon: ACH – TTech ACHNow Gateway
    • RBC: PAP – RBC Express (contact RBC for more information)
    • Ezidebit: Direct Debit – Ezidebit Portal (contact Ezidebit for more information)

Expired “Open” Credit Card Transactions 

These are credit card transactions that were on an open ticket that hasn't closed for 10 days, so it has expired.  The status of these tickets will be “Open (Voided).” 

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Settled Transactions

This report will show you all of your settled credit card and debit (e.g., ACH, PAP, ELV, direct debit) transactions in summary or detail view. If you need to locate a charge, but can't find it in your client's purchase history, then you can search by the last four digits of the credit or debit account used to complete the sale. 

Report's location: Hit the Reports tab and choose Payment Processing from the tabs on the left. To narrow the list, select CC & ACH Management from the filters then click Settled Transactions to open the report. You can always use the search bar at the top right to search for Settled Transactions by name. If you use the report often, then consider making it one of your favorites

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Summary view (default)

This will show you the credit card batch amounts (which are also your deposit amounts) and the date these transactions settled in MINDBODY. If you have Smartbatching enabled, all credit card transactions will settle one day after the sale date. 

This will also show you a summary view of your ACH transactions, though you should use your ACH reporting tool for more accurate information on ACH deposits.

Detail view

This will show you each individual transaction that was settled. Details include the date settled, the client's name, the transaction amount, the card type, and the last four digits of the card charged. 

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Permissions that control access to this report

To view and run these reports, the following permission must be enabled for you or your staff's login group:

  • View AutoPay schedule and history
  • View Merchant Account Transactions
  • Settle credit card transactions

To grant or restrict access to this report, just hit the Home tab and select Staff from the submenu. Choose Tools at the top right and click on Staff Permissions.

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  1. Select a permission group from the dropdown menu.
  2. Click on Client Permissions.
    • Check or uncheck the box for the "View AutoPay schedule and history" for all payment processing reports, excluding the Settle Transactions report.
  3. Click on Payment Processing Permissions.
    • Check or uncheck the box for the "View Merchant Account Transactions" to allow your staff to run the Approved Transactiosn report.
    • Check or uncheck the box for "Settle credit card transactions" to allow your staff to view and run the Settled Transactions report.
  4. Click Update.

 










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