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Payments Page Documentation

Menu Location: Payments (main)

Access Level: Manager and above

Last Updated: 2026-03-01

Overview

The Payments main page serves as the central hub for all payment-related functions, providing quick access to payment transactions, tax management, driver tips, and payment reports.

Primary Functions:

  • Quick navigation to payment subsections
  • Overview of payment system status
  • Access to billing reports
  • Tax configuration and reports
  • Driver tip management
  • Payment transaction history

Page Layout

Header Section

  • Page Title: Payments Overview
  • Quick Stats Dashboard: Key payment metrics

Quick access cards to all payment-related pages

Recent Activity

Summary of recent payment transactions and important alerts

Payment System Sections

Billing & Transactions

Billing Payment Transactions:

  • View all credit card and check transactions
  • Generate payment reports by date range
  • Filter by payment status
  • Export transaction data
  • See payment trends with charts

When to Use:

  • Monthly revenue reporting
  • Reconciling bank statements
  • Tracking payment failures
  • Analyzing payment patterns

Tax Management

Tax Configuration Pages:

  • State Tax: Configure state-level sales tax rates
  • County Tax: Set county tax rates
  • City Tax: Configure city-specific taxes
  • Zip Code Tax: Set zip-level taxes for special districts

Tax Reports:

  • Generate tax collection reports
  • Break down by jurisdiction
  • Prepare for tax filing
  • Audit tax calculations

When to Use:

  • Monthly/quarterly tax filing
  • Setting up new service areas
  • Updating tax rates after changes
  • Compliance audits

Driver Management

Driver Tips:

  • Track customer tips by driver
  • Configure tip percentages
  • Manage weekly payouts
  • View tip trends

When to Use:

  • Weekly driver payout processing
  • Adjusting tip options for customers
  • Tracking tip adoption
  • Driver compensation management

Quick Access Features

Payment Status Dashboard

Real-Time Metrics:

  • Today's payment total
  • This week's revenue
  • This month's revenue
  • Failed payments count (requires attention)
  • Pending transactions

Color Coding:

  • Green: All systems normal
  • Yellow: Minor issues requiring attention
  • Red: Critical issues (failed payments, etc.)

Recent Payment Activity

Last 10 Transactions:

  • Transaction time
  • Customer name
  • Payment type
  • Amount
  • Status
  • Quick actions (view details, refund)

Click any transaction to:

  • View full details
  • Access customer account
  • Issue refunds
  • Review payment method

Payment Alerts

Common Alerts:

  • Failed Payments: Require follow-up
  • Pending Transactions: Awaiting processing
  • Refund Requests: Need approval
  • Disputed Charges: Require investigation
  • Configuration Issues: Tax or payment setup problems

Common Use Cases

Use Case 1: Daily Payment Review

Goal: Quick morning check of payment status

Steps:

  1. Navigate to Payments page
  2. Review dashboard metrics
  3. Check failed payments count (yellow/red alert)
  4. Review recent activity list
  5. Address any failed payments
  6. Verify yesterday's totals match expectations

Daily Checklist:

  • [ ] Review failed payments
  • [ ] Check pending count
  • [ ] Verify revenue metrics
  • [ ] Address alerts
  • [ ] Follow up on refund requests

Use Case 2: Weekly Revenue Summary

Goal: Prepare weekly revenue report for management

Steps:

  1. Go to Payments page
  2. Note "This Week" metric
  3. Click "Billing Payment Transactions"
  4. Set date range to this week
  5. Select Weekly frequency
  6. Generate report
  7. Export for management
  8. Compare to previous week

Use Case 3: Failed Payment Follow-Up

Goal: Contact customers with failed payments

Steps:

  1. Check Payments dashboard
  2. Note failed payments count (red alert)
  3. Click failed payments alert
  4. Review list of failed transactions
  5. Click each customer name
  6. Update payment method or contact customer
  7. Retry payment processing
  8. Monitor dashboard until alert clears

Use Case 4: Monthly Tax Preparation

Goal: Prepare for monthly tax filing

Steps:

  1. From Payments page, click "Tax Reports"
  2. Set date range to last month
  3. Generate Summary report
  4. Review state/county/city breakdowns
  5. Export report
  6. Provide to accountant
  7. File taxes by deadline
  8. Return to Payments page to verify next month

Use Case 5: Configure New Market Taxes

Goal: Set up taxes for expansion to new state

Steps:

  1. Go to Payments page
  2. Click "State Tax"
  3. Add new state with rate
  4. Click "County Tax" (if applicable)
  5. Add counties in new state
  6. Click "City Tax" (if applicable)
  7. Add cities with local taxes
  8. Return to Payments page
  9. Test order in new state
  10. Verify correct tax application

Payment Reports Section

  • Billing Payment Transactions
  • Tax Reports
  • Revenue Analytics
  • Payment Method Analysis

Tax Configuration Section

  • State Tax
  • County Tax
  • City Tax
  • Zip Code Tax

Operations Section

  • Driver Tips
  • Refund Management
  • Payment Settings

Administrative Section

  • Payment Gateway Settings
  • Email Notifications
  • Audit Logs

Permissions & Access

Required Access Level: Manager or higher

Access Level Capabilities:

  • Manager: View reports, process refunds, review transactions
  • Administrator: All Manager + tax configuration, payment settings
  • Kiva Admin: All features + gateway configuration, system settings

Restricted Features:

  • Tax Configuration: Requires Administrator
  • Gateway Settings: Requires Administrator or Kiva Admin
  • System-Wide Settings: Requires Kiva Admin only

Best Practices

Daily Operations

  1. Review dashboard each morning
  2. Address failed payments within 24 hours
  3. Monitor pending transaction count
  4. Check for unusual activity or patterns
  5. Respond to payment alerts promptly

Weekly Management

  1. Generate weekly revenue report every Monday
  2. Review week-over-week trends
  3. Process driver tip payouts
  4. Reconcile with payment gateway
  5. Update forecasts based on trends

Monthly Responsibilities

  1. Generate tax reports on 1st business day
  2. File taxes by deadline (typically 20th)
  3. Reconcile monthly with accounting
  4. Review payment method trends
  5. Audit failed payment patterns
  6. Update payment policies if needed

Quarterly Reviews

  1. Analyze payment method preferences
  2. Review tax configuration accuracy
  3. Audit compliance with regulations
  4. Assess payment gateway fees
  5. Plan for upcoming changes
  6. Consult with accountant

Security

  • Review payment logs regularly
  • Monitor for suspicious activity
  • Keep payment methods updated
  • Ensure PCI compliance
  • Train staff on payment security
  • Document all refunds and adjustments

Troubleshooting

High Failed Payment Rate

Symptoms:

  • Dashboard shows red alert
  • Many failed transactions
  • Increase in failed payment count

Investigation:

  1. Review failed payment list
  2. Check if concentrated to one payment method
  3. Verify payment gateway status
  4. Check for system-wide issues
  5. Review error messages

Common Causes:

  • Payment gateway outage
  • Expired customer credit cards
  • Bank declines due to fraud detection
  • Incorrect payment information
  • Daily/monthly card limits reached

Solutions:

  • Contact payment gateway support
  • Notify customers to update cards
  • Retry failed payments after 24 hours
  • Update customer payment methods

Dashboard Metrics Not Updating

Symptoms:

  • Today's total shows old data
  • Recent activity not refreshing
  • Metrics stuck at previous values

Solutions:

  1. Refresh browser page (Ctrl+F5)
  2. Clear browser cache
  3. Check if in correct timezone
  4. Verify payment processing is active
  5. Contact support if persists

Cannot Access Subsection

Symptoms:

  • Click link to Tax Reports or other subsection
  • Page won't load or shows error
  • Access denied message

Check:

  1. Verify you have required permission level
  2. Confirm feature is enabled for your account
  3. Try different browser
  4. Clear cookies and cache
  5. Contact administrator if restricted
  • Billing Payment Transactions - Detailed payment reports
  • Tax Reports - Tax collection and filing
  • Driver Tips - Driver tip management
  • Customer Detail - Individual customer payments
  • Orders - Order-level payment information

Typical Workflow:

  1. Start at Payments page (daily overview)
  2. Click subsection for specific task
  3. Complete task (run report, configure tax, etc.)
  4. Return to Payments page
  5. Move to next task

Quick Reference Card

Task Action/Location
Daily payment check Review dashboard metrics and alerts
View failed payments Click red failed payments alert
Weekly revenue Click "Billing Payment Transactions"
Tax filing Click "Tax Reports", generate report
Configure new tax Click appropriate tax type (state/county/city)
Driver payouts Click "Driver Tips"
Recent transactions Scroll to Recent Activity section
Payment settings Navigate to Settings subsection

FAQs

How often should I check the Payments page?

Daily is recommended, especially to monitor failed payments and catch issues early. Some businesses check multiple times daily during high-volume periods.

What's the difference between Payments page and Billing Payment Transactions?

Payments page is the overview/dashboard. Billing Payment Transactions is the detailed report page with date ranges, exports, and in-depth analysis.

Why don't my metrics match my bank deposits?

Metrics show when payments were processed in the system. Bank deposits may be delayed by 1-3 business days depending on your payment gateway. Also check for refunds, fees, and chargebacks.

Can I customize which metrics appear on the dashboard?

Dashboard metrics are standard across all users. Contact your system administrator if you need custom reporting or additional metrics.

What causes failed payments?

Common causes: expired credit cards, insufficient funds, fraud detection triggers, incorrect card information, daily/monthly limits, and temporary bank declines. Follow up with customers to update information.

How do I give someone access to view payments but not change tax settings?

Assign them Manager role. Managers can view payment reports but cannot modify tax configuration (requires Administrator role).

End of Documentation

For additional help, contact your system administrator or Kiva Logic support.