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Payments Page

Menu Location: Payments (main)

Last Updated: 2026-08-27

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

Enter Checks button:

Jumps straight to Payment Entry to record a check, online bill pay, COD, cash, or bank account payment for a customer without leaving the transactions list.

Editing a Transaction:

Click the wrench icon on a transaction row to open the Edit Transaction window. From here you can change the transaction type, amount, note, and status.

For payment types that involve a check or reference number, including COD, Check, Invoice, Mail Check (Online Bill Pay), and EBT, a Check # field appears next to the Transaction Type dropdown so you can record or update the reference number. Switching the Transaction Type dropdown shows or hides the Check # field automatically. The value is saved to the transaction's linked check/credit record.

Entering a Check Payment (per-row):

A pending transaction that is Check, COD, Cash, or Mail Check (Online Bill Pay) shows an Enter Payment button (money icon) in its row. Clicking it opens the Enter Check Payment modal, showing the customer, their account balance, and the amount due on that order. You enter the check amount, optionally a check number and note, and can choose to apply the customer's account balance toward the order first. If the check amount is more than this order needs, the leftover is applied to the customer's other pending orders (oldest first); any amount still left after that is credited to the customer's account balance. If the check (plus any balance applied) only covers part of the order, the paid portion is booked as its own completed payment row so it counts in the day's payment totals, and the original transaction stays pending for the remaining balance with a purple partial badge. When the cascade marks other pending rows on the page complete, those rows update to "complete" in place along with the row you just entered, without a page refresh.

Searching Transactions:

The search box above the transaction list matches against:

  • Customer first name, last name, or business name
  • Order #, payment ID, or exact payment amount (when the search term is a number)
  • The note on the payment
  • The check number and note on a linked check/credit entry
  • The transaction gateway details (e.g. processor response text)

If your search term matches one or more entered checks, a checks matching panel appears above the results listing the check number, customer, amount, date entered, and note. Each check number links through to the Checks Entered report for full detail, and the panel header links to the same report pre-filtered by your search term.

The CSV button exports the currently displayed transactions to a spreadsheet. It carries the filters applied on screen (payment type, status, week, route, delivery day, promotion tag, box type, paid status, transaction note, and customer), so the export matches what the page is showing.

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

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.

Recent Updates

2026-08-27

The CSV export on the Payments page now downloads in UTF-8 with BOM, so Excel opens the file and splits each field into its own column. Previously the export was UTF-16, which Excel only auto-split on tabs, dumping every row into one column.

2026-08-22

The CSV export button on the Payments page now honors the filters shown on screen (payment type, status, week, route, delivery day, promotion tag, box type, paid status, transaction note, and customer). Previously the CSV export ignored the on-screen filters and always fell back to the default pending/failed card list.

2026-08-13

Entering a check (or balance plus check) that only partially covers an order now books the paid portion as its own completed payment row, so partial check amounts show up in the day's payment totals instead of being left out. The original transaction stays pending for the remaining balance with a purple partial badge.

2026-08-12

When entering a check payment that cascades leftover funds to a customer's other pending orders, those sibling rows now flip to "complete" in place on the transactions table, same as the row you entered the payment on, instead of staying on "Process" until the page is refreshed.

2026-07-23

Added a Check # field to the Edit Transaction window. It appears for COD, Check, Invoice, Mail Check (Online Bill Pay), and EBT transaction types, letting you record or update the check/reference number directly from the transaction edit view.

Added an Enter Checks button next to Create/Process Transactions, linking directly to Payment Entry.

Transaction search now also matches check number, check note, and business name, and a checks matching panel appears above the results when your search term matches entered checks, linking through to the Checks Entered report.

End of Documentation

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