Skip to content

Billing Payment Transactions Documentation

Menu Location: Payments > Billing Payment Transactions

Access Level: Manager and above

Last Updated: 2026-03-01

Overview

The Billing Payment Transactions page provides comprehensive reports on all payment activity in your system. View credit card and check transactions by day, week, or month with visual charts and detailed breakdowns.

Primary Functions:

  • Generate payment transaction reports by time period
  • View credit card and check transactions separately
  • Filter by payment status (pending, complete, failed, etc.)
  • Export transaction data for accounting
  • Track payment trends with visual charts
  • Drill down to individual transactions

Page Layout

Header Section

  • Page Title: Billing Reports / Payments
  • Info Alert: Explanation of report functionality

Filter Controls

  • Date Range: From/To date pickers
  • Report Frequency: Daily, Weekly, or Monthly
  • Tagging: Filter by customer tags
  • Status: Filter by payment status
  • Export Button: Export all transactions to CSV

Main Content Area

Visual line chart showing payment trends over time, followed by a detailed table of transactions broken down by date period.

Report Configuration

Date Range Selection

From/To Dates:

  • Select custom date range using date pickers
  • System automatically adjusts ranges based on frequency
  • Weekly reports: Adjusted to Sunday-to-Sunday periods
  • Monthly reports: Adjusted to first-day-of-month periods

Default Range: Last 3 weeks from today

Report Frequency Options

Daily:

  • Shows transactions for each individual day
  • Most granular view
  • Best for recent activity analysis

Weekly:

  • Groups transactions by week (Sunday to Sunday)
  • Chart shows "Week of [Date]"
  • Ideal for weekly reporting cycles

Monthly:

  • Groups transactions by calendar month
  • Chart shows "Month Year" (e.g., "March 2026")
  • Best for monthly accounting periods

Payment Status Filters

All:

  • Shows all transactions regardless of status

Payment Pending:

  • Transactions awaiting processing
  • Not yet collected from customer

Payment Failed:

  • Transactions that were declined or failed
  • Review for follow-up action

Payment Complete:

  • Successfully processed transactions (default)
  • Most common filter for standard reporting

Payment Cancelled:

  • Transactions that were cancelled
  • Refunds or voided payments

Uncollectable Debt:

  • Marked as uncollectable
  • Written off transactions

Tagging Filter

Purpose: Filter transactions by customer segment

Options:

  • VIP: VIP customers only
  • Promotional Tags: Any active promotional tag
  • None: All customers

Report Data & Columns

Summary Table Columns

Column Description Calculation/Source
Date Date or date range of transactions Based on frequency setting
Credit Card Transactions Number of CC transactions Count of credit card payments
Credit Card Total CC dollar amount Sum of credit card payment amounts
Check Transactions Number of check transactions Count of check payments
Check Total check dollar amount Sum of check payment amounts
Total Transactions Combined transaction count CC + Check transactions
Total Combined dollar amount CC + Check totals

Transaction Detail Columns

When clicking a cell to view details:

  • Time: Exact timestamp of transaction
  • Customer: Customer name (clickable link)
  • Status: Payment status icon
  • Payment Type: Credit card or check icon
  • Amount: Transaction dollar amount

Using the Report

Visual Chart

Line Graph Features:

  • Shows payment totals over time
  • Hover to see exact values
  • Trend analysis at a glance
  • Auto-scales to data range

Reading the Chart:

  • Y-axis: Dollar amounts
  • X-axis: Date periods (based on frequency)
  • Peaks indicate high-revenue periods
  • Valleys show slower periods

Clickable Transaction Cells

How It Works:

  1. Click any number in the summary table
  2. Modal window opens with transaction details
  3. View individual transactions for that period
  4. See customer names, timestamps, amounts
  5. Click customer name to view their account

Use Cases:

  • Verify specific transactions
  • Research payment discrepancies
  • Contact customers about failed payments
  • Audit transactions for a specific day/week/month

Export & Download Options

Export All CSV

What's Included:

  • Customer ID
  • Transaction date
  • Amount of purchase
  • State (for tax reporting)

Export Process:

  1. Set desired date range and filters
  2. Click "Export All" button
  3. CSV file downloads automatically
  4. Filename includes date range and timestamp

File Format:

  • CSV format compatible with Excel, QuickBooks
  • UTF-16 encoding for international characters
  • Date format: YYYY-MM-DD

Common Uses:

  • Monthly accounting reconciliation
  • Tax reporting preparation
  • Financial analysis in Excel
  • QuickBooks import

Common Use Cases

Use Case 1: Monthly Revenue Report

Goal: Generate monthly revenue summary for accounting

Steps:

  1. Set From date to first day of month
  2. Set To date to last day of month
  3. Select "Monthly" frequency
  4. Select "Payment Complete" status
  5. Review chart and table
  6. Click "Export All" for accounting records

Example: From: 03/01/2026, To: 03/31/2026, Frequency: Monthly Result: Single row showing March 2026 totals

Use Case 2: Track Weekly Credit Card Processing

Goal: Monitor weekly credit card transaction volumes

Steps:

  1. Select last 8 weeks date range
  2. Choose "Weekly" frequency
  3. Keep default "Payment Complete" status
  4. Review Credit Card columns
  5. Look for week-over-week trends

Tips:

  • Compare week totals to identify patterns
  • Note any significant drops for investigation
  • Track transaction counts vs. dollar amounts

Use Case 3: Failed Payment Follow-Up

Goal: Identify and contact customers with failed payments

Steps:

  1. Set date range to last 7 days
  2. Choose "Daily" frequency
  3. Select "Payment Failed" status
  4. Click transaction counts to view details
  5. Click customer names to access accounts
  6. Update payment methods or contact customers

Use Case 4: VIP Customer Revenue Analysis

Goal: Track revenue from VIP customer segment

Steps:

  1. Set desired date range
  2. Select appropriate frequency
  3. Choose "VIP" from Tagging dropdown
  4. Review totals specific to VIP customers
  5. Export for VIP program analysis

Use Case 5: Reconcile with Bank Statement

Goal: Match system transactions to bank deposits

Steps:

  1. Set date range matching bank statement
  2. Choose "Daily" frequency
  3. Keep "Payment Complete" status
  4. Export CSV for line-by-line comparison
  5. Click dates with discrepancies to drill down
  6. Verify individual transactions

Troubleshooting

Report Shows No Data

Symptoms:

  • Table shows "No events found"
  • Chart is empty
  • Date range appears valid

Solutions:

  1. Verify date range includes order delivery dates
  2. Check payment status filter - try "All"
  3. Remove tagging filter if applied
  4. Expand date range to include more data
  5. Confirm transactions exist in that period

Common Causes:

  • Too narrow date range
  • Wrong payment status selected
  • No transactions in that specific period

Export CSV Fails or Downloads Empty

Symptoms:

  • Export button does nothing
  • CSV file is empty or corrupt
  • Browser shows error

Check:

  1. Verify date range isn't excessively large
  2. Try smaller date range (1 month at a time)
  3. Check browser pop-up blocker settings
  4. Ensure adequate permissions
  5. Try different browser if persistent

If Problem Persists: Contact system administrator with date range details

Numbers Don't Match Bank Deposits

Symptoms:

  • System totals differ from bank statement
  • Missing transactions in report
  • Extra transactions appear

Investigation Steps:

  1. Verify date range matches bank statement exactly
  2. Remember: System uses date_updated (processing date)
  3. Check for pending/failed transactions
  4. Look for cancelled or refunded payments
  5. Click totals to view individual transactions
  6. Export CSV for detailed comparison

Common Causes:

  • Date range mismatch (system vs. bank dates)
  • Pending payments not yet processed
  • Refunds or cancellations
  • Multiple payment gateways
  • Payments - Main payments page overview
  • Driver Tips - Driver tip tracking and distribution
  • Tax Reports - Tax collection and reporting
  • Customer Detail - Individual customer payment history

Typical Workflow:

  1. Start at Billing Payment Transactions for overview
  2. Click transaction to see details
  3. Click customer name to open Customer Detail
  4. Review payment history and account status

Permissions & Access

Required Access Level: Manager or higher

Access Level Capabilities:

  • Manager: View all reports, export data
  • Administrator: All Manager capabilities + advanced filters
  • Kiva Admin: All features + debug options

Best Practices

Daily Operations

  1. Check daily report each morning for failed payments
  2. Follow up on failed payments within 24 hours
  3. Monitor transaction counts for anomalies
  4. Review weekly totals every Monday

Monthly Reporting

  1. Generate monthly report on first business day
  2. Export CSV for accounting reconciliation
  3. Compare month-over-month trends
  4. Archive reports for historical reference

Data Analysis

  1. Use weekly view to spot trends
  2. Track seasonal patterns in revenue
  3. Monitor payment method preferences
  4. Compare VIP vs. regular customer revenue

Reconciliation

  • Match daily totals to payment gateway reports
  • Reconcile monthly with bank statements
  • Document any discrepancies with notes
  • Keep exported CSVs for audit trail

Quick Reference Card

Task Action/Location
View last week revenue From: 7 days ago, To: Today, Frequency: Daily
Monthly revenue report Set frequency to Monthly, select month range
Export for accounting Set date range, click "Export All"
Find failed payments Status: Payment Failed, Last 7 days
View transaction details Click any number in the table
VIP revenue only Tagging: VIP, desired date range
Weekly comparison Frequency: Weekly, last 8 weeks
Daily reconciliation Frequency: Daily, yesterday's date

FAQs

Why do my weekly totals not match the sum of daily totals?

Weekly reports automatically adjust to Sunday-to-Sunday periods, which may not exactly match your custom date range. The weekly view groups transactions by their containing week, not by the exact dates you selected.

What's the difference between transaction count and dollar amount?

Transaction count shows HOW MANY payments were processed. Dollar amount shows the TOTAL VALUE of those payments. Use both metrics together - high count with low total might indicate small average orders.

Can I see individual customer totals?

Not directly on this page. To see customer-level totals, use the Tagging filter to segment by tag, or export the CSV and pivot by customer ID in Excel. For individual customer payment history, visit their Customer Detail page.

How far back can I pull transaction data?

The system stores all historical transactions. However, very large date ranges (multiple years) may cause slow loading or export timeouts. For best performance, limit reports to one year or less at a time.

What time zone are timestamps in?

All timestamps use your system's configured time zone. Transaction times reflect when the payment was PROCESSED, not when the customer placed their order.

Why don't check totals match my deposit records?

The system records check payments when you mark them as paid in the system, not when they're physically deposited at the bank. There may be a time lag between system entry and bank deposit. Also verify you're looking at the correct status (Complete vs. Pending).

End of Documentation

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