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Payment Transactions Documentation

Menu Location: Reports > Payments > Payment Transactions

Access Level: Manager / Administrator

Last Updated: 2026-03-01

Overview

The Payment Transactions report provides comprehensive transaction summaries grouped by time period (daily, weekly, or monthly). It shows credit card and check payment activity with interactive drill-down capabilities to view individual transactions.

Primary Functions:

  • View aggregated payment data across customizable date ranges
  • Toggle between daily, weekly, and monthly reporting frequencies
  • Drill down to view individual transactions within any time period
  • Export all transaction data to CSV for external analysis
  • Filter by payment status (pending, failed, complete, cancelled, uncollectable)
  • Filter by customer tags and promotions

Page Layout

Header Section

  • Page Title: Billing Reports / Payments
  • Export Button: "Export All" - downloads complete transaction dataset as CSV
  • Info Alert: Explains how frequency adjustments affect date ranges

Filter Controls

  • Date Range Pickers: From/To date selection with calendar widgets
  • Report Frequency Selector: Daily, Weekly, or Monthly aggregation
  • Tagging Filter: Filter by VIP status or promotion tags
  • Status Selector: Payment status filter (complete, pending, failed, etc.)
  • Search Button: Applies current filter selections

Main Content Area

  • Morris Line Chart: Visual graph showing payment totals over time
  • Time Frame Display: Shows actual query start and end timestamps
  • Summary Table: Aggregated data with clickable transaction counts
  • Totals Footer: Sum totals across all columns

Date Range & Frequency Controls

Automatic Date Adjustments

Weekly Frequency:

  • Automatically adjusts start date to previous Sunday
  • Adjusts end date to next Sunday
  • Groups all transactions by week

Monthly Frequency:

  • Adjusts start date to first day of month
  • Adjusts end date to last day of month
  • Groups all transactions by calendar month

Daily Frequency:

  • Uses exact dates as specified
  • No automatic adjustments

Date Range Selection

From Date:

  • Calendar picker with manual entry
  • Defaults to 3 weeks ago if not specified

To Date:

  • Calendar picker with manual entry
  • Defaults to current time if not specified or within last 100 hours

Filtering Options

Payment Status Filter

Available Options:

  • All (9999): Shows all payment statuses
  • Payment Pending: Transactions awaiting processing
  • Payment Failed: Failed transaction attempts
  • Payment Complete (default): Successfully completed payments
  • Payment Cancelled: Cancelled payment transactions
  • Uncollectable Debt: Payments marked as uncollectable

Tagging Filter

Available Options:

  • Select tag... (default): No tag filtering applied
  • VIP: Filter for VIP-tagged customers
  • Custom Promotion Tags: Any configured promotion tags in system

How Tagging Works:

  • Links transactions to customers with specific tags
  • Uses promotions_tagging table for tag associations
  • Adds tag badge to page title when active

Report Data & Columns

Column Description Interaction
Date The date/week/month for the aggregation Display only - shows "Week of [date]" for weekly, month name for monthly
Credit Card Transactions Number of credit card transactions Click to open modal with detailed transaction list
Credit Card Total dollar amount from credit cards Click to open modal with detailed transaction list
Check Transactions Number of check transactions Click to open modal with detailed transaction list
Check Total dollar amount from checks Click to open modal with detailed transaction list
Total Transactions Combined count of all transaction types Click to open modal with all transactions
Total Combined dollar amount from all sources Click to open modal with all transactions

Totals Row:

  • Shows sum of each column across all time periods
  • Located in table footer
  • Updates based on applied filters

Transaction Detail Modal

Triggered By: Clicking any number in the summary table

Modal Contents:

  • Header: Shows transaction count
  • Table Columns:
  • Time: Specific transaction timestamp
  • Customer: Customer name with link to profile
  • Status: Payment status (pending, complete, failed, etc.)
  • Payment Type Icon: Credit card or check indicator
  • Amount: Transaction dollar amount

Total Row:

  • Shows count and sum for modal transactions
  • Displayed at bottom of modal table

Payment Type Icons:

  • Credit Card:
  • Check:

Actions & Operations

Search / Generate Report

Purpose: Applies current filter settings and regenerates report

Steps:

  1. Configure date range using From/To pickers
  2. Select desired report frequency (daily/weekly/monthly)
  3. Optionally select payment status filter
  4. Optionally select customer tagging filter
  5. Click "Search" button
  6. Report table and chart refresh with new data

Notes:

  • Frequency selection may adjust your date range automatically
  • Chart displays last several periods in reverse chronological order

Export All Transactions

Purpose: Downloads complete transaction dataset as CSV

Steps:

  1. Configure filters (dates, status, tags)
  2. Click "Export All" button
  3. CSV file downloads automatically

CSV Contents:

  • Customer ID
  • Transaction date (Y-m-d format)
  • Amount of purchase
  • State (from associated order)

File Naming:

  • Format: [Company]_GEN-[DateTime]_TransactionData_[StartDate]_to_[EndDate].csv
  • UTF-16LE encoding with BOM
  • Comma-delimited

Log Entry:

  • Action logged: "Admin downloaded billing-payments transactions export csv"

Visual Chart Display

Chart Type: Morris Line Chart

Data Displayed:

  • X-axis: Time periods (based on frequency)
  • Y-axis: Total payment amounts
  • Points: Individual period totals

Time Period Behavior:

  • Daily: Shows each date with individual totals
  • Weekly: Shows week starting dates (Sundays)
  • Monthly: Shows first day of each month

Chart Features:

  • Reverse chronological order (newest first)
  • Hover to see specific values
  • Responsive to filter changes

Common Use Cases

Use Case 1: Monthly Revenue Summary

Goal: Review total revenue for last complete month

Steps:

  1. Select "Monthly" from Report Frequency dropdown
  2. Enter first day of target month in "From" date
  3. Enter last day of target month in "To" date (system will auto-adjust)
  4. Leave Status at "Payment Complete"
  5. Click "Search"
  6. Review totals row at bottom of table

Example: To see February 2026 revenue, enter 02/01/2026 to 02/28/2026, select Monthly frequency. The system shows all weeks with aggregated totals and grand totals at bottom.

Use Case 2: Identify Failed Payments

Goal: Find all failed payment attempts this week

Steps:

  1. Select "Daily" frequency
  2. Set date range to current week
  3. Select "Payment Failed" from Status dropdown
  4. Click "Search"
  5. Click transaction counts to see individual failures
  6. Contact customers to resolve payment issues

Tips:

  • Failed payments often indicate expired cards
  • Use customer links in modal to quickly update payment info
  • Consider filtering by VIP tag to prioritize high-value customers

Use Case 3: VIP Customer Transaction Analysis

Goal: Track all VIP customer payments in a quarter

Steps:

  1. Set date range to quarter start/end dates
  2. Select "Monthly" frequency for quarterly overview
  3. Select "VIP" from Tagging dropdown
  4. Ensure Status is "Payment Complete"
  5. Click "Search"
  6. Click totals to drill into specific months

Tips:

  • Use monthly view for quarterly trends
  • Export to CSV for deeper analysis in Excel
  • Compare to previous quarters by adjusting dates

Use Case 4: Week-over-Week Payment Comparison

Goal: Compare payment patterns across consecutive weeks

Steps:

  1. Set From date to 8 weeks ago
  2. Set To date to today
  3. Select "Weekly" frequency
  4. Click "Search"
  5. Review the table to identify trends
  6. Note any weeks with unusual patterns

Example: If you notice a drop in week 3, click the transaction counts to identify if specific days or payment types caused the decrease.

Use Case 5: Export All Transactions for Accounting

Goal: Provide complete transaction record to accountant

Steps:

  1. Set date range to accounting period (e.g., fiscal year)
  2. Select "Payment Complete" status
  3. Leave frequency at Daily for maximum detail
  4. Click "Export All" button
  5. Verify CSV download
  6. Forward file to accounting team

Notes:

  • Export includes customer ID, date, amount, and state
  • All monetary values exported with proper formatting
  • File includes date range in filename for easy identification

Troubleshooting

Dates Automatically Changed After Selection

Symptoms: You enter specific dates, but they change when you select weekly or monthly frequency

Solutions:

  1. This is expected behavior - weekly rounds to Sunday boundaries
  2. Monthly rounds to first/last day of month
  3. Use Daily frequency if you need exact date ranges
  4. Note the "Timeframe used in data query" display shows actual dates used

Common Causes:

  • Weekly frequency auto-adjusts to Sunday-to-Sunday
  • Monthly frequency auto-adjusts to full calendar months
  • System ensures complete period reporting

No Data Showing in Table

Symptoms: Filter settings applied but table shows "No events found"

Check:

  1. Verify date range includes actual transaction dates
  2. Check payment status filter - may be too restrictive
  3. Remove tagging filter to see if that's limiting results
  4. Try expanding date range
  5. Verify transactions exist in database for this period

If Problem Persists:

  • Check with system administrator about data availability
  • Verify database connections are functioning
  • Confirm your admin account has proper permissions

Chart Not Displaying

Symptoms: Table loads but Morris chart area is empty

Solutions:

  1. Ensure JavaScript is enabled in browser
  2. Clear browser cache and reload page
  3. Check browser console for JavaScript errors
  4. Verify morris.js and raphael.js libraries loaded

Common Causes:

  • JavaScript library loading failure
  • Browser compatibility issues
  • Network connectivity problems

Export CSV Contains Wrong Data

Symptoms: Downloaded CSV doesn't match expected transaction set

Check:

  1. Verify all filters before clicking Export All
  2. Note that export uses current filter settings
  3. Check Status dropdown - only selected status exports
  4. Verify date range includes expected period
  5. Open CSV in text editor to check encoding

Solutions:

  1. Re-apply filters carefully
  2. Click Search first to preview data
  3. Then click Export All
  4. Use UTF-16LE compatible software to open
  • Revenue Per Customer (billing-revenue-reports.php) - Individual customer payment totals
  • Transaction Reports (transaction-report.php) - Transaction history analysis by customer
  • Customer Info (customer_info.php) - Individual customer details and payment history
  • Order Details (customer_order_info.php) - Specific order payment information

Typical Workflow:

  1. Payment Transactions → View aggregate totals → Drill down to individual transactions
  2. Payment Transactions → Identify high-volume customer → Customer Info page
  3. Payment Transactions → Export data → External analysis → Return for drill-down

Permissions & Access

Required Access Level: PERMISSION_BILLING

Access Level Capabilities:

  • Customer Service: View only (if permission granted)
  • Manager: View and export reports
  • Administrator: Full access to all features and filters
  • Kiva Admin: All features plus access to raw data queries

Restricted Features:

  • None - all features available to users with PERMISSION_BILLING

Best Practices

Regular Monitoring

  1. Check daily for failed payments during peak seasons
  2. Review weekly totals every Monday for prior week
  3. Generate monthly reports for accounting at month-end
  4. Monitor VIP customer transactions for any issues

Data Export

  1. Always verify date range before exporting
  2. Use consistent naming convention for exported files
  3. Archive monthly exports for historical reference
  4. Document any unusual patterns in export notes

Filter Usage

  1. Start with broad filters and narrow down
  2. Use Status filter to isolate problem transactions
  3. Combine tagging with date ranges for targeted analysis
  4. Reset filters between different analyses

Things to Avoid

  • ❌ Don't confuse "Date Created" vs "Date Completed" in payment timing
  • ❌ Don't export without verifying filters first - file will reflect current settings
  • ❌ Don't assume frequency won't change your dates - always check "Timeframe used in data query"
  • ❌ Don't ignore failed payments - address them promptly

Quick Reference Card

Task Action/Location
View this month's revenue Set monthly frequency, select current month dates
Find failed payments Status dropdown → "Payment Failed"
See individual transactions Click any number in the summary table
Export all data Configure filters, click "Export All"
Filter by VIP customers Tagging dropdown → "VIP"
Compare weeks Weekly frequency, 8-week date range
Check payment types Review CC vs Check columns in table
View transaction timeline Check the Morris line chart
Reset to defaults Reload page without filters
Access customer record Click name in detail modal

FAQs

Why did my date range change when I selected weekly/monthly?

The system automatically adjusts dates to complete periods. Weekly rounds to Sunday-Sunday, monthly rounds to first-last day of month. This ensures clean, complete period reporting. Use daily frequency if you need exact custom dates.

What's the difference between the summary table and the modal?

The summary table shows aggregated totals by time period. Clicking any number opens a modal showing every individual transaction that makes up that total, with customer names, timestamps, and amounts.

Can I see transactions for deleted/cancelled customers?

Yes, transaction history is retained even for deleted customers. The customer ID will still link properly to their record, whether active or inactive.

How far back can I pull transaction data?

The system maintains complete transaction history. You can pull data from any historical date, limited only by when the system was first implemented for your company.

Why do some transactions show different statuses?

Payment status reflects the current state of the transaction: pending (awaiting processing), complete (successfully processed), failed (rejected), cancelled (voided), or uncollectable (marked as bad debt). Status can change over time as payments are processed or issues arise.

Change Log

2026-03-01

  • Initial documentation created
  • All sections completed based on billing-payments.php code review
  • Included detailed filter documentation
  • Added export functionality details
  • Documented modal interaction behavior

End of Documentation

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