Keeping track of your billing transactions and payouts has never been easier! 🚀 The Billing Transactions System is designed to provide a clear and organized view of all your payments and payouts, helping you monitor transactions, verify charges, and stay in control of your finances.
A Payout Report gives you a detailed breakdown of all processed payouts, showing when and how funds were transferred. This allows you to track disbursed payments, payout references, and associated transaction details, ensuring transparency and accuracy in your financial records.
📌 Available on Both the App & Portal
The Payouts and Payment Report can be accessed seamlessly on both the portal and mobile app, ensuring flexibility and convenience.
📌 Note: The portal serves as the default reference for all transactions. Any differences in the app experience will be clarified and explained.
Table of Content:
Learn how to find and navigate the Billing Transactions section on both the portal and app.
On the Portal – Step-by-step instructions on accessing billing transactions from the portal’s finance section.
On the App – How to find billing transactions using the app’s navigation.
Access to payment and payout transactions depends on the user's role and assigned permissions within the system. Learn who can view, manage, and process financial transactions, ensuring that access is granted appropriately based on responsibilities.
Gain a deeper understanding of the Payment Transactions List, including important details and insights.
Key Information in the Payment Transactions List – Overview of what’s displayed in the transaction list and how to interpret the details.
Accessing Detailed Payment & Child Information – A closer look at transaction breakdowns.
Payment Information: Tracking Financial Details – Understanding financial records, payment dates, and amounts.
Child & Payer Information: Ensuring Accuracy & Clarity – Reviewing the linked child and payer details to avoid discrepancies.
Understand what the totals displayed at the top of the payment list represent and how they help track financials effectively.
Find specific transactions quickly using search and advanced filtering tools.
Search Bar: Quick Search for Payers & Children - Use the search bar to instantly locate payers or children within the transaction list.
Advanced Filtering Options (Purple Funnel Icon)- Refine transaction searches with multiple filtering options:
Payment Channel Filter – Filter transactions based on the channel used (e.g., online payment, bank transfer).
Payment Method Filter – Narrow results by payment method (credit card, direct debit, etc.).
Payment Status Filter – View payments based on their status (pending, completed, refunded).
Payment & Creation Date Filters – Sort transactions by payment date or creation date.
Payment Reference Filter – Find transactions using unique reference numbers.
Type of Transactions Filter – Filter based on transaction type (invoice, payment, refund).
Paid Out or Auto Pay Filter – Identify transactions marked as paid out or those processed automatically.
Invoice Section Filters: Tracking Invoices & Payouts Efficiently – Filter by invoices and payouts.
Location & Classroom Filters: Track Payments by Site & Group – View transactions based on location or classroom group.
Filtering Logic: AND vs. OR – Learn how multiple filters interact to refine search results.
A step-by-step guide to downloading payment reports from both the portal and mobile app.
Steps to Download the Payment Report – Instructions for exporting payment data in different formats.
Information Provided in the Payment Report – Explanation of the fields included in the report and their uses.
Learn how to navigate the payouts section to track disbursed funds and review payout records.
Understand what a payout is and what information is available in the Payout Report.
What Is a Payout? – Definition and purpose of payouts in Stripe.
Key Data Points Included in the Payout Report – Breakdown of payout details for accurate tracking.
Diving into Specific Payout Details (Disbursed Payment Transactions Info) – How to review payout payment transaction details.
Key Information Provided in the Payout Transaction Header – Essential payout identifiers and status updates.
Financial Breakdown in the Payout Summary – Charges, fees, refunds, and final payout amount.
Associated Locations in a Payout Report – Viewing which business locations are linked to a payout.
List of Individual Payments Processed in a Payout – Reviewing the individual payments included in a payout.
Filtering Payment Transactions by Location – How to filter transactions to view payouts per location.
Learn how to use filters to refine payout reports and track payments efficiently.
Steps to Apply Filters – How to access and apply filters in the payouts tab.
Available Filtering Options & Their Uses – Breakdown of available filters (date, payout reference, status, bank account, etc.).
Learn how to download reports containing payout transactions and the individual payments included within a payout.
Downloading Payout Transactions – Exporting payout-level transaction data without individual payment details.
Downloading Payout Disbursed Payment Transactions – Exporting individual payments processed within a payout for deeper insights.
How to Access Billing Transactions for Payments
Effortlessly track and review your payments by accessing Billing Transactions on both the portal and the app. Here’s how:
📌 On the Portal:
1️⃣ Navigate to the Menu: Locate the main menu on the far left of your screen.
2️⃣ Go to Finance: Click on Finance to access financial management options.
3️⃣ Select Billing Transactions: Under the Finance section, click Billing Transactions to view all transaction details.
4️⃣ Open the Payments Tab: Once inside Billing Transactions, navigate to the Payments tab to review your processed payments.
📌 On the App:
1️⃣ Use the Footer Navigation: At the bottom of the app, locate the navigation bar.
2️⃣ Tap the First Tab on the Right: Click the first icon/tab on the right side of the footer.
3️⃣ Select Billing Transactions: This will open the Billing Transactions section.
4️⃣ Go to the Payments Tab: Tap on the Payments tab to view your transaction history.
Now you can easily track and manage all your payments in just a few clicks! 💳✨
Who Has Access to Payment and Payout Transactions?
Access to payment and payout transactions depends on the user's role and assigned permissions within the system. Here’s a breakdown of who can access these financial records:
🔹 Company Owner
✅ Access Level: Full access to all locations and all billing transactions across the organization.
✅ What They Can Do:
View all payment and payout transactions.
Access financial reports for the entire company.
Manage billing and payout settings.
📌 Example: The company owner can review payouts for all business locations and ensure that funds are being distributed correctly.
🔹 Location Admin
✅ Access Level: Can only view and manage transactions for their assigned location(s).
✅ What They Can Do:
Access payments and payouts related to their assigned location.
Manage billing transactions but cannot view other locations' financial data.
📌 Example: A location admin at Branch A can only track payments and payouts for Branch A, but not for Branch B or C.
🔹 Staff with Specific Permissions
Staff members can access billing (e.g. Payment and Payouts) transactions only if they have one of the following permissions. They can only view or manage transactions for their assigned locations—they do not have access to company-wide financial data.
🔹 View Invoices
✅ Definition: Allows staff to see all payment and payout details for the locations they are assigned to and where they have been granted this permission. However, they cannot make any changes to transactions.
✅ Use Case:
A finance team member who needs to review payment reports, verify transactions, and track payouts but does not have permission to modify invoices or payments.
📌 Example: A finance assistant at a multi-location childcare center can view payment history for their assigned branch but cannot issue refunds or process payments.
🔹 Manage Invoices
✅ Definition: Grants permission to view, edit, and process invoices and payments, including reviewing and managing associated payments and payouts.
✅ Use Case:
A billing manager who needs to modify invoices, apply discounts, process payments, issue refunds, and track payouts.
📌 Example: A center’s financial administrator can adjust invoices, correct payment errors, and ensure payouts are properly tracked.
Understanding the Payment Transactions List: Key Details & Insights
The Payment Transactions List provides a clear, organized view of all payments made, helping you track transactions efficiently. Each entry includes important details that ensure transparency and accurate record-keeping. Here's a breakdown of the key columns, their uses, and the valuable insights they provide:
📌 Key Information in the Payment Transactions List
✅ Date: The exact time and date when the payment was initiated.
🔹 Use: Helps you track payment timelines and confirm when a transaction was made.
🔹 Example: If a payment was processed late, you can verify when it was actually initiated.
✅ Location: The center or facility where the payment was made.
🔹 Use: Useful for organizations with multiple locations, allowing clear tracking of where payments were processed.
🔹 Example: If a parent has children in two different centers, they can see which center received the payment.
✅ Child Name & Payer(s): Lists the child associated with the payment along with the payer(s) responsible.
🔹 Use: Ensures accurate payment assignment, especially in cases where multiple payers contribute.
🔹 Example: If both parents contribute separately, this column clarifies who made each payment.
✅ Transaction Reference & Related Invoice(s): Displays the unique payment number and any associated invoices (if applicable).
🔹 Use: Helps cross-check transactions and match payments to specific invoices.
🔹 Example: If a parent inquires about an unpaid balance, you can verify if the payment was linked to the correct invoice.
✅ Creation Date: The date the payment was recorded or initiated in the system.
🔹 Use: Differentiates between when a payment was made and when it was officially logged.
🔹 Example: A payment initiated on March 1st but logged on March 2nd will reflect both dates.
✅ Payment Method: Indicates whether the payment was made via credit card, bank transfer, cash, Cheque or another method.
🔹 Use: Helps track preferred payment methods and identify any processing delays.
🔹 Example: If a payment is marked as pending, checking the method can reveal if it was a bank transfer that requires additional processing time.
✅ Amount: The total payment value recorded for the transaction.
🔹 Use: Confirms the correct amount was processed and helps with financial reconciliation.
🔹 Example: If a parent claims they paid $500 but the system reflects $450, this column helps verify the transaction details.
✅ Status: The current state of the payment, such as Pending, Successful, or Failed.
🔹 Use: Quickly identifies if payments are successful or require follow-up.
🔹 Example: If a transaction is marked as Failed, the payer may need to retry or update payment details.
✅ Parent Pay Column:
🔹 Indicates whether the payment was made through the Parent-Pay online platform.
✅ Visibility: This column only appears if:
The center is enrolled in Parent-Pay.
Their Parent-Pay account is fully active and not restricted, meaning they are receiving payments normally without issues.
The auto-pay system is enabled for that center.
✅ Use:
Helps distinguish Parent-Pay processed payments from manually recorded transactions (e.g., cash or check entries).
Allows centers to track online payment trends and identify auto-pay transactions for better financial oversight.
📌 Example:
If a center accepts both Parent-Pay online payments and manual cash/check payments, this column helps differentiate which transactions were processed online versus those entered manually.
🔹 Indicators:
🟢 Green Checkmark (✔) = Payment was made via Parent-Pay.
🔴 Red X (❌) = Payment was manually processed or received externally.
🔹 Example: If a parent insists they used Parent-Pay but the system shows ❌, staff can investigate and verify the correct payment method.
Smart & Insightful Financial Tracking
Smart & Insightful Financial Tracking
By reviewing the Payment Transactions List, you gain valuable insights such as:
✔ Identifying payment trends (e.g., peak payment days or common payment methods).
✔ Tracking late or missing payments before they impact balances.
✔ Ensuring accurate invoice matching to prevent disputes.
✔ Understanding payer behavior, helping improve customer communication and support.
With this detailed and structured approach, the system provides a smart, transparent, and efficient way to manage financial transactions effortlessly. 💡✨
Accessing Detailed Payment & Child Information: A Closer Look
For a deeper insight into any payment transaction, you can click anywhere on the record to open the Payment Details Page. This page provides critical financial and child-related data, helping ensure accuracy, transparency, and better financial tracking.
🔹 Payment Information: Tracking Financial Details with Precision
The Payment Info section gives a detailed breakdown of the transaction, allowing for quick validation of payments, troubleshooting issues, and reconciling balances.
Key Fields & Their Uses:
✅ Payment Reference (PYMT-064):
🔹 A unique identifier for the payment transaction.
🔹 Use: Helps in tracking, verifying, and resolving any issues related to the payment.
🔹 Example: If a parent disputes a charge, you can use this reference to quickly locate the payment.
✅ Payment Status (Successful):
🔹 Indicates whether the transaction was completed, pending, or failed.
🔹 Use: Ensures payments are properly processed and highlights transactions needing follow-up.
🔹 Example: If a payment is marked Pending, it might require additional processing or confirmation.
✅ Gross Amount ($1,000.00):
🔹 The total amount before any deductions.
🔹 Use: Confirms the full amount submitted by the payer.
✅ Service Charge & Application Fees ($0.00):
🔹 Any extra costs associated with processing the payment.
🔹 Use: Helps in financial transparency by showing if any fees were deducted.
🔹 Example: If there’s a processing or application fee charged by parent pay, the center should be aware of the final amount received.
✅ Net Amount ($1,000.00):
🔹 The actual amount received after any deductions.
🔹 Use: Helps ensure the correct amount is accounted for in financial records.
✅ Parent Pay Reference (—):
🔹 A unique reference number assigned to payments made through the ParentPay online payment platform.
🔹 Use: Helps verify and cross-check payments within the system.
🔹 Example: If a parent claims a payment was made but isn’t reflected, checking the Parent Pay Reference ensures the transaction was processed correctly.
✅ Payment Channel (Manual Entry or Parent-Pay Online):
🔹 Indicates how the payment was made—either through the Parent-Pay online payment platform or manually processed by the center when received externally.
🔹 Use: Helps track which payment methods are most commonly used and ensures accurate financial reconciliation.
🔹 Example: If a payment was manually entered, but the payer claims to have used Parent-Pay, checking this field helps confirm the correct processing method and resolve discrepancies.
✅ Invoice Reference (—):
🔹 Links the payment to a specific invoice, if applicable.
🔹 Use: Ensures payments are correctly applied to outstanding balances.
🔹 Example: If a parent claims they already paid an invoice, checking this field helps verify if the payment was linked.
✅ Payment Method (Cash Cash):
🔹 Specifies the exact method of payment used.
🔹 Use: Helps with accounting accuracy and tracking how payments are processed.
🔹 Child & Payer Information: Ensuring Accuracy & Clarity
This section provides critical details about the child and the payer, ensuring payments are linked to the correct student and guardian.
Key Fields & Their Uses:
✅ Child Profile :
🔹 Displays the child's full name and profile information.
🔹 Use: Ensures the payment is associated with the correct student.
✅ Age & Room (5 yr 0 m | Treasure Island):
🔹 Shows the child’s age and assigned classroom.
🔹 Use: Helps staff and finance teams cross-check enrollment and program details.
🔹 Example: If a parent questions a charge, confirming the child’s room assignment may clarify tuition or activity fees.
✅ Child Status (Current):
🔹 Indicates whether the child is currently enrolled or has an inactive status.
🔹 Use: Ensures payments align with active students.
🔹 Example: If a child is marked Withdrawn, but a payment was made, it might need investigation.
✅ Payer Name :
🔹 Displays the name of the individual responsible for the payment.
🔹 Use: Ensures accurate financial records and easy communication.
✅ Payer Contact (Phone & Email - [email protected]):
🔹 Provides a way to reach the payer if needed.
🔹 Use: Useful for sending payment confirmations or resolving payment discrepancies.
✅ Location Name (Little Luminaries Learning Center):
🔹 Shows which facility the child is enrolled in.
🔹 Use: Important for organizations with multiple locations, helping track payments per center.
Smart Insights from the Payment Details Page
Smart Insights from the Payment Details Page
By analyzing these details, you can:
✔ Ensure accurate payment tracking—matching transactions to the correct payer & child.
✔ Identify payment trends—such as which methods are most popular.
✔ Quickly resolve disputes—by verifying status, references, and linked invoices.
✔ Improve communication with parents—using stored contact details for follow-ups.
With this structured and transparent system, managing payments becomes efficient, accurate, and hassle-free! 💡✨
Key Payment Metrics: Understanding the Totals at the Top of the Payment List
At the top of the Payment Transactions List, you'll find four key totals that provide a quick financial snapshot of payments processed. These totals help track revenue, refunds, deductions, and overall earnings at a glance. Here’s what each represents and how it's useful:
✅ Refunded Amount
🔹 Definition: The total amount that has been refunded to payers.
🔹 Use: Helps track how much money has been returned due to cancellations, overpayments, or adjustments.
🔹 Example: If a parent cancels a service and is eligible for a refund, this amount reflects how much has been reimbursed.
✅ Deducted Amount
🔹 Definition: The total fees or deductions applied to payments before they are received as net revenue. This could include transaction fees or application fees.
🔹 Use: Helps account for processing fees and ensures the organization understands its actual revenue after deductions.
🔹 Example: If a payment of $1,000 has a $20 processing fee, the deducted amount will reflect $20, while the net revenue will be $980.
✅ Gross Amount
🔹 Definition: The total amount collected before any deductions or refunds. This represents the full value of payments received.
🔹 Use: Helps track total payment inflow before any adjustments. It is useful for reporting overall sales and revenue trends.
🔹 Example: If multiple parents pay tuition fees totaling $10,000, the gross amount will reflect $10,000, even if some refunds or deductions occur later.
✅ Net Amount
🔹 Definition: The actual amount received after deductions and refunds have been applied. This is the final amount credited to the organization.
🔹 Use: Provides a realistic view of earnings, helping with financial planning and revenue tracking.
🔹 Example: If the gross amount is $5,000, and $200 is deducted in fees while $300 is refunded, the net amount will be $4,500.
💡 Why These Metrics Matter
💡 Why These Metrics Matter
✔ Quickly assess financial performance – See at a glance how much revenue is generated vs. refunded or deducted.
✔ Improve financial decision-making – Helps finance teams adjust strategies based on revenue trends.
✔ Identify patterns and discrepancies – If refunds or deductions increase, it may indicate an issue that needs attention.
These totals offer smart financial insights to help track payments efficiently and accurately! 🚀
Advanced Filtering Options for Payment Transactions
The Payment Transactions List includes powerful filtering options to help users quickly search, sort, and analyze payment data. These filters enable precise tracking of payments, refunds, and disputes, ensuring financial accuracy and streamlined reporting.
🔍 Search Bar: Quick Search for Payers & Children
Located at the top of the list, the search bar allows users to:
✅ Find a payer or child by name – Quickly locate transactions linked to a specific payer or student.
✅ Search by payer email – Useful when verifying payments made online or checking for duplicate entries.
📌 Example: If a parent named Mark Davis inquires about a missing payment, you can type “Mark Davis” or “[email protected]” to instantly retrieve related transactions.
🔹 Advanced Filtering Options (Purple Funnel Icon)
The advanced filtering panel provides additional detailed sorting to refine search results based on specific criteria.
1️⃣ Payment Channel Filter
🔹 Options:
ParentPay transactions only – Filters payments processed through ParentPay online.
Manually processed by the center – Displays payments received externally and manually entered by staff .
Both – Shows all transactions.
📌 Example: If an administrator wants to check only online transactions, they can select ParentPay transactions to exclude manually recorded payments.
📌 Important Note:
The "Processed by ParentPay" filter is only available if:
✅ The center is enrolled in ParentPay.
✅ Their ParentPay account is activated and fully configured, meaning it is not disabled due to restrictions or missing documentation, especially if payment processing is disabled.
🚨 If a ParentPay account is restricted or disabled for any reason:
Payments that were previously processed through ParentPay may no longer be visible in the report.
Only manually entered transactions will be trackable.
📌 Example: If a center’s ParentPay account is suspended due to missing compliance documents, any past payments made through ParentPay will no longer be displayed, and only manually recorded transactions (e.g., cash or check) will remain visible.
2️⃣ Payment Method Filter
🔹 Options:
✅ Cash
💵 Definition: Payment made in physical cash and manually recorded by the center.
📌 Use: Helps track in-person payments, ensuring they are properly logged and reconciled.
📌 Example: A parent walks into the center and pays $500 in cash. The center records this manually, and filtering by Cash will display this transaction.✅ Credit Card
💳 Definition: Payment made using a credit card, typically processed online via ParentPay or a card terminal at the center.
📌 Use: Helps track card transactions, monitor declined payments, and resolve disputes.
📌 Example: A parent uses their Visa card to pay tuition online. If they later dispute the charge, filtering by Credit Card allows quick retrieval of the transaction.✅ Cheque / Bank Draft
🏦 Definition: Payments made via paper cheque or bank draft and manually entered into the system once received.
📌 Use: Helps track delayed payments, as cheques may take time to clear.
📌 Example: A parent submits a $1,200 cheque on Monday, but it takes three days to process. Filtering by Cheque / Bank Draft helps locate the payment.✅ Electronic Transfer
📲 Definition: A direct bank-to-bank electronic transfer made outside ParentPay, requiring manual recording.
📌 Use: Ensures wire transfers are properly accounted for, especially when payments arrive from external accounts.
📌 Example: A parent wires $3,000 via online banking. Since this is not automated, the finance team manually enters the transaction.✅ ParentPay
🌐 Definition: Payments made through ParentPay, the online payment platform integrated with the system.
📌 Use:Tracks automated online payments processed directly through ParentPay or those manually logged as ParentPay transactions.
Allows centers to log payments manually and still mark them as ParentPay transactions when needed.
📌 Example: If an online payment is deleted, the center can manually re-enter the payment while marking it as a ParentPay transaction to ensure financial records remain accurate.
✅ Online Transfer
💻 Definition: Payments made through third-party online banking systems or payment gateways.
📌 Use: Tracks non-ParentPay online transactions, helping to verify external digital payments.
📌 Example: A parent pays through PayPal or a local online banking service. The system logs the transaction under Online Transfer.✅ Inter-company Transactions
🔄 Definition: Payments processed between different business units or branches within the organization.
📌 Use: Helps track fund transfers within an institution with multiple centers.
📌 Example: A parent makes a payment at Center A, but the funds are transferred to Center B due to a reallocation. The system logs this under Inter-company Transactions.
📌 Use: Helps track which payment methods are most used and identify potential issues (e.g., failed card payments).
📌 Example: If a parent disputes a credit card charge, filtering by “Credit Card” allows quick verification of relevant transactions.
3️⃣ Payment Status Filter
This filter allows users to refine transactions by their current processing status.
🔹 Standard Payment Statuses:
Pending – Payment is in progress but has not been confirmed yet.
Successful – Payment has been fully processed.
Canceled – Payment was intentionally canceled before processing.
Rejected – The payment was declined by the payment processor.
Failed – Payment was attempted but did not go through.
🔹 Dispute & Refund Statuses (For ParentPay & Stripe Payments):
In Progress – Payment is still being processed.
Dispute Lost – The payer disputed the charge, and the center lost the case.
Dispute Needs Response – The payment is under dispute, and additional action is required.
Dispute Under Review – Stripe is reviewing the payment dispute.
Dispute Warning Closed – A dispute warning was resolved.
Dispute Warning Needs Response – The dispute warning requires action from the payer or admin.
Dispute Warning Under Review – Stripe is reviewing the warning case.
Dispute Won – The dispute was resolved in favor of the center.
Refund Pending – A refund has been initiated but not yet completed.
Refund Requires Action – The refund needs additional steps to process.
Refunded – The payment has been successfully refunded.
Refund Failed – The refund attempt was unsuccessful.
Refund Canceled – The refund was canceled before being processed.
Partially Failed – Some part of the payment was not successfully processed.
📌 Use: Helps finance teams and administrators quickly identify payments that need action.
📌 Example: If a refund request was made but hasn’t been processed yet, filtering by “Refund Pending” allows tracking of open refund cases.
📌 Note About Payment Statuses
Other than "Successful," all other payment statuses are only relevant to online payments.
For manually entered payments and refunds, the system does not track statuses like "Failed," "Pending," or "In Progress" because these payments are not processed through an online payment gateway. Instead, they are immediately recorded as successful since they reflect payments received externally and logged for record-keeping purposes.
💡 Why This Matters:
✔ Ensures accuracy by distinguishing between actual transaction processing vs. manual records.
✔ Prevents confusion—manual payments are considered confirmed upon entry, while online payments follow a processing flow.
✔ Keeps financial records aligned with external payment processes.
4️⃣ Payment & Creation Date Filters
📅 Payment Date: Allows users to select a date range to filter payments made within a specific timeframe.
📅 Creation Date: Filters payments based on when they were recorded in the system, which may differ from the actual payment date.
📌 Example: If an admin wants to track all payments made in January, they can select January 1 - January 31 in the Payment Date filter.
5️⃣ Payment Reference Filter
🔹 Search for a specific payment by entering a partial or full reference number.
📌 Use: If an administrator is looking for a specific transaction, this filter quickly narrows results.
📌 Example: If the payment reference number is PYMT-06435, entering “064” will return all payments containing those digits.
6️⃣ Type of Transactions Filter
🔹 Options:
Payment Transactions – Displays only payments made.
Refund Transactions – Displays only refunds issued.
Both – Shows all transactions, including payments and refunds.
📌 Use: Helps in financial reconciliation by filtering transactions based on whether they are new payments or refund cases.
📌 Example: If an admin is investigating only refunds issued in the last 30 days, selecting Refund Transactions provides a focused view.
7️⃣ Paid Out (External Transactions) Filter
🔹 Options:
Yes – Displays only transactions that were already paid out externally.
No – Displays transactions that have not been paid externally .
📌 Use: Helps in tracking outstanding payments vs. those already settled.
📌 Example: If the finance team wants to see which payments have not been paid out, selecting No will provide that data.
8️⃣ Is Autopay (Through ParentPay) Filter
🔹 Options:
Yes – Shows payments processed via Autopay through ParentPay.
No – Excludes autopay transactions.
📌 Use: Helps differentiate between one-time manual payments and automated scheduled payments.
📌 Example: If an admin wants to check which payments were automatically deducted, selecting Yes will isolate those transactions.
📑 Invoice Section Filters: Tracking Invoices & Payouts Efficiently
The Invoice Section Filters help users quickly find payments linked to specific invoices and track payout timelines. These filters ensure accurate reconciliation of invoices and payments.
🔹 Invoice Reference – Search by invoice number to find all related payments.
📌 Use: Helps locate all payments tied to a specific invoice for verification and record-keeping.
📌 Example: If a parent asks about their January tuition payment, entering the invoice reference quickly retrieves the related transaction.
🔹 Payout ID – Search by payout ID to track external disbursements.
📌 Use: Helps identify payments included in a specific payout batch to external accounts.
📌 Example: If finance teams need to confirm whether a vendor payment was included in the last payout, searching by Payout ID provides clarity.
🔹 Invoice Date – Select a Date Range for Invoice Generation
📌 Use: Helps find payments associated with invoices issued during a specific time period.
📌 Example: If an admin wants to check all invoices generated between January 1st – January 31st and their associated payments, they can filter by this date range.
📌 Important Note:
If the entered invoice number does not have an associated payment, no results will appear, even though the invoice itself exists.
This tab is specifically for reporting payments and their details, so invoices are not displayed in isolation without a corresponding payment record.
💡 Why This Matters:
✔ Ensures accurate tracking of paid invoices rather than just listing issued invoices.
✔ Helps finance teams focus on actual revenue rather than pending invoices.
✔ Prevents confusion by ensuring only invoice-related payments appear in search results.
🔹 Payout Date – Select a date range for external payouts.
📌 Use: Helps find payments that were included in payouts made during a specific period.
📌 Example: If an admin needs to track all payments sent out in the March 15th payout, they can filter by March 15 in the Payout Date filter.
💡 Why This Matters:
✔ Speeds up financial reconciliation by linking invoices to payments.
✔ Helps track funds movement—from invoice creation to final payout.
✔ Prevents discrepancies by ensuring invoices and payouts match correctly.
📍 Location & Classroom Filters: Track Payments by Site & Group
The Location & Classroom Filters help refine search results by allowing users to view payment records for specific centers or classrooms within the company.
🔹 Filter by Center Location
📍 How to Use:
At the top right of the Payment List, locate the Location Search field.
Select one or multiple centers to view payments processed at those locations.
📌 Important Note:
Unlike company owners, staff and location admins can only see payment records for the locations they are assigned to.
Only those assigned locations will appear in the search/filter options.
📌 Example:
If a finance admin needs to track tuition payments for Center A, they can filter by Center A to exclude payments from other locations.
🔹 Filter by Classrooms
🏫 How to Use:
Select a specific classroom or choose "View All" to display payments across all classrooms.
📌 Use: Ensures payments are tracked per location or per classroom, making it easy to analyze revenue by group.
📌 Example:
If an admin wants to check only payments for the "Treasure Island" classroom, they can filter by that room name to see only relevant transactions.
💡 Why These Filters Matter
✔ Refines financial reporting by narrowing results to specific sites or groups.
✔ Improves accuracy when tracking payments across multiple locations.
✔ Prevents confusion by ensuring users only see data relevant to their assigned centers.
👧 Child Profile Status Filter
🔹 Options:
Current – Displays payments for currently enrolled students.
Upcoming – Shows payments related to students scheduled to start soon.
Withdrawn – Lists payments for students who are no longer enrolled.
📌 Use: Helps track payments across active, upcoming, or past students.
📌 Example: If a parent of a withdrawn student inquires about a past payment, filtering by Withdrawn quickly finds the relevant transaction.
🔗 Filtering Logic: AND vs. OR
The Payment Transactions filtering system operates using AND logic, meaning that only transactions meeting all selected conditions will appear in the results. This smart filtering approach ensures precise searches, making it easier to manage and analyze financial transactions efficiently.
📌 How AND Logic Works in Filtering
If multiple filters are applied, only transactions that match ALL conditions will be displayed.
📝 Example 1: Identifying Online Card Payments That Were Refunded
Filters Applied:
✅ Payment Channel: ParentPay
✅ Payment Method: Credit Card
✅ Payment Status: Refunded
📌 Result: Only credit card transactions processed through ParentPay that were refunded will appear.
💡 Use Case: A finance admin wants to track all refunds issued for credit card payments made via ParentPay to ensure accurate reimbursement records.
📝 Example 2: Finding Failed Online Payments for a Specific Center
Filters Applied:
✅ Payment Channel: ParentPay
✅ Payment Status: Failed
✅ Location: Little Luminaries Learning Center
📌 Result: Only failed ParentPay transactions from Little Luminaries Learning Center will be displayed.
💡 Use Case: The finance team at Little Luminaries wants to follow up with parents whose online payments failed and assist them with reprocessing.
📝 Example 3: Tracking All Successful Cash Payments for a Specific Date Range
Filters Applied:
✅ Payment Method: Cash
✅ Payment Status: Successful
✅ Payment Date: Jan 1 – Jan 31
📌 Result: Only successful cash transactions made within January will appear.
💡 Use Case: A center manager needs to reconcile cash payments received for the previous month to verify that all were properly recorded.
📝 Example 4: Identifying Pending Bank Transfers for Autopay Users
Filters Applied:
✅ Payment Method: Electronic Transfer
✅ Payment Status: Pending
✅ Is Autopay: Yes
📌 Result: Only pending electronic transfers from autopay users will be displayed.
💡 Use Case: The finance department wants to check pending autopay transactions to ensure that bank transfers clear successfully.
📝 Example 5: Reviewing All Disputed Payments That Need a Response
Filters Applied:
✅ Payment Status: Dispute Needs Response
✅ Payment Channel: ParentPay
✅ Payment Method: Credit Card
📌 Result: Only disputed credit card payments made through ParentPay that require action will be shown.
💡 Use Case: The admin team needs to quickly identify disputed transactions that require a response to avoid chargeback losses.
💡 Why AND Logic is Useful in Financial Management
✔ Prevents irrelevant results by ensuring only precise matches appear.
✔ Saves time by helping users narrow down specific transactions efficiently.
✔ Improves accuracy when reconciling payments, tracking disputes, or analyzing financial trends.
📥 How to Download and Read a Payment Report (App and Portal)
Easily generate and download a detailed payment report in just a few steps. This allows you to track transactions, analyze trends, and maintain accurate records.
🔹 Steps to Download the Payment Report
1️⃣ Go to Billing Transactions – Navigate to the Billing Transactions section.
2️⃣ Scroll to the Payments Tab – Locate the Payments tab where all payment transactions are listed.
3️⃣ Click the Download Button – On the top-right corner of the payment list, you’ll see an orange "Download" button. Click it to proceed.
4️⃣ Select the File Format – Choose between:
CSV Format – Ideal for bulk data processing and importing into accounting software.
Excel Format – Best for detailed review, filtering, and analysis in spreadsheets.
📊 Information Provided in the Payment Report
The downloaded report includes a comprehensive breakdown of each payment transaction, ensuring full transparency and easy tracking. Below are the key data points included:
🔹 Payment Details:
Location – The site or center where the payment was recorded.
Payment Date – The date when the payment was made.
Type – Categorizes whether it’s a payment or refund
🔹 Payer & Child Information:
Payer ID & Payer Name – Identifies the individual making the payment.
Child ID & Child Name – Links the payment to the associated child.
Collector Name – Identifies the staff member or administrator who recorded the payment. If the payment was processed through Parent Pay AutoPay, Parent Pay will be listed as the collector.
Birthday & Room – Provides additional child-related details.
🔹 Transaction & Invoice References:
Transaction Reference – A unique identifier for tracking payments.
Invoices Related – Shows which invoices are connected to the payment.
Creation Date – The date the payment record was created.
🔹 Payment Method & Details:
Payment Method – Specifies whether it was paid via credit card, check, cash, or other methods.
Check No. / Transaction No. – If applicable, displays check or transaction details.
Check Date – The date the check was issued.
Payment Card Brand (Parent Pay) – Identifies the card type (e.g., Visa, Mastercard) if processed through Parent Pay.
🔹 Payout Information:
Payout Date & Reference – If the payment has been processed for payout, it displays the date the payout was processed along with its unique identifier.
Payout Status – Indicates whether the payout is pending, completed, or failed.
🔹 Fees & Adjustments:
Parent Pay Service Charge & Application Fee – Displays any applied processing fees.
Is Autopay? – Indicates whether the transaction was automated or manually processed.
Refunded Amount – If applicable, shows any refunds linked to the transaction.
🔹 Financial Summary:
Amount – The total amount paid.
Net Amount – The amount after deducting fees.
Status – Displays whether the payment is processed, pending, or refunded.
Online Payment Reference – Additional unique identifier number for tracking online transactions.
💡 How This Report Can Be Used
💡 How This Report Can Be Used
Having access to a detailed payment report allows you to:
✅ Track & Verify Transactions – Ensure payments are correctly processed and assigned.
✅ Monitor Payouts – Identify pending or completed payouts for reconciliation.
✅ Analyze Payment Trends – Identify peak payment periods and preferred methods.
✅ Resolve Disputes Quickly – Easily verify payments and refunds in case of discrepancies.
✅ Simplify Accounting & Tax Reporting – Export data directly for bookkeeping and audits.
📥 How to Access the Payouts Report
Effortlessly track and review your payouts by following these simple steps:
📌 On the Portal:
1️⃣ Navigate to the Menu: Locate the main menu on the far left of your screen.
2️⃣ Go to Finance: Click on Finance to access financial management options.
3️⃣ Select Billing Transactions: Under the Finance section, click Billing Transactions to view all transaction details.
4️⃣ Open the Payouts Tab: Once inside Billing Transactions, navigate to the Payouts tab to review your processed payouts.
📌 On the App:
1️⃣ Use the Footer Navigation: At the bottom of the app, locate the navigation bar.
2️⃣ Tap the First Tab on the Right: Click the first icon/tab on the right side of the footer.
3️⃣ Select Billing Transactions: This will open the Billing Transactions section.
4️⃣ Go to the Payouts Tab: Tap on the Payouts tab to view your payout history.
📊 Overview of the Payout Report List & Provided Information
The Payout Report provides a detailed breakdown of all processed payouts, allowing users to track when, where, and how funds were disbursed. This report ensures financial transparency and helps with reconciliation, accounting, and payment tracking.
💡 What Is a Payout?
A payout refers to the transfer of funds from a business or organization (Parent) to a recipient (Center). In the context of payment processing, a payout occurs when collected payments are settled and transferred to the designated account.
For example:
When a parent makes a payment through Parent Pay, those funds are collected and later disbursed to the organization as a payout.
Payouts can include multiple transactions batched together for efficiency.
Payouts ensure that funds are accurately processed and deposited into the intended account.
📌 Important Note on Payout Transactions Visibility
Payout transactions are only visible for centers enrolled in Parent Pay, where:
✅ Their Parent Pay account is fully configured and active.
✅ They are actively receiving payments and payouts without restrictions.
✅ Payouts are enabled for their account.
🚨 If a center is not enrolled in Parent Pay or payouts are disabled:
Payout transactions will not be visible in their reports.
The center will only be able to track incoming payments, but not disbursed funds.
📌 Example: If a center’s payout feature is disabled, they will see payment records but won’t have access to payout details until payouts are reactivated.
Understanding payouts is essential for businesses to track revenue, verify transfers, and ensure proper financial management.
key Data Points Included in the Payout Report
Here’s a closer look at the key data points included in the Payout Report List on Parent and how they can be used effectively:
📌 List of Payouts Total
This section displays a summary of all processed payouts, showing the total number of payouts recorded within the selected time frame.
✅ Use: Helps provide a quick snapshot of the total number of payouts, making it easy to track how frequently payouts occur.
✅ Benefit: Gives an instant overview of payout activity, helping finance teams monitor trends in disbursements.
📌 Total Amount of the Transaction Paid in the Payout
This field displays the total sum of money disbursed across all payout transactions within the selected time frame and based on any applied filters.
✅ Use: Allows businesses to verify payout accuracy and ensure that the correct amounts were processed.
✅ Benefit: Helps in financial reconciliation, reducing errors in accounting and ensuring all payments align with records.
📌 List of All Payout Transactions Along with Key Details
This section provides a detailed breakdown of all payout transactions along with key details, ensuring complete transparency in fund disbursements.
✅ Use: Gives full visibility into each payment linked to a payout, allowing users to review individual transactions.
✅ Benefit: Essential for auditing, resolving disputes, and tracking payouts efficiently.
Each payout transaction includes:
🔹 Date – The date the payout was processed.
✅ Use: Helps identify when funds were disbursed.
✅ Benefit: Ensures clarity on transaction timelines for financial planning.
🔹 Payout Reference – A unique identifier assigned to each payout transaction.
✅ Use: Allows for easy tracking of payouts across different reports.
✅ Benefit: Useful for cross-referencing payouts with financial records or resolving discrepancies.
🔹 Locations – The business site or center(s) where the payout transactions were issued or are linked to.
✅ Use: Helps identify which locations or branches received the disbursed funds.
✅ Benefit: Essential for multi-location businesses to track payouts per site, ensuring accurate financial reporting and reconciliation.
🔹 Status – Indicates whether the payout is completed, pending, or failed.
✅ Use: Helps finance teams identify which payouts require attention.
✅ Benefit: Prevents delays in fund transfers by flagging pending or failed payouts early.
🔹 Payout Total – The total amount included in the payout.
✅ Use: Allows businesses to confirm the total funds disbursed in each payout batch.
✅ Benefit: Ensures the correct amount is transferred, reducing financial discrepancies.
🔹 Payments – A list of all payments included in the payout, along with corresponding details. This information can be downloaded per payout directly from this column.
✅ Use: Allows users to view, track, and export all individual payments that were grouped into a specific payout.
✅ Benefit: Ensures detailed financial tracking, making it easy to verify which transactions were settled and cross-check records for accuracy.
💡 Why This Report Is Valuable
💡 Why This Report Is Valuable
By using the Payout Report, businesses can:
✔ Ensure Accurate Record-Keeping – Avoid miscalculations and ensure all payouts are accounted for.
✔ Easily Track Fund Transfers – Know exactly when and where payouts are processed.
🔎 Diving into Specific Payout Details
To review a specific payout transaction, follow these steps:
1️⃣ Click on the Payout Record – Navigate to the Payouts section and select the payout you want to review.
2️⃣ View Detailed Information – Clicking the payout record will open a detailed breakdown of the transaction, including key financial data.
This section provides a comprehensive overview of the payout, ensuring full transparency and allowing users to verify fund transfers, monitor adjustments, and track total disbursements.
📌 Key Information Provided in the Payout Header
The header section of the payout details includes essential transaction data, ensuring users have a clear snapshot of the payout’s status and financial breakdown. Below is a breakdown of each field and its importance:
1️⃣ Payout ID
📌 Example: po_1QqNxnR4ScbR8us4I8CLuE8F
✅ Use: A unique identifier for tracking and referencing the payout transaction.
✅ Example: If you need to investigate or cross-reference a payout, you can use this ID to locate it in reports or financial records.
2️⃣ Payout Status
📌 Example: Paid
✅ Use: Indicates whether the payout has been successfully processed, is still pending, or has failed.
✅ Example: A "Paid" status confirms that the funds have been successfully transferred, while a "Pending" or "Failed" status may require further investigation.
3️⃣ Failed Reason
📌 Example: __ (Blank if not applicable)
✅ Use: If the payout fails, this field provides the reason for failure (e.g., incorrect bank details, Bank Account Closed or Invalid, insufficient funds).
✅ Example: If a payout fails due to a banking error, this field will help identify the issue for resolution.
4️⃣ Bank Account
📌 Example: THE TORONTO-DOMINION BANK **00
✅ Use: Displays the bank name and last digits of the account where the payout was deposited.
✅ Example: If multiple bank accounts are used for payouts, this helps in ensuring the correct account received the funds.
📌 Financial Breakdown in the Payout Summary
This section details the monetary components included in the payout.
5️⃣ Charges
📌 Example: $1,322,018.76
✅ Use: represent the total amount collected from customer payments, but with Stripe fees already deducted. However, this amount does not yet account for refunds, transfers, or adjustments.
✅ Charges = Net amount after Stripe fees are deducted, but before refunds, transfers, or adjustments.
✅ Example:
A customer makes a $1,000 payment for a service.
Stripe deducts a processing fee (e.g., 2.9% + 30¢ = $29.30) and an application fee of 0.5% ($5).
The charge recorded in Stripe after fee deductions is $965.70.
Any refunds, transfers, or adjustments will be deducted separately from this amount later.
This means that while fees are deducted upfront, refunds and other modifications will still impact the final payout amount.
6️⃣ Refunds
📌 Example: $-2,666
✅ Use: The total amount deducted from the payout due to refunds processed.
✅ Example: If customers were refunded, this field ensures that the correct amount is subtracted from the payout.
7️⃣ Adjustments
✅ Use: Any manual adjustments made directly to available balance or payout amount for specific financial corrections. Adjustments are typically:
Positive Adjustments (+) – Increase your payout by adding funds.
Negative Adjustments (-) – Reduce your payout by deducting funds.
📌 Common Reasons for Adjustments
🔹 Disputed Charge Reversals – If a dispute is resolved in your favor, Stripe may return the previously deducted amount to your balance as a positive adjustment.
🔹 Fee Reimbursements or Corrections – If a processing fee was incorrectly charged, Stripe may apply an adjustment to refund the difference.
🔹 Compliance Holds or Reserves – In some cases, Stripe may temporarily withhold a portion of funds and later release them as an adjustment.
🔹 Overpayment or Underpayment Corrections – If a payout amount was miscalculated, Stripe may adjust the amount before disbursing the funds.
🔹 Regulatory or Tax Adjustments – Stripe may apply compliance-related adjustments based on tax regulations or financial audits.
✅ Example of an Adjustment in Stripe (Parent Pay)
📌 Scenario:
A business was supposed to receive $5,000 in payouts, but a fee correction was applied.
Original payout amount: $5,000
Incorrectly charged fee: $50
Stripe applies a positive adjustment: +$50
Final payout amount after adjustment: $5,050
✅ Use: Adjustments help ensure accurate payouts by correcting errors or applying necessary financial modifications.
✅ Benefit: Provides full transparency into any changes affecting your Stripe balance.
8️⃣ Transfers
✅ Use: Displays internal fund transfers between connected accounts or manual fund movements linked to this payout. These are distinct from standard charges or refunds and are recorded separately in the payout report
📌 Common Use Cases for Transfers
🔹 Connected Accounts (Stripe Connect Users) – Businesses using Stripe Connect can move funds between their platform account and connected sub-accounts before processing payouts.
🔹 Fund Reallocation Before Payout – If a business has multiple Stripe accounts, funds may be moved between them before being paid out.
🔹 Splitting Payments Between Accounts – If a single payment needs to be divided between multiple recipients or accounts, Stripe may process a transfer before the final payout.
🔹 Manual Adjustments to Fund Distribution – In some cases, manual transfers might be necessary to correct balances before disbursing funds.
✅ Example: Transfer Due to Missed Application Fees
📌 Scenario:
Imagine a Parent Account in Stripe processes 10 transactions, where each transaction should have an application fee of $0.50 deducted before being sent to the Connected Business Account. However, due to a system issue, the fee was only applied to 6 out of the 10 transactions, leading to the following discrepancy:
Total expected fees: 10 × $0.50 = $5.00
Actual fees processed: 6 × $0.50 = $3.00
Fees missing: $2.00
Since the Parent Account initially collected more funds than intended (due to missing fee deductions), a $2.00 transfer is automatically processed from the Connected Account back to the Parent Account before the final payout is disbursed.
✅ Use: Automatically corrects fee miscalculations before payout distribution.
✅ Benefit: Ensures accurate revenue sharing between the Parent and Connected Accounts in Stripe, preventing overpayments or discrepancies.
9️⃣ Total Charges
📌 Example: $3,515.88
✅ Use: Represents the total sum of all applicable charges (including application fees and processing fees) deducted before the payout is finalized.
✅ Benefit: Helps businesses track how much was deducted in fees before funds are disbursed, ensuring transparency in financial reporting.
🔟 Payout Total
📌 Example: $1,319,353.20
✅ Use: The final amount disbursed to the recipient after all deductions.
✅ Example: If you need to confirm how much was actually deposited into the bank account, this is the key figure to reference.
📌 How to Arrive at the Payout Total
The Payout Total is calculated using the following formula:
👉 (Charges - Fees) + Refunds + Adjustments + Transfers = Payout Total
Breaking it down:
1️⃣ Charges (Net Amount) – The total collected from payments after all Stripe fees (processing & application fees) have been deducted.
2️⃣ Refunds – Any amounts refunded to customers are subtracted or credited back accordingly.
3️⃣ Adjustments – Any manual modifications (e.g., fee corrections, dispute resolutions) are added or subtracted.
4️⃣ Transfers – If funds were moved between accounts before disbursement, those amounts are factored in.
🚫 Processing & Application Fees are not added back, as they have already been deducted from the charges.
✅ Example Calculation
Net Charges (After Fees Deducted):
$1,320,000.00Refunds:
-$2,666.00Adjustments:
$0.00Transfers:
+$2,019.20Payout Total: $1,319,353.20
✅ Benefit: Ensures businesses have a clear and transparent view of their final payout amount and how it was calculated.
💡 Why This Information Is Important
✔ Accurate Financial Tracking – Ensures all payout details are recorded correctly.
✔ Quick Issue Resolution – If a payout fails, you can quickly identify why and take action.
✔ Improved Cash Flow Management – Helps businesses track incoming funds vs. outgoing disbursements.
✔ Detailed Reporting & Auditing – Provides clear documentation for financial records and tax purposes.
By understanding these payout details, businesses can ensure accuracy, prevent errors, and maintain a smooth financial process. 🚀💸
📌 Locations in a Payout Report
The Payout Report provides a detailed breakdown of all locations associated with the payments disbursed in the selected payout. This ensures that businesses can track where the funds were processed and allocated.
📌 Viewing Locations in a Payout
All locations linked to the disbursed payments in a selected payout are listed under the "Payout Total Amount" header.
You can scroll left and right using the navigation bar to view all locations, ensuring complete visibility across multiple sites.
✅ Use: Helps businesses identify which locations processed payments in the selected payout.
✅ Benefit: Ensures accurate financial tracking by allowing easy review of payments by site or center.
📌 List of Individual Payments Processed in a Payout
Within each payout, the list of individual transactions is displayed, showing detailed payment information. Each transaction includes:
🔹 Date – When the payment was processed.
✅ Use: Allows businesses to track payment processing timelines.
🔹 Location – The site or center where the payment was made.
✅ Use: Ensures businesses can allocate revenue correctly across multiple locations.
🔹 Child & Payer Information – The child associated with the payment and the payer who made the transaction.
✅ Use: Provides clarity on who the payment was made for and who processed it.
🔹 Transaction Reference & Related Invoices – A unique transaction identifier and any related invoices.
✅ Use: Allows for quick lookup of transactions in case of disputes or record-keeping.
🔹 Creation Date – The date the payment record was generated.
✅ Use: Helps verify the timing of transactions in case of any delays or discrepancies.
🔹 Payment Method – How the payment was made (e.g., credit card, bank transfer, Apple Pay).
✅ Use: Allows businesses to track which payment methods are most frequently used.
🔹 Amount – The transaction amount processed.
✅ Use: Ensures businesses can verify the total disbursed payments match the expected payout.
✅ Benefit: Having all payment details in one place simplifies financial tracking, ensures accurate reconciliation, and helps businesses quickly identify any discrepancies in payouts.
📌 Filtering Payment Transactions by Location
To view payments for a specific location within a selected payout, use the Location Filter Bar located at the top right corner of the transactions list.
✅ Use: Allows you to filter payments by location, so you can focus only on the transactions related to a specific site within the payout.
✅ Benefit: Helps multi-location businesses efficiently access financial data for individual sites, streamlining reporting, reconciliation, and payout verification.
How to Use Filters for Payout Reports
Filters in the Payout Report help refine results, allowing businesses to quickly locate specific payouts based on date, reference, status, or bank account.
🔹 Steps to Apply Filters:
1️⃣ Go to Billing Transactions – Navigate to the Billing Transactions section.
2️⃣ Open the Payout Tab – Select the Payouts tab to view all processed payouts.
3️⃣ Click the Purple Funnel Icon – Located in the top right corner of the payout list screen, this opens the filtering menu.
📌 Available Filtering Options & Their Uses
🔹 Date (DD/MMM/YYYY - DD/MMM/YYYY)
✅ Use: Select a specific date range to filter payouts processed within that timeframe.
✅ Example: If you want to review payouts from the last month, set the range from 01/Jan/2024 - 31/Jan/2024.
🔹 Payout Reference
✅ Use: Enter a unique payout reference ID to locate a specific payout transaction.
✅ Example: If a payout needs verification, searching for its Payout ID (e.g., po_1QqNxnR4ScbR8us4I8CLuE8F) will pull up the exact record.
🔹 Payout Status
✅ Use: This filter allows you to sort payouts based on their current processing status, making it easier to track, investigate, or follow up on fund transfers.
Stripe classifies payouts into different statuses, each indicating the stage of the fund disbursement process.
📌 Understanding Payout Statuses in Parent
🔹 Paid – The payout was successfully processed and deposited into the recipient’s bank account.
✅ Example: If a business wants to verify which payouts have been successfully settled, they can filter for "Paid" and compare the amounts with bank statements.
🔹 Pending – The payout has been initiated but is not yet fully processed.
✅ Example: If a finance team is tracking upcoming fund transfers, filtering for "Pending" will help identify payouts expected to be deposited soon.
🔹 In Progress – The payout is being processed and will be completed soon.
✅ Example: If a payout is taking longer than usual, checking "In Progress" status ensures it's still moving through Stripe’s processing system.
🔹 Canceled – The payout was manually or automatically canceled before being completed.
✅ Example: If a business sees a canceled payout, they may need to check for compliance issues, incorrect bank details, or manual cancellation requests.
🔹 Failed – The payout was rejected by the bank and did not go through.
✅ Example: If funds were not received, filtering for "Failed" will help identify which payouts require reprocessing or correction (e.g., updating bank details, resolving Stripe verification issues).
🔹 Bank Account
✅ Use: Select a specific bank account to filter payouts based on where funds were deposited.
✅ Example: If a business has multiple payout accounts, this filter helps track which payments went to a specific account.
📌 Real-Life Scenarios for Using Payout Filters
📌 Real-Life Scenarios for Using Payout Filters
Applying filters in the Payout Report helps businesses efficiently track, verify, and reconcile payouts. Below are real-life scenarios demonstrating how different filters can be used:
1️⃣ Filtering by Date – Tracking Monthly Payouts for Reconciliation
Scenario: A finance manager wants to reconcile all payouts processed in January 2024 with the company's bank deposits.
✅ Solution:
Apply the Date Filter: 01/Jan/2024 - 31/Jan/2024
View only payouts processed in that timeframe
Match the payout records with bank statements to confirm deposits
🎯 Benefit: Ensures accurate financial reconciliation by verifying expected payouts vs. actual bank deposits.
2️⃣ Filtering by Payout Reference – Investigating a Specific Payout
Scenario: A business owner receives a payout of $50,000 but wants to check which transactions were included.
✅ Solution:
Search for the Payout Reference ID (e.g., po_1QqNxnR4ScbR8us4I8CLuE8F)
Open the payout details to review all associated payments
Verify the amount, fees deducted, and any adjustments
🎯 Benefit: Quickly locates a specific payout to review its details and confirm correctness.
3️⃣ Filtering by Payout Status – Identifying Failed Payouts
Scenario: A finance team notices that funds were not deposited into their bank account and needs to check for failed payouts.
✅ Solution:
Apply the Payout Status Filter: Select "Failed"
Identify which payouts didn’t process and review the failure reason
Take corrective action, such as updating bank details or resolving compliance holds
🎯 Benefit: Helps resolve payout failures quickly, ensuring funds are correctly transferred.
4️⃣ Filtering by Bank Account – Reviewing Deposits Across Multiple Accounts
Scenario: A company operates multiple locations, with each receiving payouts in different bank accounts. The finance team needs to track which payouts were sent to a specific account.
✅ Solution:
Use the Bank Account Filter to select a specific bank name or last four digits
Review all payouts sent to that account
Cross-check the deposits with bank statements
🎯 Benefit: Makes it easy to track funds across multiple accounts, ensuring each location's payouts are accounted for.
5️⃣ Combining Filters – Identifying Pending Payouts for a Specific Period
Scenario: A CFO wants to check all pending payouts for the last two weeks to anticipate upcoming fund transfers.
✅ Solution:
Apply the Date Filter: 01/Feb/2024 - 14/Feb/2024
Apply the Payout Status Filter: Select "Pending"
Review which funds are still in processing and confirm expected deposit dates
🎯 Benefit: Helps finance teams plan cash flow and expected fund availability.
📥 Downloading Payout Transactions & Disbursed Payment Transactions
Parent allows users to download payout reports for both payout transactions and the individual payments included within them. Below is a breakdown of how to download each type of report and how they can be used effectively.
🔹 Downloading Payout Transactions
(This download contains details of payout transactions, but does not include individual payments within the payout.)
📌 Steps to Download Payout Transactions:
1️⃣ Go to Billing Transactions – Navigate to the Billing Transactions section.
2️⃣ Open the Payout Tab – Select the Payouts tab to view all processed payouts.
3️⃣ Click the Orange Download Button – Located in the top right corner of the payout list screen.
4️⃣ Select File Format:
Excel (.xlsx) – Best for detailed reviews, sorting, and advanced analysis in spreadsheets.
CSV (.csv) – Ideal for bulk data processing and importing into financial systems.
✅ Use:
Provides a summary of all processed payouts, including payout date, amount, and status.
Helps finance teams track disbursements and reconcile payouts with bank records.
Useful for reporting and financial audits.
Information Included in the Payout Report (Based on Stripe Documentation & Functionality)
The Payout Report in Stripe provides a detailed breakdown of each payout transaction, ensuring full visibility into when, where, and how funds were disbursed. Below is an elaboration of key fields included in the report and their purpose.
Payout ID
✅ Definition: A unique identifier assigned to each payout.
✅ Use: Helps track and reference specific payouts in Stripe’s system.
✅ Example: If a payout needs to be investigated (e.g., delayed, failed), this ID can be used to search in the Stripe dashboard or for support inquiries.
Amount
✅ Definition: The total amount of the payout, after deductions such as refunds and adjustments.
✅ Use: This is the final disbursed amount deposited into the recipient’s bank account.
✅ Example: If a payout total is $10,000, it means that after processing all adjustments and fees, Stripe transferred $10,000 to the recipient’s bank.
Created (UTC)
✅ Definition: The timestamp (in Coordinated Universal Time, UTC) when the payout was created in Stripe (Parent Pay).
✅ Use: Helps businesses track when the payout process started.
✅ Example: If a payout was created on March 5, 2024, at 10:00 AM UTC, it means the funds were prepared for processing at that time.
Currency
✅ Definition: The currency in which the payout was processed (e.g., cad, USD, EUR, GBP).
✅ Use: Ensures clarity in multi-currency payouts.
✅ Example: A business operating in the U.S. and Canada can filter payouts based on USD vs. CAD transactions.
Arrival Date (UTC)
✅ Definition: The estimated date when the payout is expected to reach the recipient’s bank.
✅ Use: Helps businesses anticipate fund availability and manage cash flow expectations.
✅ Example: If a payout has an arrival date of March 7, 2024, it means the funds will likely be available in the recipient’s bank on that date.
Status
✅ Definition: Indicates the current state of the payout.
✅ Possible Values:
Paid → The payout was successfully processed.
Pending → The payout is in process and has not been completed yet.
Failed → The payout was rejected (e.g., incorrect bank details, compliance issues).
Canceled → The payout was canceled before processing.
✅ Use: Allows businesses to quickly identify payouts that need action (e.g., failed payouts requiring correction).
✅ Example: If a payout shows "Failed", the business may need to update banking details or contact Stripe support.
Type (Payout Method in Stripe)
✅ Definition: Refers to the payment method used for the payout, indicating how funds were transferred to the recipient.
📌 Example
🔹 Bank Account – The payout was transferred directly to a recipient’s bank account via ACH, SEPA, or wire transfer, depending on the country.
✅ Use: Standard method for depositing payouts into a business’s linked bank account.
✅ Example: A U.S.-based business receives a payout via ACH transfer to their Bank of America account.
Method
✅ Definition: Specifies how the payout was sent to the recipient’s account.
✅ Example Values:
Standard Bank Transfer → Funds were sent via a standard ACH, SEPA, or wire transfer.
Instant Transfer → Funds were transferred immediately using Instant Payouts.
✅ Use: Helps businesses understand the method used for transferring funds and potential delays.
✅ Example: If a business sees "Instant Transfer", they know funds were sent immediately to the recipient’s debit card.
Balance Transaction
✅ Definition: The corresponding Stripe balance transaction ID linked to the payout.
✅ Use: Helps businesses cross-check payout amounts with their Stripe balance activity.
✅ Example: If a business needs to investigate why a payout total differs from expected, they can search for the Balance Transaction ID in Stripe’s reports.
Destination Name
✅ Definition: The name of the bank or financial institution receiving the payout.
✅ Use: Confirms where the payout was sent.
✅ Example: If a payout was sent to “Bank of America”, this field will show that information.
Destination Country
✅ Definition: The country of the recipient bank account.
✅ Use: Helps businesses ensure payouts are processed correctly across different regions.
✅ Example: If a business operates in multiple countries, this field helps track international vs. domestic payouts.
Destination Account's Last 4 Digits
✅ Definition: The last four digits of the recipient’s bank account where the payout was deposited.
✅ Use: Helps verify which account received the funds.
✅ Example: If a payout was sent to an account ending in 1234, this field will display “****1234”.
🔹 Downloading Payout Disbursed Payment Transactions
(This download includes the individual payments processed within a specific payout.)
📌 Steps to Download the Payments Included in a Payout:
🔹 Method 1: Quick Export from the Payout List
1️⃣ Go to Billing Transactions – Navigate to the Billing Transactions section.
2️⃣ Open the Payout Tab – Select the Payouts tab to view all processed payouts.
3️⃣ Find the Payout Record – Locate the specific payout under the Payout Transactions List.
4️⃣ Click "Export" Under the Payments Column – A download option will appear.
5️⃣ Select File Format:
Excel (.xlsx) – For detailed transaction tracking and review.
CSV (.csv) – For importing into accounting software or further data processing.
🔹 Method 2: Export from the Payout Detail Screen
1️⃣ Click on the Payout Record – This opens the Payout Transaction Details screen.
2️⃣ Click the "Download Payment Report" Button – Located in the top right corner of the Payout Transaction Info header.
3️⃣ Select File Format (Excel or CSV).
✅ Use:
Provides a detailed breakdown of all individual payments included in a specific payout.
Helps businesses verify which payments were settled and track transaction details.
Useful for cross-checking payment records and resolving disputes.
For details on the information included in the payment report, please refer to this section.