Detailed Payment Report (member level)

Helpdesk -

The Detailed Payment Report gives payment information at the 'member level'.  

From the Summarised Payment Report, you can select which view of the Detailed Payment Report you want to see, for example - Paid, Pending (pending refers to Direct Debit payments that are being processed), Outstanding or a combined report of all three.

Figures and text highlighted in blue are hyperlinked.  Depending which view of the Detailed Payment Report you are viewing determine what is hyperlinked.  Here are some examples:

Amount received - clicking on this link will show you a breakdown, by payment method, of all payments received.

Members name - clicking on a members name will take you through to their membership record. Top Tip - right click on the members name and select 'Open link in new tab'.

Paid  - alongside the members name will show you detailed information about the transaction.  Information includes Payment Method, Transaction Date and any other payments made in relation to the payment request.  Top Tip - Hover over the Payment Description to view the payment request date.

Column heading explanations:

  • Name - this is the name of the member payment has been requested from.

  • Payment request - this is the description of the payment request.  Top Tip - hover over the payment request to see the request description in full plus the date of request.

  • Instalment - if receiving payment by instalment, the instalment number of the payment request will be shown here.

  • Paid - the amount paid against the payment request.

  • Pending - when members pay by Direct Debit, until the funds become cleared, they are shown as 'Pending'.  Once cleared, the amount will appear as 'Paid'. 

  • Outstanding - the amount outstanding for that payment request.

  • PA - PA is an abbreviation of 'Pre-authorised Payment'.  If the member has pre-authorised payments, a YES value will appear in this column and by clicking on the YES, you can see which payment provider the member pre-authorised payments with (ie. GoCardless or PayPal), when they setup the pre-authorisation agreement, when it expires (if applicable) and the reference number of the agreement.  You'll also see an option to cancel the pre-authorisation.  Clicking on the button and confirming the cancellation will cancel the agreement and future payments will not be collected automatically.

  • Overdue - this is the number of days that payment is overdue by.  If, when setting up the payment request, you set the number of days the payment was due within to X, then payments will not appear as overdue until that number of days has past since requesting payment.  If you set 'Payment due on request', then the number of days overdue will increment from the day you requested payment.

  • Reminder sent - this is a date field that helps you keep track of when you sent the last reminder to the member.

Options available in the Detailed Payment Report include:

  • Send email - most commonly used for sending reminders direct from the Outstanding payment report, you can select multiple people by ticking the box next to their name.  After sending the email, the email send date will appear in the 'Reminder sent' column. 
  • Turn off automatic reminders - if you have requested payment via the 'Ad-hoc payment request' feature where automatic payment reminders can be configured, you can turn off the reminders using this option. 
  • Delete payment request - if the payment request has not been partially or fully paid, you can delete a payment request using this option.  If the payment has been made against a request, you will need to refund the payment first.
  • Export screen data - this option exports the information you can see on the screen in to a spreadsheet.
  • Export detailed data - this option allows you to export membership data alongside payment information.  

  • Copy members to new group - this option allows you to select members from the results table and copy them in to a pre-defined group.
  • Archive payment requests - use this option to remove a payment request from the Detailed Payment Report.
  • Restore archived payment requests - to restore an archived payment request, use this option.
  • Switch to consolidated view / itemised view - if your organisation has not enabled the instalment option, you can skip this bit.  If you are accepting instalment payments then read on!  

    By default, the Detailed Payment Reports gives you an itemised view of all payment requests made.  So in the scenario where a member is paying by instalments, each instalment request is itemised so you can see who is and isn't keeping up with their instalment payments.  The Consolidated View allows you to see the total paid/pending/outstanding against the original value of the payment request before it was split in to instalments.

    So for example, if John Smith was paying his annual subscription of £40 in 4 instalments and he has paid instalment 1 of 4 and 2 of 4, in the itemised view this will show him as paid in full for all his payment requests so far.  Switch it to the Consolidated View and you will see that he has paid £20 of the original payment request of £40.  

    So in summary, the Consolidated View helps you gauge where you are in the overall scheme of things, rather than at the instalment level.

  • Cancel pre-authorisation - to cancel the pre-authorisation agreements of selected members, tick the box next to the members name and then click this option.

Other options on this page include:

  • Filter by group - this allows you to filter the results in the Detailed Payment Report by any group you have setup in your membership database.  For example, "view all members of the Under 13 group who have payments for the Annual Membership outstanding".
  • View - this option allows you to filter the results in the Detailed Payment Report by those that have Fully paid, Part paid, Not paid, who have failed transactions, who have pre-authorised payments and those how have not.

Known limitations
When using any of the options (eg Send email, Delete Payment Request etc), you can only do so for the members that appear in the page of the table you are viewing.  The options do not work across multiple pages (we're working on it!)

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