The transaction reports will allow you to reconcile payments that were made online via our system with payments you would have been paid to your bank or PayPal account. Whether you are transacting using GoCardless, PayPal or both, you can use the transaction report to identify who the payment was for and what the fees were for the transaction.
Getting to the Transaction Reports
To see your transaction report you will need to go to:
Financials > Payment reports > View reports
At the bottom of the 'View reports' list, there are two types of transaction reports:
'View transaction report for activity period'
'View transaction report for accounting period'
Hovering over either one of these options will give you the choice to select 'From 1st Jan 2018'
The Initial Transaction Report Screen (Consolidated View)
Once you have selected the report you wish to view, a table with all payments will appear depending on whether you selected to view payments for an activity period (certain date range) or the accounting period. The initial report will always show the consolidated view, so all linked payments will show as one. The information provided will be as follows:
- Date the transaction or refund was made
- Time the transaction or refund was made
- Gross amount (amount requested)
- Gross transaction fee
- Net amount (amount you received)
- VAT in transaction fee
- Net Transaction fee
- Payment method (GoCardless or PayPal)
- Payout ID (only valid for GoCardless and refers to the ID of the consolidated amount sent to you, this is what will be displayed on your bank statement) Further information is below.
- Transaction ID (the ID linked to the payment)
- Credit - Paid
- Charged back (disputed payment with provider which has resulted in money being returned to payee)
If you need to know who the payment was for, simply click on the Gross amount and this will load:
- Member's name
- Payment description
- Gross amount
- Gross transaction fee
- Net amount
- Type of payment (Credit/refund/chargeback)
Switch to Itemised View
As the consolidated view will only show each line item for payments that were consolidated, regardless of the payment being linked to more than one member (siblings for example), if you would like to break this down to match against each payment request, then this will be the report you need. The columns you will find here are:
- Itemised gross amount
- Itemised transaction fee
- Itemised net amount
- Payment method
- Payment description
- Payout ID
- Transaction ID
- Type of payment
Filtering and Sorting
Each column will allow you to advance filter and sort - simply press the three vertical dots and you will be presented with the sort and filter options.
You can add filters to multiple columns to help you narrow your search to exactly what you are looking for.
Another filter option is 'Filter by:' this will allow you to narrow down to a particular payment type (method) and/or transaction type.
This is handy, for example, if you are looking to be able to identify all refunds or any chargebacks that were made.
If you know the transaction ID of the payment and you want to identify who the payment is associated to, you can use the search bar at the top of the grid. Then by clicking on the gross amount, identify the member.
When GoCardless deposits funds in your organisation’s bank account, the amount is calculated by aggregating all payments due to be paid out that day. Funds are transferred under the reference of PayOut ID (this is the number that appears on your bank statement). To help you reconcile the deposits on your bank statement to the transaction report in the system, we’ve added the field ‘PayOut ID’ in the transaction report, so now you have a clear audit from a single transaction to the aggregated deposit in your bank account.
To do the reconciliation, download your bank statement to a spreadsheet and export the transaction report out of the system. Copy and paste the data from your exported file, ensuring the PayOut ID is aligned to the PayOut column in your bank statement. Apply a filter to the spreadsheet and then sort A-Z on the PayOut ID column. Highlight that column, and if you’re using Excel, use the ‘Highlight Duplicate Data’ tool which will identify if there are any single PayOut ID’s. We’re confident there won’t be, but if there are, you now have the information to investigate.
The table has paging so you can skip between pages and set the number of results per page as per your requirement.