Viewing a client’s Transactions page

On the Transactions page of a client’s profile, you can view detailed information about each transaction a client has made during the selected date range. For a list of common transactions and descriptions of how they would appear on a client’s Transactions page, see Common client transactions.

From the Transactions page, you can also void transactions, refund purchases and view, email, or print receipts.

Notes
  • Transactions with a value of $0.00 won’t appear on a client’s Transactions page. You can view these transactions from the Purchases or Activity pages in the client’s profile.
  • Staff members must be assigned to a staff role with the View sales reports permission and the View transaction details permission to view the Transactions page. For more information, see Staff role permissions.
  • If a client’s package is modified, it will appear as a new transaction on their Transactions page. The new transaction may take several hours to appear after the Purchase Option is modified.

In this article:

    To view a client’s Transactions page:

    1. On the Top Nav Bar, click the Search button , and enter the client’s information in the box. You can enter the client’s name, phone number, email address, UID, or client ID.
    2. In the list of clients displayed, click the client’s name.
    3. On the side menu, click Account.
    4. On the Account menu, click Transactions.
      • To view more details for a transaction, click the Action button next to the transaction, and select Transaction details.

    Summary cards on the Transactions page:

    Summary cardDescription
    Total PaymentsThe total number transactions that took place during the selected date range. This summary card is visible when the View Mode advanced filter is set to Payment View.
    Total PaidThe total amount of all transactions that occurred during the selected date range. Additionally, voided, refunded, or failed transactions aren’t included in this value.
    Failed PaymentsThe total number of failed payments that occurred during the selected date range.
    Total Amount FailedThe total amount of all the failed transactions that occurred during the selected date range.
    CreditThe total amount credited to clients’ account balances during the selected date range.

    Headings on the Transactions page:

    HeadingDescription
    Purchase IDThe Purchase ID for the sale. The Purchase ID can also be found next to the Purchase Number on the receipt.
    Transaction IDThe Transaction ID for the sale. The Transaction ID can also be found on the Transaction details page.
    DateThe date and time the transaction was processed.
    LocationThe location at which the transaction occurred.

    This column will only be displayed if your business has more than one location.

    ItemThe item purchased in the transaction.
    SurchargesThe surcharge charged to the client if they completed the transaction using a credit card or ACH payment method.

    This column is only displayed if you set the Surcharge setting to ON in your store settings.

    Total PaidThe total amount the client paid with the associated payment method.
    Payment MethodThe payment method used by the client to make the transaction. If the client used multiple payment methods to make the transaction, each payment method will be listed in this column.

    If any notes are attached to the transaction, a Note icon will appear in this column. You can hover over the icon to display the note.

    If the payment method used was a check or a gift card, the associated number will be included in this column.

    NoteThe initial payment method used to make a purchase will be displayed as the payment method for all recurring automatic payments on the purchased item. For example, if a card reader was used as the initial payment method, Card Reader will be displayed for any recurring payments.
    Payment StatusThe current status of the transaction.

    The list of transaction statuses includes:

    • Account Credited – An amount was successfully added to the client’s account balance.
    • Account Debited – An amount was successfully charged to the client’s account balance.
    • Authorization Error – The credit card authorization was unsuccessful.
    • Authorized Successfully – The credit card authorization was successfully processed.
    • Error During Refund – The refund was unsuccessful.
    • Failed – The transaction was unsuccessful.
    • Partial Refund – The transaction was partially refunded.
    • Processing – The transaction is being processed by the gateway.
    • Purchase Error – The transaction was successful, but the purchased item, such as a Purchase Option, failed to appear in the client’s profile. This can occur when a temporary server issue interrupts the purchase. If the purchase was made using a credit card, the transaction will be voided after 30 minutes, and the Purchase Error payment status will be changed to Voided. If the purchase was made using ACH, cash, check, gift card, or the client’s account balance, then the transaction must be refunded.
    • Refund – The transaction is a refund for a prior successful transaction.
    • Successful – The transaction was successfully processed.
    • Void – The amount owed for a voided transaction was returned to the client.
    • Voided – The transaction was successfully canceled before the batch closed. For more information, see Transaction batches and refunds.
    • Waiting for Settlement – The ACH transaction is being processed and will take up to 14 business days to settle.
    DebitThe amount manually debited to a client’s account balance by a staff member.
    CreditThe amount manually credited to a client’s account balance by a staff member.
    FrequencyThe frequency at which the transaction occurs, either Recurring or One-time.
    UserThe name of the user who completed the transaction. If the transaction was an automatic payment, this column will display Automatic payment.
    ActionAn expandable menu that allows you to: 

    Notes 

    • Staff members must have the required client permissions to perform these actions. For more information, see Staff role permissions. 
    • You can only void a transaction from this menu if it was completed with a credit card in the last 24 hours.

     

    Advanced filters on the Transactions page:

    FilterDescription
    ClassesUse this filter to determine which classes to include in the report.
    AppointmentsUse this filter to determine which appointment types to include in the report.
    Gift CardsUse this filter to determine which gift cards to include in the report.
    EventsUse this filter to determine which events to include in the report.
    Introductory OfferUse this filter to determine whether to include introductory offers in the report.
    GroupsUse this filter to determine which clients to include in the report based on their client group.
    NoteThis filter will pull any relevant information from the available fields. For example, if you filter for groups A, B, and C, the filter will find clients from group A, group B, group C, and any combination thereof, as opposed to only finding clients who belong to all three groups.
    Payment MethodUse this filter to determine which sales to include in the report based on the payment methods used.
    Payment StatusUse this filter to determine which sales to include based on the status of the payment.
    Accounting MethodUse this filter to determine which sales to include based on whether accrual or cash accounting methods were used. For more information, see FAQ: What is the difference between accrual and cash-based accounting?

    NoteIf you select the Accrual & Cash option for this filter, transactions may appear more than once on this page, which will cause an inaccurate value to be displayed in the Total Net Sales summary card.
    LocationsUse this filter to determine which locations to include in the report.
    Account Purchase OptionsUse this filter to determine which account Purchase Options to include in the report. Account Purchase Options are Purchase Options with Account Tab selected as the Purchase Option Service Category. For more information, see Creating or modifying a membership or Creating or modifying a session pass.
    Appointment Purchase OptionsUse this filter to determine which appointment Purchase Options to include in the report. Appointment Purchase Options are Purchase Options with Appointment selected as the Purchase Option Service Category. For more information, see Creating or modifying a membership or Creating or modifying a session pass.
    Class & Events Purchase OptionsUse this filter to determine which class/event Purchase Options to include in the report. Class/event Purchase Options are Purchase Options with Class/Events selected as the Purchase Option Service Category. For more information, see Creating or modifying a membership or Creating or modifying a session pass.
    Gym Purchase OptionsUse this filter to determine which gym Purchase Options to include in the report. Gym Purchase Options are Purchase Options with Gym Visits Options selected as the Purchase Option Service Category. For more information, see Creating or modifying a membership or Creating or modifying a session pass.
    Package Purchase OptionsUse this filter to determine which package(s) to include in the report. To learn how to create a package, see Creating or modifying a package.
    OthersUse this filter to determine whether to include other purchases in the report.
    Relationship PaymentsUse this filter to determine which items to include in the report based on who made the purchase; the client who received the item or the client who paid for the item.

    This filter only appears if the client is a payer for another client, or if they have another client set up as their payer. For more information, see Assigning payment to a related client.

    If the client pays for another client, Payer is selected by default. If the client is set up with someone paying their transactions, Recipient is selected by default.

    When Payer is selected, the report will display transactions where this client paid for items.

    When Recipient is selected, the report will display transactions where this client received an item.

    Note When Recipient is selected, if a client’s auto-renewing Purchase Option was paid for at the same time as another client’s auto-renewing Purchase Options, auto-payments for both Purchase Options will be displayed in one row on the report.
    Bookable AssetsUse this filter to determine which Book-a-Spot assets to include in the report.
    DepositUse this filter to determine which sales to include in the report based on whether they were made with or without a deposit.
    ProductsUse this filter to determine which product(s) to include in the report.
    Payment FrequencyUse this filter to determine which transactions should occur based on their frequency, either One-time, Recurring, or Both.

    Common client transactions:

    Transaction typeHow is it displayed on a client’s Transactions pageSubsequent transactions
    A client’s automatic payment for a Purchase Option fails.The automatic payment appears with a status of Failed.The client’s account balance is debited the value of the automatic payment.
    A client adds to their account balance using their credit card.The credit card payment appears with a status of Successful and the client is listed as the user who completed the transaction.The client’s account balance is credited the amount paid from the client’s credit card and the client is listed as the user who completed the transaction.
    A staff member sells items and/or services to a client through the online store.The purchase appears listing the names of the items and/or services, as well as the payment method and the amount paid.N/A
    A staff member refunds a client’s purchase.A transaction with a status of Refund and a negative amount will appear temporarily until the refund is fully processed.If the initial purchase was paid for with the client’s account balance, the amount paid for the purchase is credited to the client’s account balance.
    A staff member sells items and/or services to a client who has a payer for all their purchases.The purchase appears on the profile of the client to which the items/services were sold.The purchase also appears on the profile of the client who is set up as a payer.
    A staff member sells the same item or service to a specific client for the same amount two times in a row using the same payment method.The payment appears with a status of Failed because the system views this as a duplicate transaction.The staff member can immediately process the transaction using another payment method.

    If the same payment method is preferred, the staff member must wait 15 minutes and then try again.

     

    Was this article helpful?
    179
    (179 out of 179 people found this article helpful )
    Still need help? Contact Us

    What can we do better?

    Use this form to submit requests to update articles. If you have questions about how to use WellnessLiving, please contact us
    Thank you!

    Contact Us

    Having trouble finding the answer you're looking for? Check out our Support Center or let us know how we can help.