The Payment Details report provides a comprehensive breakdown of every financial transaction processed in your shop, offering a granular view of your cash flow. This report is essential for reconciling your daily totals, tracking specific payments linked to repair orders (ROs), and identifying exactly how and when funds were collected or refunded.

Understanding the Payment Details Data

The report captures a wide range of data points to ensure your bookkeeping remains accurate. Each row represents a specific transaction, allowing you to audit your shop’s performance with precision.

Key Data Columns

• Total Payments: The sum of all dollars collected, including amounts posted to A/R, dollars cleared from A/R, previous advance payments, and current advance payments.

• Total Transactions: The count of all completed transactions, including refunds; however, voided transactions are excluded from this count.

• RO# & Status: Identifies the specific repair order number and its current state (e.g., Posted, Active Job Board, or A/R).

• Amount & Type: Displays the dollar value and categorizes the transaction as a standard payment, refund, A/R Payment, or A/R Fleet Payment.

• Payment Method: Lists the specific method used, such as Cash, Check, or Credit/Debit.

  • Integrated Payments: Automatically display the specific card type (e.g., Visa, Mastercard).

  • Non-Integrated Payments: Require manual selection and will indicate if the card was present or not present.

How to Use the Payment Details Report

Navigating this report helps you verify daily deposits and investigate specific customer billing queries.

1. Access the Report: Navigate to the Reports section in the left sidebar and select Payment Details.

2. Filter by Date: Use the date picker to select the specific day or range you wish to reconcile. The report is triggered by actions like Make Payment, Refund, or Void.

3. Identify A/R Payments: * An A/R Payment is a transaction made within the RO under the "Payments" tab while the RO is in Accounts Receivable.

   • An A/R Fleet Payment is processed directly from within the Accounts Receivable Report itself.

   • Note: Both types will appear when you use the A/R Payment filter.

4. Verify Voids: Check the Amount column to see if a transaction has been voided, which helps in identifying human error during the checkout process.

1. Check the Activity Feed: Open the Repair Order (RO) associated with the payment and review the Activity Feed to verify when the payment action was recorded.

2. Review the Payments Tab: Navigate to the Payments tab on the RO to confirm the payment's success and view the exact date it was processed.

Tekmetric Payments & Fee Calculations

When using Tekmetric Payments (integrated processing), the system provides detailed insights into your payouts and the associated fees.

• Processing Fees: Fees are typically calculated based on the transaction type. Card Present (CP) transactions (swiped/dipped via terminal) usually carry different rates than Card Not Present (CNP) transactions (keyed-in or web payments).

• Payout Triggers: Payout data is updated when you Take Payment via the terminal, simulated terminal, or online via Tekmetric Payments (Public or Fleet payments).

• Refunds and Voids: If a payment is voided or refunded, the Payment Details report will reflect the negative value to ensure your "Total Cashiered" amount is accurate.

• Buy Now, Pay Later (BNPL) Payments: Payments made through BNPL services like Affirm, Klarna, or Sunbit will appear in the Payments tab on the RO with the provider’s icon and the applied amount. Note that only completed payments are displayed, not pre-approval statuses.

FAQs

How do I know if a payment was for a Fleet account? Payments made through the Accounts Receivable Report specifically for fleet accounts will be labeled as A/R Fleet Payment in the Amount column.

How can I verify whether a payment was included in a payout? Navigate to Reports → Payouts and open the relevant payout report. Review the Transactions list to confirm the payment's inclusion. Alternatively, use Reports → Payout Reports to verify payout entries for the relevant date range.

Why doesn't my "Total Transactions" match my RO count? "Total Transactions" includes refunds and multiple payments made on a single RO, whereas "Car Count" in other reports typically measures unique Repair Orders. Additionally, voided transactions are not counted in the transaction total.

What happens to the "Posted to A/R" amount if a customer pays later? The Posted to A/R figure captures the balance due at the exact moment the RO was posted. Even if a payment is made later, the original "Posted to A/R" value remains unchanged for that point-in-time record.

How can I find the original payment date for a voided transaction? Open the Repair Order (RO) where the payment was taken, check the Activity Feed to see when the payment action was recorded, and review the Payments tab to view the original payment date.