Table of Contents
Join Zach Malloch as he walks through the PayTrac Dashboard in this 3-part FastTrac series.
PayTrac Dashboard Part 1
Summary
In part 1 Zach focuses on the Statements tab of the PayTrac Dashboard.
Video
Transcript
00:00:00:18 - 00:00:22:06
Zach Malloch
In this video we'll be talking about the statements tab in the PayTrac dashboard. To open the PayTrac dashboard, I simply go to the waffle menu, type in PayTrac and it should be our first option. Assuming that has been enabled from the statements tab, which is the default that is selected when you open the dashboard, we can see that there has been a statement created automatically on the eighth of each month for the prior billing period.
00:00:22:17 - 00:00:53:15
Zach Malloch
In this case, on January 8th of 2023, we can see that we have a statement for December of 2022, for February 8th of 2023. We have a statement for January of 2023, so on and so forth. If I take a look at one of these statements by either clicking, scrolling down and cooking view statement or by double clicking from the data grid, I will see that we have a nice breakdown of everything that happened throughout that month right at the very beginning, we have the name of the merchant ID or mid on the right hand side.
00:00:53:15 - 00:01:16:05
Zach Malloch
We can see that there is a merchant ID with the actual unique encrypted ID, which of course is blocked out in this video for privacy purposes. Below that we can see a summary of the total number of sales reversals, credits, disputes and fees, charged, the number of transactions, and then the total amount of the fees with the grand net total of revenue collected.
00:01:16:28 - 00:01:38:18
Zach Malloch
Below that, we have our summary by day. We can see that there is a line for each day of the month. We have our sales column, the chargeback and reversals. Any credits issued, any disputes and then for the fees, we note that in this case this customer is a monthly continuous settlement customer, which means that the fees are assessed at the end of the month and we will not see a daily breakdown of fees.
00:01:39:00 - 00:02:01:21
Zach Malloch
We have our subtotal at the last column and of course a subtotal line below that. Below that we have our summary by card type. We have a breakdown for each card brand. The total number of sales, the amount submitted, total number of refunds, the amount of those submitted, and then our net at the end to once again see our grand totals for revenue before fees.
00:02:01:29 - 00:02:28:08
Zach Malloch
We have a disputes table below that. Luckily, no disputes exist for this database for this time period. And below that we have our fee breakdown by card type, very similar to the information displayed above, but with the fee breakdown which will vary by customer and the subtitles listed for those fees. We also have the ability of running a monthly statement at any time during the month.
00:02:29:12 - 00:02:52:26
Zach Malloch
If we are running for the current month, it will only run until the current day. So if I ran one for March of 2023 for the billing merchant ID, I can switch between merchant IDs just by clicking on this dropdown and then hitting process. I would get a statement exactly like this one. This will only show transactions up to the latest day of the month, but if I double click on this, we can see that this is a billing MID
00:02:53:09 - 00:03:20:16
Zach Malloch
We can see the total sales, total reversals, credits, disputes and fees. But note that the fees are blank because this month has not yet closed and the fees will not assess until the month has closed. Below that, we have exactly the same columns as we saw in the other statement. But keep in mind, once again, this will not include anything that happens after the 28th, including in this case, fees, and that is the statements tab of the PayTrac dashboard.
PayTrac Dashboard Part 2
Summary
In part 2 Zach walks through the capabilities and functions of the Settlements Tab in the PayTrac Dashboard. The settlements tab is where you can find all of the details allowing for daily reconciliation between RecTrac Credit Card transactions and your bank account. This video has been intentionally blurred to protect sensitive information.
Video
Transcript
00:00:00:22 - 00:00:17:03
Zach Malloch
In this video, we're going to be going over these settlements tab in the PayTrac dashboard. Settlements is probably your most frequently used tab as it's where you're going to go to balance out the transactions that occurred in the database versus what you see in your bank statements. While the data grids are loading, we can see that we have some search options.
00:00:17:03 - 00:00:34:16
Zach Malloch
We can search by the transfer ID, settlement ID or receipt number for looking for a particular transaction that might have had an issue with it. We can jump right to it from there. We can also search by settlement dates. So if we're only looking for something for the current month or the past 30 days past 60 days, we have those options.
00:00:34:29 - 00:00:56:20
Zach Malloch
Now that that data grid has loaded. We can see that we have our settlement date, profile description, total amounts, total fees, the net amount, the processor settlement ID, merchant ID and record status. On each of these days, If I expand the settlement date, we can see that it's grouped together with any transactions that occurred on that date for any of the merchant IDs in question.
00:00:56:21 - 00:01:19:20
Zach Malloch
Most commonly, that will be broken down by WebTrac, retail, possibly by billing. It will be individual for each customer. Please note also at the bottom we have totals that will adjust as we make changes. If I say that I want to only see transactions that occurred on April 1st, we filter that down. We only see the data grid displaying that information and then we get our grand totals down at the bottom.
00:01:20:10 - 00:01:38:29
Zach Malloch
If I click on one of these settlements, then I will get the breakdown of the details of the transactions that make up that settlement. Also, by clicking on the settlements, I gain access to a couple of different buttons. These are shortcuts to reports. The settlement report will give you a report of just this line unless we run it for detail.
00:01:39:02 - 00:02:03:18
Zach Malloch
If we run it for detail, we will also get each of the transactions as their own line in a nice, easy to read report format. We can also run GL distribution reports directly from this data grid. We can choose any output that we have selected for GL distribution, whether it's a VSI standard or if you have customized any of your outputs in the GL report will be filtered just for this single settlement ID.
00:02:03:29 - 00:02:20:27
Zach Malloch
So there's no other criteria you need to worry about. We can also re fetch transfers. However, most of the time when you do that you'll get a message saying that it already has all of its data and it does not need to be re fetched. Now if we come over to the other data grid, if we click on an individual transaction, we have more buttons that show up.
00:02:21:09 - 00:02:44:00
Zach Malloch
We can show fees. However, this being a monthly settlement customer, we will not see the fee break down. We're just going to see the transaction. We can see credit card history, which will be confusing unless you're on a call with Vermont Systems, in which case this could be very useful data To help troubleshoot, we can reprint the receipt that was originally attached to this transaction for more context or more information about what it actually was.
00:02:44:13 - 00:03:04:12
Zach Malloch
And we can copy the transfer or the settlement ID just in case we need to share that with Vermont Systems for any troubleshooting purposes. I'm going to switch over to a customer that has daily fees just for one second, but it's going to be the exact same process. We expand a particular day, we click on the settlement, we gain buttons for each of our shortcuts.
00:03:04:23 - 00:03:29:20
Zach Malloch
We can see that there are individual transactions. And then from this show fees button, this will show the individual breakdown of the fees attached to this transaction itself. One other benefit of the deep integration of the PayTrac dashboard in the Settlements tab is that it is color coded. If you click on the options menu for the settlements data grid, you can see we have a match, no match, missing transfers, and monthly fee settlements.
00:03:30:03 - 00:03:57:11
Zach Malloch
If I expand all of these groups, we can see those colors are taking into account all of those statuses. And luckily we don't see any yellow or red. If you did see any red or yellow or any no match or missing transfers, then most likely it would be calling Vermont's system support for help. So a tab that you will get very familiar with as you balance out and reconcile with your bank accounts.
00:03:57:13 - 00:03:59:12
Zach Malloch
The Settlements Tab in the PayTrac Dashboard.
PayTrac Dashboard Part 3
Summary
In part 3 Zach gives an overview of the Pending Transfers and Disputes tabs in the PayTrac Dashboard. These tabs are used to investigate approved but not yet settled transfers, and give you insight into any transactions that your customers have disputed.
Video
Transcript
00:00:00:16 - 00:00:24:02
Zach Malloch
In this video, we're going to be going over the pending transfers and disputes tab in the PayTrac dashboard. So we'll start by launching the PayTrac dashboard and then moving to the pending transfers tab. So this tab is going to be used significantly less frequently than the settlements tab, but this is where you go to look for any transactions that have not yet been settled, anything that's been approved but not yet settled, this will not show declines.
00:00:24:21 - 00:00:49:14
Zach Malloch
So there are rare cases when you need to come in here before something settles. But this is where you can gain that information. You can look for a particular transfer ID or receipt number. We select a transaction down here at the bottom and unfortunately most of the DataGrid has to be blurred out. But you can get the credit card history for troubleshooting purposes, the receipt preview, and you can copy the transfer ID, all options that you also have in the settlement tab.
00:00:49:14 - 00:01:11:18
Zach Malloch
But once again, you come in here for transactions that have not yet settled, you'll generally not see anything more than 24 hours old in this data grid. The disputes tab is where you would come in to see any transactions that have been disputed. This happens frequently when a customer does not recognize the charge or they disagree with the charge on their credit card statement.
00:01:12:00 - 00:01:38:19
Zach Malloch
If we click on a particular dispute, hopefully you don't have too many, but we can click on that and then see what the details of that disputed transaction are. If we then click on the details, we can print off the receipt. So that would help with understanding where this originally came from. We can show the fee breakdown, we can see the credit card history once again for troubleshooting purposes and we can copy the transfer or the settlement ID if you need to provide that to support.
00:01:38:19 - 00:01:57:09
Zach Malloch
This is basically initiated by the customer reaching out to their credit card company. The credit card company gets in touch with us. We then notify you about the dispute usually via email, and then the disputes will populate in this tab to help you keep track of that. And that is the PayTrac dashboard pending transfers and disputes.