Understanding Reports

Hello and welcome back to the Optionpay Academy. This video will cover the different types of reports available within the Optionpay portal. Let’s jump right in.

First, let’s find the “Reports” dropdown button in the navigation bar, and we’ll first take a look at “Transaction Reports”. This is where you will be able to view a list of all transactions (approved or failed) processed within specified search parameters. On the right side of the screen we have the search criteria fields where we can specify parameters like date or date range, amount, search for keywords like a customer name, credit card type etc.

You’ll notice in the video that there are no transactions listed when we first access this page. This is because the default date range displayed for reports is the current date and no transactions had been processed. At the time of recording this video it was September 15, 2021. Let’s adjust the date range so that the starting date is September 1st, 2021. To do this, simply click on the first date field, and select the desired date and click search. 

As we scroll down the page, we can now see 8 transactions all of which were completed between September 1st and 15th (actual date September 14th). Should you want to view details for each of the transactions, simply click on the dropdown arrow and select “View/Print Receipt”

The next report type we have is the “Daily Summary Report”. Again by default, this will show the current date. In the video, because there were no transactions on September 15th, the default date was empty, and showed a summary of all transactions rather than for the current date. Let’s again change this to a date range from September 1st-15th. This report gives a high-level summary of transactions in the given date range. We can see the total number of transactions, as well as a breakdown of transactions and subtotals based on card type, the total collection which shows total sale volume, total refunds which is the total amount of refunds processed and net remittance, which is the net amount between sales and refunds. In this case, equal sale volume and refund volume so net remittance is $0.

The next report we have is the “Cash Out Report”. This is very similar to the “Daily Summary Report”, however it provides a breakdown of transactions by user, as well as it adds a “Time” range, in addition to the date range. We’ll again, change our date range to September 1-15, leaving the time range, and click “Search”. 

At the top of the report, we have the search criteria summary:

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Moving down, we have the “Cash Out” report information. At the top we have the heading “OptionPay Incorporated” which is the branch, followed by the “User ID”. In this case it appears as “USER ID #999997” but normally it would appear as the user ID used to log into the Optionpay Portal. You’ll notice as well that the fields listed are “Employee Subtotals” as well as “Branch Subtotals”. “Employee Subtotals” are the sale totals that each employee or user processed on a particular date/time range These subtotals do not reflect refunds that the employee processed. For any given date range, the “Branch Subtotals” will remain unchanged, as these are the sums of all of the employee subtotals.

At the bottom of this page, we have the “Totals” for “Prepaid Fees”, “Collections” (sales), “Refunds”, and “Net Remittance”.

Next, we have the “Transactions Comments” reports.  This is identical to the regular “Transactions Reports” except that it also provides visibility to any “Internal Comments” that may have been included on a transaction directly on the report page, so there is no need to view the full transaction information to see the comments. 

Following the “Transaction Comments” we have the “Bank rec Report”. This report provides a net transaction total summary by day for Visa/MC, AMEX and Prepaid Card Fees, as well as the net amount for all 3 types. For each type, the amount displayed will be a net amount of sales and refunds, which is why refunds are not specifically mentioned on this report. If there were no transactions processed on a particular day, the field will be left with a hyphen, and will only display $0 if that is the net amount of processing that took place. I’ve extended that date range in the video to display information from July 1st, 2021 to September 15th, 2021 to illustrate how that would appear.

Next up is the “Detailed Bank Rec Report”. This is very similar to the previous “Bank Rec Report”, however, aside from giving only daily totals, this report provides the daily totals along with the transaction information from each of those days, including the “Name on Card”, “Transaction ID”, “Auth Number” and “Status” (approved, refunded, voided etc.).

The next report type is the “Sales & Tax Tracking Report”. Again, this is very similar to the previous bank rec reports, however the main focus is to view a breakdown of taxable vs non-taxable transaction amounts for net sales during a given date range. 

The final report to review is the “Failed Transactions Report”. This is identical to the regular transaction report, however it ONLY displays failed transactions. 

It is worth it to note that most of these reports (daily summary, cash out and bank rec excluded) are able to be exported to a CSV, or Excel, file directly from the report page. Simply click on the “Generate CSV” or “Export to CSV” button to download the Excel spreadsheet version of these reports.

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And this concludes our video on understanding reports. Thanks for watching!

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