Account Balance and Transaction History - Reviewing Financial Activity

The Transactions tab on an account provides a complete ledger of all financial activity including charges, payments, credits, deposits, commissions, and chargebacks. Use this view to review account history, verify payments, and troubleshoot billing questions.

Viewing Transactions

To view an account's transaction history:

1. Open the account from the Accounts page
2. Select the Transactions tab

Transactions are listed with the most recent first. The description reads: "Account transactions document all charges and payments."

Each transaction row displays:

• Row — sequential row number
• ID — the unique transaction identifier
• Date — when the transaction was created
• Type — the kind of transaction (see types below)
• Approved — whether the transaction is approved (True/False)
• Description — a summary of what the transaction represents
• Amount — the dollar amount of the transaction

Click the edit link on any row to view the full transaction record.

Transaction Types

Each transaction is categorized by type:

• Charge — an amount owed by the account, typically from an invoice or order. The charge is linked to a specific order through the Order ID field.
• Payment — a payment applied to one or more charges. Payments include details such as the payment method type, check number (for check payments), credit card last four digits, and authorization reference from the payment processor.
• Commission — a commission earned on account activity, linked to a commission account.
• Deposit — an unapplied payment that has been held as a credit balance. Deposits can be applied to future invoices through the Payment tool.

Understanding the Account Balance

The account balance represents the net of all approved charges minus all approved payments and credits. This balance is updated automatically whenever transactions are created, such as when invoices are charged, payments are processed, or credit memos are applied.

A positive balance means the account owes money. A negative balance means the account has a credit (for example, from an overpayment or deposit).

The account balance is displayed in the Balance column on the Account List. Clicking the balance opens a statement preview for that account.

Unapproved Transactions

A transaction with Approved set to False does not affect the account balance. Unapproved transactions may exist when a payment is pending processing or when a transaction has been reversed. The amount on an unapproved transaction is excluded from balance calculations.

Payment Transaction Details

Payment transactions include additional fields that help trace the payment source:

• Payment Type — the method used (credit card, check, cash, etc.)
• Check Number — for check payments, the check number entered during processing
• Credit Card Last Four — the last four digits of the card used
• Authorization Reference — the authorization code returned by the payment processor
• Authorization Message — any message from the processor about the authorization
• House Payment — indicates this was an internal/house payment
• AutoPay Option — the saved payment method used, if applicable

Merged Transactions

When payments are consolidated, two fields track the merge history:

• Merge To Payment — if this unapplied payment was reversed and restated in a new merged payment, this links to the new payment
• Merge From Unapplied Payment — if this payment was created by merging an older unapplied payment, this links to the original

General Ledger Information

Each transaction records GL account information for accounting integration:

• GL Account Number and GL Account Name — the source account for the transaction
• To GL Account Number and To GL Account Name — the destination account for double-entry bookkeeping

These fields are used by the Export GL tool to generate data for external accounting systems.

Export Status

The Ecommerce Export field on a transaction indicates whether it has been included in a GL export. Transactions that have been exported show the export record ID. Unexported transactions are included in the next export run.

Tips

• Use the search and download features on the Transactions tab to find specific transactions or export data for review
• The list is paginated with 50 records per page — use pagination to navigate through long transaction histories
• To understand what an account owes, look at the account balance; to understand what they have been charged for, review the charge transactions; to see what they have paid, review the payment transactions