Payment Transactions Overview Report
Payment Transactions Overview Report
When would I use this report?
The Payment Transactions Over report is broken into 2 report tabs:
- Payment Transactions Overview - Provides a comprehensive view of the Payments and Scheduled Payments screens.
- BETA - Scheduled Payment Alerts - Proactive monitoring of scheduled payments by automatically detecting increases by more than a configurable percentage threshold.
Payment Transactions Overview
This report will assist you to track, analyse, and manage financial transactions, including charges, payments, fees, and surcharges across different accounts, centres, and time periods.
Section 1
Heading | Description |
|---|---|
Count | Total payments for selected period |
Total Amount | Total amount of payments. |
Total Transaction Fee ($) | Total amount of transactions fees charged. |
Total of Transaction Surcharge ($) | Total amount of transaction surcharge fees charged. |
Section 1: Summary
Section 2: Important Columns to Note
Heading | Description |
|---|---|
Description | Description of Payment e.g Invoice, Online Payment etc. |
Amount | Amount of the payment |
Transaction Fee | Transaction fee charged by Paychoice (not visible in Xap) |
Pass on Transaction Fee | Displays N if the transaction fee is not passed onto Families, or Y if it is passed on. |
Transaction Surcharge | Transaction surcharge fee charged by Paychoice (not visible in Xap) |
Pass on Credit Card surcharge | Displays N if the transaction fee is not passed onto Families, or Y if it is passed on for Credit cards. |
Status | Status of payment in Xap e.g. failed, processing, feclined etc. |
Category | Payment Category type e.g. Direct Debit, Online Debit |
Debit From | Displays the method of the payment e.g. Visa, Bank account |
Reason | Failed/Declined reason eg. No bank/card details found, Insufficient Funds etc. |
Section 3: Legend
Heading | Description |
|---|---|
Blue | CC/Bank Payments still processing with Paychoice. |
Orange | CC/Bank Payments pending on being uploaded to Paychoice (still within Scheduled Payments screen) |
Red | Statuses Other Than Approved, Processing, Active, and Pending |
BETA - Scheduled Payment Alerts
The information displayed on this report will provide you with the opportunity to manage the upcoming scheduled Direct Debit payments.
If a scheduled payment increases by more than a configurable percentage threshold, the service has time to notify the Guardians, so they can review the change and take action if needed before the payment is processed.
The changes to a Direct Debit payment may include:
- Changes to CCS/ACCS entitlements
- Increased bookings
- Changes to booked rooms or fees
- Failed prior Direct Debit payments
Section 1: Filters
Heading | Description |
|---|---|
Centre | Filter report by Centre/s |
Next Scheduled Payment | Date range to view payment differences for - (Defaults to current week) |
Show increases above (%) | Filter for % of payment changes (Defaults to 20% increase) |
Section 2: Important Columns to Note
Heading | Description |
|---|---|
Previous Scheduled Payment | Date of prior payment |
Status Previous | Status of prior DD payment e.g Declined |
Next Scheduled Payment | Date for new upcoming scheduled DD payment |
Status (upcoming) | Status of upcoming scheduled payment e.g. Pending (able to be stopped or adjusted) |
Previous amt | Prior DD payment amount |
Upcoming amt | Upcoming scheduled DD payment amount |
Amount Change | $ value difference between prior and upcoming payments. |
Notes | Displays increased. |
Payment Type | Displays current payment account settings e.g. Gap, Gap/Upto amount etc. |
Updated on: 21/07/2026
Thank you!