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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:

  1. Payment Transactions Overview - Provides a comprehensive view of the Payments and Scheduled Payments screens.
  2. BETA - Scheduled Payment Alerts - Proactive monitoring of scheduled payments by automatically detecting increases by more than a configurable percentage threshold.


All reports are available via the Xap Analytics screen. For full details on managing and filtering reports via Xap Analytics see: Xap Analytics screen overview.


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

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