IN BRIEF
Payment Status Indicators appear on the Family Ledger to provide quick insight into the status of a recorded payment. These indicators reflect data received from the payment gateway and help administrators determine whether a payment is approved, pending, failed, or requires follow-up.
Overview
Payment Status Indicators offer at-a-glance information about payments recorded on the Family Ledger. Each status reflects the current state of a payment at the time it is viewed. Because these statuses are transmitted from the payment gateway, they allow the System to display reliable information about whether a payment succeeded, failed, or requires further action.
Accessing the Feature
- Navigate to the family’s Family Ledger.
- Review the Status column associated with each payment to determine its current status.
Payment Status Definitions
The following statuses may appear on the Family Ledger:
- Approved or Completed – indicates a successful payment.
- Disputed – indicates the customer has disputed the payment with the issuer.
- Pending – indicates the payment was submitted but has not yet settled.
- Failed – indicates the payment was declined by the processor or gateway.
- Requested – indicates an authorization request was made for the payment, but it has not yet been approved.
- Request-failed – indicates an authorization request was made but rejected.
- Returned – indicates an eCheck payment was returned or declined by the bank.
- Settled – indicates the payment was successful and the release of funds was approved by the issuer.
- Unknown – indicates no payment status has been received from the gateway.
Important Notes
- Coupon, House, Other, and Gift Card credits display as Completed.
- Payments made via physical checks are not automatically updated if returned; these must be manually adjusted.
- Payment statuses are available only for payments collected on or after May 5, 2021. Payments collected prior to this date will show a blank status.
Troubleshooting & FAQs
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How do I update a payment if my bank reports that a physical check was declined or returned?
- You must manually adjust the ledger entry. Refer to the instructions provided under “How Do I Handle Returned/Declined Check Payments?” for specific steps.
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Why is a payment showing a blank status?
- Payment Status Indicators apply only to payments collected on or after May 5, 2021. Older payments will not display a status.
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What should I do if a payment shows “Unknown”?
- This indicates that no status was received from the gateway. Verify the transaction directly in your payment processor’s dashboard to confirm the actual outcome.