IN BRIEF
The Gateway Transactions view provides detailed information about payments processed through your payment gateway. It allows administrators to review transaction data, filter and export results, and restore deleted payment entries to a family ledger when needed. 

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Understanding Available Information
  • Using Filters in the Gateway Transactions View
  • Viewing Additional Transaction Details
  • Recreating a Transaction Not Linked to the Family Ledger
• Troubleshooting & FAQs
• Related Articles

Overview

The Gateway Transactions view displays all payment transactions processed through the payment gateway. It includes transaction timestamps, family and location information, batch details, fees, settlement amounts, and payment status. From this view, administrators can review or export transaction details and restore transactions that are no longer linked to a family ledger.

Important Note: Customers using the Stripe payment gateway may not see batch information for recent transactions. Stripe batch data is populated twice daily, so some batch details may appear with a delay. 

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Accessing the Feature

1. From the main navigation menu, go to Transactions.
2. Select Gateway Transactions.
3. Administrators can also access this view from the Dashboard banner, which displays a notification when unlinked gateway transactions exist within the past seven days. 

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Step-by-Step Instructions

Understanding Available Information

Each transaction includes the following information: 

• Details
  • Represented by a magnifying glass icon.
  • Opens a separate view with complete transaction details.
• Actions
  • Represented by three vertical dots.
  • Includes options to view the transaction on the associated family ledger.
  • This option is not shown if the transaction is not linked to a ledger entry.
• Date & Time of the original transaction.
• Transaction ID assigned by the gateway.
• Batch Date and Batch ID (if available).
• Family name associated with the transaction.
  • If the entry is unlinked, a “broken link” icon is displayed.
• Location linked to the transaction.
  • Populated for auto-voided payments created on or after June 13, 2023.
• Amount of the transaction.
• Fees charged for the transaction.
• Settlement Amount after fees.
• Payment Method used, including type and last four digits.
• Last Updated timestamp.
• Payment Status, which may include:
  • Complete
  • Failed
  • Pending
  • Pending Settlement
  • Canceled
  • Other

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Using Filters in the Gateway Transactions View

Administrators can limit results by applying the available filters at the top of the view: 

• Search
  • Searches transactions for matching text or numbers.
• Date Filters
  • Transaction Date – filters by the date of the original transaction (defaults to today).
  • Batch Date – filters by the date a batch was processed (blank by default).
• Batch ID
  • Allows selecting one or more batch IDs.
• Payment Status
  • Complete
  • Failed
  • Pending
  • Pending Settlement
  • Canceled
  • Other
• Locations
  • Filters results by Location (multi-location accounts only).
• Show only transactions not linked to Family Ledger
  • Displays only unlinked entries.
• Show only refunds
  • Displays only transactions associated with refund activity.
• Export
  • Generates the Gateway Transactions Report (FIN-24) using current filters.
  • Export formats: HTML, PDF, XLSX, CSV.
• Reset All
  • Resets all filters to default settings.
• Filters
  • Expands or hides filter options (expanded by default).

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Viewing Additional Transaction Details

Selecting the Details icon opens a separate screen with more in-depth information: 

• View on the family ledger (when linked).
• Full Name of the family.
  • Unlinked transactions display the family name from the time of processing and include the “broken link” icon.
• Date/Time of the transaction.
• Payment Method information with fee details.
• Amount of the transaction.

Gateway Information

• Gateway Name
• Batch ID

Fee/Settlement Information

• Itemized fee list
• Total fees
• Settlement amount (Amount – Total Fees)

Timeline (with timestamps as applicable)

• Charged
• Captured
• Pending
• Failed
• Settled
• Disputed (Stripe only)

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Recreating a Transaction Not Linked to the Family Ledger

This tool restores ledger entries that were deleted after processing. 

Important: Always check the Payment Status before recreating a transaction.

• Canceled or Failed payments were never successfully processed. Restoring them may incorrectly apply a credit.

To recreate a transaction:

1. Navigate to Transactions > Gateway Transactions.
2. Use the filters to locate the unlinked transaction.
3. Select the Details icon.
4. A message indicates: “This charge is not linked to the Family Ledger.”
5. Select Recreate on the Family Ledger.
6. Review the payment information and the acknowledgment that a new unapplied payment will be created.
7. Select Recreate to proceed, or Cancel to exit without recreating the payment.

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Troubleshooting & FAQs

• Why are some Stripe transactions missing batch information?
  • Batch data for Stripe is updated twice daily, so recent transactions may not show batch details immediately.
• Why is the “View on the family ledger” option missing?
  • The transaction is not linked to a ledger entry. The system displays the family name from the transaction record along with a “broken link” icon.
• When should I NOT recreate a payment on the family ledger?
  • If the payment status is “Canceled” or “Failed,” the gateway never processed it. Recreating it may assign a credit the family should not receive.
• Can I export filtered results?
  • Yes. The Export option generates the Gateway Transactions Report (FIN-24) in HTML, PDF, XLSX, or CSV format.

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Related Articles

• What Is the Gateway Transactions Report (FIN-24)?
• How Do I Create a New Payment in the Office Portal?
• How Do I Process Payments from Stored Payment Information?

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