IN THIS ARTICLE:
Learn more about the Gateway Transactions view and how it can be used to investigate the status of payments that were processed through the payment gateway.

• What is the Gateway Transactions View?
• How do I access the Gateway Transactions View?
• What information is available?
• Which filters are available?
• Which additional information is available from the Transaction Details view?
• How do I recreate a transaction that is not linked to the family ledger?

What is the Gateway Transactions View?

As the name suggests, the Gateway Transactions view allows you to view detailed transactions that have been processed through the payment gateway, generate a report of those transactions, and/or restore a transaction to the family ledger if it was accidentally deleted (if necessary).

How do I access the Gateway Transactions View?

You can access the Gateway Transactions view by navigating to TRANSACTIONS>GATEWAY TRANSACTIONS. 

You can also access this page by clicking on the banner on the Dashboard, which alerts you to all unlinked gateway transactions within a 7-day timeframe.

What information is available?

For each transaction, iClassPro provides the following information:

• Details - represented by a magnifying glass, clicking this option will display full details of the transaction in a new view.
  • Click here for information about which information is available from the Transaction Details view.
• Actions - represented by three vertical dots, this will offer additional options for viewing the transaction.
• View on the family ledger - opens the details of the payment on the family ledger.
  • NOTE: This option is not displayed if the transaction is not directly linked to a payment entry on a family ledger.
• Date & Time - refers to the date & time of the original transaction.
• Transaction ID
• Batch Date
• Batch ID
• Family - the name of the family associated with the transaction.
  • NOTE: If a transaction is not directly linked to a payment entry on a family ledger, the system will display the family name associated with the transaction at the time the transaction was processed and a “broken link” icon.
    • Click here for information about using the “Recreate on the Family Ledger” icon to restore these payment entries.
• Location - the Location with which the transaction is linked. (For single-location accounts, this will always be the same.)
  • NOTE: This information is only be populated for auto-voided payments if they were created on or after 6/13/2023.
• Amount - the amount of the original transaction.
• Fees - the total amount of fees charged for the transaction.
• Settlement Amount - the final settlement amount of the transaction.
• Payment Method - the type of payment method used and last four digits of the card/account number.
• Last Updated (date/time)
• Payment Status - the current status of the payment. Possible payment statuses are:
  • Complete
  • Failed
  • Pending

Which filters are available?

The Gateway Transactions view can be filtered to display only certain transactions using the filters at the top of the window. These filters are:

• Search - allows you to search all transactions for specific details.
• Date
  • Transaction Date - allows you to specify a date range for the transactions included in the results based on the original transaction date. This defaults to the current date.
  • Batch Date - allows you to specify a date range for the transactions included in the results based on the batch (payout) date. This filter is blank by default.
• Batch ID - allows you to select one or more Batch IDs. Only transactions that were included as part of those batches will be included in the results.
• Payment Status - allows you to filter results based on the status of the payment.
  • Select All
  • Complete
  • Failed
  • Pending
  • Pending Settlement
  • Canceled
  • Other
• Locations - for multi-location accounts, allows you to limit results to only payments linked to the selected location(s).
• Show only transactions not linked to Family Ledger - if enabled, the results will only include transactions that are not directly linked to a payment entry on a family ledger.
• Show Only Refunds - if enabled, the results will only include transactions linked to a "Refund" action.
• Export - generates the “Gateway Transactions Report (FIN-24)” using the currently selected filters.  Available report formats are:
  • HTML
  • PDF
  • XLSX
  • CSV
• Reset All - resets all filters to their default options.
• Filters - expands or hides the filter options. (This is expanded by default.)

Which additional information is available from the Transaction Details view?

Choosing to view the Transaction Details will open a new screen showing more detailed information about a specific transaction.

• View on the family ledger - opens the details of the payment on the family ledger.
  • NOTE: This option is not displayed if the transaction is not directly linked to a payment entry on a family ledger
• Full Name - the name of the family associated with the transaction.
  
  • NOTE: If a transaction is not directly linked to a payment entry on a family ledger, the system will display the family name associated with the transaction at the time the transaction was processed and a “broken link” icon.
    
    • Click here for information about using the “Recreate on the Family Ledger” icon to restore these payment entries.
• Date/Time - refers to the date & time of the original transaction.
• Payment Method - the type of payment method used and last four digits of the card/account number.
• Fee details are displayed below the card information.
  • Amount - the amount of the original transaction.
  • Gateway information
  • Gateway Name - the name of the payment gateway used to process the transaction.
  • Batch ID - the batch ID with which the transaction was associated.
  • Fee/Settlement Information
  • Fee Details - itemized details of each fee applied to the transaction.
    
    • NOTE: There may be multiple fees listed depending on how your account is configured.
  • Total Fees - the total amount of fees charged for the transaction
  • Settlement Amount - the final settlement amount of the transaction (calculated as Amount - Total Fees).
• Timeline - the Timeline view of the history of the transaction, including timestamps for each of the following actions (as applicable):
  
  • Charged
  • Captured
  • Pending
  • Disputed
    • NOTE: This status is only displayed for customers using the Stripe payment gateway.
  • Failed
  • Settled

How do I recreate a transaction that is not linked to the family ledger?

Sometimes, a transaction may have been deleted from a family ledger and therefore an entry in the Gateway Transactions view has nothing to link to. When this occurs, it is possible for you to recreate the transaction on the family ledger using the “Recreate on the Family Ledger” tool if necessary.

It is extremely important to always pay attention to the Payment Status when determining whether a transaction should be recreated. Payments marked as “Canceled” or “Failed” were never successfully processed by the gateway, and restoring them may result in issuing a credit to the family that they are not entitled to.

To recreate a transaction on a family ledger:

1. Navigate to TRANSACTIONS>GATEWAY TRANSACTIONS.
2. Use the filters to locate the transaction that is not linked to the family ledger.
3. Click the “Details” icon (magnifying glass).
4. Below the “Full Name”, you will see a note informing you that “This charge is not linked to the Family Ledger.”
5. Click the “Recreate on the Family Ledger” button.
6. This will launch the “Recreate on the Family Ledger” screen, displaying information about the payment to be recreated, and warning that by continuing, you acknowledge that the system will create a new unapplied payment.
7. Click RECREATE to recreate the payment, or CANCEL to close the window without recreating the payment.