This article will show you how to best interpret and use the information provided on the Invoice Payment by Type Report.
- This report lists all payments that were taken over the specified date range. Payments included on this report are categorized by type.
- This report is the detailed version of the Total Payments Received report.
- The categories shown on the CSV version of this report are created date and time, payment type, credit card last 4 digits, transaction amount, system type, invoice number, receipt number, guest first name and last name, arrival date, departure date, site and CSR that completed the transaction.
- Positive transactions indicate payments and negative transactions indicate refunds.
The image below shows an example of the PDF version of this report. This image is showing cash payments for reservations. The PDF version provides less categories of information than the CSV version.
Common Report Uses
- Match the total for a specified date range with deposits into your bank account for the same dates.
- Balance your cash drawer at the end of the day.
- Keep track of how much money you've taken in over a specified date range.
- Locate a certain payment transaction.
- View a breakdown of the Total Payments Received report.
Reports to Compare With or Supplemental Reports
- Total Payments Received
- Payments by User
- Payments by User and Date
- Journal Entry report - total of payments taken should match for the same date range.
Common Report Questions
Q: Why do I see so many Internal Transfer transactions on this report when we did not complete this many?
A: If you have reservations using Recurring Billing, the Transfer Internal transactions indicate money being moved to individual invoices on the reservation. These transactions do not indicate additional payments happening. For example: if a guest pays $1000 towards their longterm reservation using Recurring Billing, the money will be allocated across the invoices there. The system will show that as Internal Transfer payments towards the individual invoices. This can also happen if no payment is taken but you change a reservation from a single invoice to Recurring Billing. To learn more about Recurring Billing visit this article.
Note: The sum of all Internal Transfer payments should be equal to $0. If this does not equal $0, that is an indication that Internal Transfer was selected as a payment method when processing a new payment.
Q: What does a P with a dash and a string of numbers mean under the Internal Transfer section of this report?
A: Under the Invoice Number category for Internal Transfers you will see P- and a string of numbers. This number is the guest's User Credit account number. This number is only used internally for Campspot and you will not need to reference it.
Q: Why doesn't the Credit Card payments total on my Total Payments Received report match with the amount deposited in my bank account from the Card Processor for the same date range?
A: The amount deposited in your bank account from the credit card processor should match the amount of credit card sales from your Total Payments Received report for the same date range. One common reason these may not match is if your credit card batch time is not at midnight. If your credit card batch time is earlier than midnight and you had payments come in after the batch time, those payments would not be deposited with that same day. This article walks you through how to check and update your batch time.