Understand the Settlement report

The Settlement report has the most detailed information about your transactions and settlements.

Use it when you want to investigate a payout, check individual payments or refunds, see who has paid and how much, or work with the figures in a spreadsheet.

By default, the report is sorted chronologically, so you can read it as a timeline.

You can download it as xlsx or csv. For most uses, choose xlsx. It is easier to read, filter, sort, and work with. In xlsx, every column has a small arrow icon that you can click to sort or filter - for instance to only see the data for a specific sales unit, a subset of dates, or a specific type of transaction.

If you need a PDF file, check out the Period report.

How the report works

The Settlement report is easiest to understand by reading it as a statement about your balance, and different entries affecting it. Instead of “this payout contains these transactions”, it shows the activity that changed the balance, and the payouts drawn from that balance. In the Details sheet:

• Each row shows one entry that changed the balance, for instance a capture or a refund
• The Balance column shows the balance afterwards
• The Payout scheduled row shows when money was subtracted from the balance and scheduled for payout

How to read the Summary sheet

The Summary sheet gives you a quick overview of the period. There is a row for each sales unit and each date in the period, with the summed activity for that date. For convenience, the row also has payout information if a payout was scheduled on that date. It is useful when you want to:

• See daily totals of Captures, Refunds and Fees
• Reconcile payouts from your bank statements
• See how a balance rolled over from a previous day, affecting the payout
• See whether fees were retained from the balance before payout, or separately invoiced (the Fee status column)

If your sales unit has weekly or monthly payouts, there will be days with no payouts and an increasing Remaining balance. You can sum over the days between the previous payout and the current one to see that the numbers add up. The table has a Total row at the bottom that reacts to column filtering to help you with this. It may be easier to export the report for one payout period at a time, that is, Monday to Sunday for weekly payouts, and complete months for monthly payouts.

How to read the Details sheet

This sheet shows every entry that affected the balance. Use Details when you need to:

• Find a specific capture or refund
• Understand a payout amount in detail
• Understand why a payout didn't happen as expected
• Group captures by category
• Calculate your own totals

Entries have a Type, and the most common types are:

• Capture: a completed payment from a customer
• Refund: a refund to a customer
• Fees retained: the total fees that were retained from the balance before payout (see below)
• Payout scheduled: a payout that has been scheduled (see below)

There are some less common types as well. All are fully explained here. Every column has an arrow icon that you can click to sort or filter. Filtering is great for excluding rows that you don't need to see, or finding the specific rows that you are interested in. For instance, if you want to see only Capture rows, click the arrow next to Type and select only Capture.

Including personal information

To include the columns Customer name, Customer phone number and Message, you must check the box for Personal information when downloading the report. This information is only provided for Vipps number sales unit.

Understanding the balance

Each sales unit has a balance. Rows in the Details sheet increase or decrease that balance, and the Balance column shows the resulting balance after the specific entry has affected it.

• Captures increase the balance
• Refunds are taken from the balance, and decrease it
• Fees retained is the sum of all fees on a day, and is taken from the balance right before payout, thus decreasing it
• Payout scheduled is a payout of your balance, and therefore also decreases it – normally to zero

A positive balance means that the sales unit has earned money, which we will pay out to you.

Negative balances stop payouts

In come cases, a sales unit can end up with a negative balance, most often because of refunds.

If that happens, we don’t generate new payouts for that sales unit until it’s had enough sales to cover the negative amount and make the balance positive again. If the balance stays negative for some time, we will send you an invoice to cover the amount. That’s shown as an Invoiced top-up entry in the report.

Understanding Amount, Fee and Net amount

Amount is the gross amount of the entry. It's the capture amount for captures, the refund amount for refunds, the payout amount for payouts etc. Use a filter on the Type column if you only want to see or sum capture amounts, for instance. The sign (plus or minus) indicates whether the amount adds to or subtracts from the balance. The Fee column has the fee for that individual entry. Note that the fee is not subtracted from the balance until at the end of a day, when the entire day's fees are subtracted at once (see Fees retained below). Net amount is simply Amount minus Fee.

Understanding Fees retained

Normally, the entire day’s fees are subtracted from the balance at the end of the day. This is shown as a Fees retained entry that subtracts from the balance. If the sales unit is configured with separately invoiced fees, there is no Fees retained entry.

Understanding Payout scheduled

This entry signifies that a payout has been created from the balance. The column Scheduled payout date shows the date we expect the money to actually be paid out. It’s an estimation - useful when you reconcile against your bank statement, but not a guarantee.

Finding the transactions behind a payout

To find whats behind a payout, open the Details sheet and idenfify the Payout schedueled row for the payout you want to check. The quickest way is usually to search (Ctrl+F / ⌘+F) for the payout reference from your bank statement. On Payout scheduled rows, this is shown in Order ID/Reference. Read/sum the entries above Payout scheduled, back to the previous payout, to see what built up the balance since then.