Viewing the Payment History on an Account
Introduction
It is sometimes important to review the payment history for a specific Account. For example, a customer calls and wants to know when a Refund was processed and by whom. Or, perhaps you need to know when a Payment was made and what was the Transaction ID. The Accounts screen has two modals to choose from when needing to view an Account's payment history: History and Payments. History is available at the Account, Order, and Order Item levels.
Finding the Accounts page
Navigate to the Administrative section of your web site, and login. Click on Accounts and you will see a simple search box in the upper-left.
Input the account holder's name or email address, the participant's name, the order's number, or the last four of the credit card used to make a purchase.
If you need more search options, try the advanced search filters.
Finding the Payment History buttons
Once you have located the Account, you will notice a Manage Payment & Funds section. The section contains a History button and a Payments button. In the Orders section, there are also History Buttons for Orders and Order Items. Clicking the buttons returns the respective modals.
The Account History Modal
Click on the History button for the payment history of the Account. You will see transactions only related to Orders on this Account.
Note: For further granularity, this History Modal is available at the Account level, the Order level, and the Order Item level.
As you can see, the modal has six columns: Date; Item; Description; Participant; Amount; and User.
The rows are ordered newest to oldest by Date.
The oldest (bottom) line items are for the initial purchase of an Item and the initial purchase of shipping for the Item.
The next three lines are for the Payments for those purchases. The Payment of Tax on the Merchandise has its own line item.
The newest (top) line items are for a Refund and Removal of the Shipping charge.
All of the Amounts are summed to created a Balance row at the bottom of the modal. As everything balances out for this account, the modal shows a zero balance.
The Order and Order Item History Modals
These modals work exactly like the Account History modal, except that the data is further refined to just the Order level or just the Order Item level.
The Payment History Modal
Click on the Payments button for the Account Payment History modal. You will see all transactions related to the Account.
As you can see, the modal has six columns: Date; Type; Description; Amount; Order; and TransactionID.
The rows are ordered newest to oldest by Date.
The oldest (bottom) line item is for the initial Payment for an Order. Unlike the Order Payment History modal, this view contains the TransactionID that was returned by the Payment Gateway.
The next three line items are for the purchases of the Item, it's Tax, and it's Shipping Charge.
Then, we see two line items for a Check Payment that was put into Account Balance. Because this is not associated with an Order, this is information that is in this modal and not the Order Payment History modal.
The newest (top) line items are for a Refund of the Shipping charges. Like the original Payment, this line item includes the TransactionID that was returned by the Payment Gateway.
Since a $200 check payment was added to this Account, and since none of those funds have been consumed, there is a $200 balance in Unapplied Funds at the bottom of the modal.
Key Differences between the Modals
It was mentioned above, but it is worth repeating -- the Order Payment History modal only contains transactions related to Orders, and the Account Payments Modal contains all transactions.
Only the Account Payments modal contains the Transaction ID.
Further Resources
If these modals don't have the information that you need, or if you need the information for use outside of the web application, we recommend viewing or downloading the Payments Report.
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