The Transaction List is one of the best ways to check the pulse of your business. It allows you to run detailed reports on all sales at your business—in-house and online—and provides granular information on individual customer purchases, payment methods used, the deposit status of a credit card transaction, and more. Vagaro allows you to refund a transaction directly from the report or see an overview of your daily income and cash drawer balance from the Transaction List Summary View.
Prerequisites: This feature is available for all Vagaro businesses.
The Transaction List is a versatile report showing details of your business sales and refunds. If you're in a hurry, open the report to view all of today's transactions and purchases. If you want more specific information, fine-tune and filter your report in advanced filters that can show specific customers, transactions, and date ranges.
To get to the Transaction List:
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Go to → → . The system will automatically run the report for today's transactions.
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Set a date range for your report:
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Search for an individual transaction by selecting the Search button.
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Filter your report for more specific information by selecting the Filter
button.
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Service Provider: Filter the report to only include the providers you select.
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Customer: Filter the report to only include the customer profiles you select.
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Business Location: For multi-location businesses. View a report for another location.
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Deposit in Merchant: Filter the report to only include transactions that deposited (will deposit) into the merchant account you selected.
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Transaction Type: Filter the report to only include transactions that deposited (will deposit) into the merchant account you selected.
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Checked Out By: Filter by a specific employee(s) who checked out a transaction.
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CC Transaction Mode: The different credit card transaction types.
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Discount: Filter by transactions where a discount was applied.
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Search: Search for items, products, services, etc.
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Show refunded items only: Only shows refunded transactions.
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Include Past Employees: Include deactivated employees in your report. Report if you want to view the transactions of an employee who left your business.
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Sort By: Organize your report based on the field you select.
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Select Run Report.
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Optionally, export or print your report by selecting the More
menu in the top-right corner:
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Select Print for a physical copy of your report.
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Select Export PDF for a digital copy.
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Select Export Excel for a digital copy.
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To get to the Transaction List:
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Go to → . The system will automatically run the report for today's transactions.
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Set a date range for your report:
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Select the box under Transactions From-To.
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On the right of the panel, you can select a preset date range, like Last 30 Days or This Year, or you manually select a date range in the FROM and TO calendars.
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After selecting a date range, select Submit.
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Set some basic filters for your report:
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Service Providers: Filter the report to only include the providers you select.
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Customer: Filter the report to only include the customer profiles you select.
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Expand the Advanced Filters list and set more filters:
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Business Location: For multi-location businesses. View a report for another location.
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Appointments From-To: Sort the report by appointment date.
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Deposit in Merchant: Filter the report to only include transactions that deposited (will deposit) into the merchant account you selected.
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Transaction Type: Filter by type of transaction, like gift certificates, services, etc.
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Checked Out By: Filter by a specific employee(s) who checked out a transaction.
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CC Transaction Mode: The different credit card transaction types.
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Discount: Filter by transactions where a discount was applied.
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Search: Search for a specific product, service, employee, etc.
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Show refunded items only: Only shows refunded transactions.
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Include Past Employees: Include deactivated employees in your report. Report if you want to view the transactions of an employee who left your business.
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Select Run Report.
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Optionally, export or print your report:
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Select Print for a physical copy of your report.
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Select Export, then Excel or PDF for a digital copy.
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Web, Tablet, and Pay Desk Version |
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Mobile Version |
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After running the report, you can access a detailed view of all purchases made during the date range you set. Each transaction will be separated into individual items, even if they were purchased at the same time. These transactions will be displayed as separate line items or cards, depending on the device you are using.
For customers who want to refund a purchase, it can be done directly from the Transaction List or on other screens in the Vagaro Pro App and website. To learn more, see Refund Your Customers.
Tip
On a phone, tap into a transaction to view more information.
The Transaction List provides the following information:
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Business/Business Name |
For multi-location businesses. Shows what business location where the transaction was checked out. |
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Checkout/Transaction Date |
When the transaction was checked out and the employee that was signed in when the transaction was completed |
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Checkout By |
The employee who checked out the customer. This may differ from Sold By. |
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Transaction ID |
An identification number for the transaction. On the web, tablet, and Pay Desk, you can select the ID to view the transaction receipt. |
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App. (Appointment) Date |
The date of the original appointment. The Appointment Date may differ from the Checkout Date. |
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Customer |
The customer profile that was checked out. |
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Item/Item Sold |
The items that were purchased, such as a product, service, class membership, and so on |
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Sold By |
The employee that receives "credit" for the service. For commission employees, the employee in Sold By will receive a commission. |
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Payment Methods |
The report will also display details on payment methods used, like if the appointment was paid for with cash, check, credit card, and so on, and if a tip or discount was applied. |
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Qty (Quantity) |
How much of that time was purchased at checkout. |
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Merchant Account/Deposit Status |
The merchant account for which the funds will be deposited. An icon will display the status of the deposit. See Transaction List Icons and Deposit Status for more information. |
Tip
Any of the items above can be drilled into for more information:
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On a Phone: Fields with the
icon can be drilled into.
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On Web, Tablet, and Pay Desk: Cells with a hyperlink (blue text) can be drilled into. A hyperlink looks like this.
On the Transaction List, you can view the status of when the transaction will be deposited into your bank account. On the web, tablet, and Pay Desk, you can hover over or select the status icon to view more details. On a phone, select a transaction, then select the status icon.
Note
The Deposit Status icons will only display on transactions from 9/21/2023 and onward.
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Deposit Status |
Meaning |
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The funds for this transaction will be deposited into your bank account soon. Hover over or select the status icon to view when you'll receive your funds. You can also see our batch time schedule for more information. |
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The funds for this transaction have been deposited. Select it to view transactions deposited on the same date. |
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The funds for this transaction failed to deposit into your bank account. Hover over or select the status icon to see more details. |
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You previously refunded this transaction. |
Vagaro also has many other icons on the Transaction List, such as refunded transactions, appointments paid for with deposits, and so on.
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Transaction Information |
Meaning |
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This is the line item created for a refund. When you refund a customer, a new line item is created with details on the refund. |
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This is the original transaction that was refunded. |
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A deposit was paid for this transaction, either in-house or online. |
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A no-show fee was charged for this transaction. |
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A cancellation fee was charged for this transaction, either in-house or automatically online. |
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