The Transaction List is used to see detailed reports on all sales at your business, both in-house or online, and provides granular information on individual customer purchases and fees charged, transaction type and mode, payment methods used, the deposit status of a credit card transaction to a merchant account, and more. You'll also be able to refund a transaction directly in the report and view the transaction's receipt.
Prerequisites: This feature is available for all Vagaro businesses.
Running this report on a phone lists each transactions in separate cards that your business has processed during the selected date range. You'll be able to refund transactions, view each transaction's receipt and reprint them if needed, as well as view the customer's profile and go to the appointment on the Calendar to view its details.
To run the Transaction List report:
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Select More
→ → .
The system automatically runs the report for today's transactions.
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At the top of the screen, select Date Range to change the date range of the data.
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Optionally, to filter your report, in the top-right corner, select Filters
, then select Run Report:
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Service Provider: Filter the report to only include the providers you select.
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Customer: Select the customers to include in the report, or select All Customers.
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Business Location: If your business has multiple locations, select the multi-location businesses or all locations in a group you want to review.
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Appts. From-To: The date range of appointments to include.
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Deposit in Merchant: Select the merchant accounts to be included in the report, or Select All.
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Transaction Type: Select one or more transaction types to include in the report.
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Checked Out By: Select one or more employees who checked out transactions, or Select All.
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CC Transaction Mode: Select one or more credit card transaction modes.
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Discount: Select one or all discounts that were applied to transactions.
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Deposit Status: Select one or more deposit statuses to include in the report.
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Search: Search and select specific products by barcode, brand, product, product type, or transaction ID.
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Show refunded items only: Whether to show only refunded transactions.
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Include Past Employees: Whether to include entries of past employees in the report.
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Sort By: Organize your report based on specific criteria.
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Optionally, to export your report, select Action
, then choose an option:
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Star or Remove Star: Add or remove a bookmark to this report in the Starred list at the top of the More
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Print: Print your report if your device is connected to a printer.
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Export PDF or Export Excel: Save the report to a PDF or Excel file.
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Review the transactions in the report. You can also perform the following tasks:
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View a transaction's details by selecting its card. You can also view and reprint the Receipt or Refund the transaction by selecting the Action
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View the transaction's receipt by swiping left on the transaction, then select Receipt.
You can then reprint or send it to the customer via email.
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Refund a transaction by swiping left on the transaction, then select Refund.
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Running this report on the web, tablet, Pay Desk, or PayPro lists the transactions that your business has processed during the selected date range. You'll be able to refund transactions, view each transaction's receipt and reprint them if needed, and access the customer's profile and go to the appointment on the Calendar to view its details.
To run the Transaction List report:
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Select Reports
→ .
The system automatically runs the report for today's transactions.
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At the top of the screen, set the filters for your report, then select Run Report.
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Transaction Date: Select the start and end dates of the report, then select Submit.
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Service Providers: Select the service providers to include in the report, or Select All.
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Customer: Select the customers to include in the report, or Select All.
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Advanced Filters: Optionally, select any additional filters to further refine the report.
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Business Location: If your business has multiple locations, select the multi-location businesses or all locations in a group you want to review.
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Appointment Date: The date range of appointments to include.
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Deposit in Merchant: Select the merchant accounts to be included in the report, or Select All.
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Transaction Type: Select one or more transaction types to include in the report.
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Checked Out By: Select one or more employees who checked out transactions, or Select All.
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CC Transaction Mode: Select one or more credit card transaction modes.
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Discount: Select one or all discounts that were applied to transactions.
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Deposit Status: Select one or more deposit statuses to include in the report.
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Search: Search and select specific products by barcode, brand, product, product type, or transaction ID.
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Show refunded items only: Whether to show only refunded transactions.
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Include Past Employees: Whether to include entries of past employees in the report.
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Sort By: Organize your report based on specific criteria.
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Review the transactions in the report. You can also perform the following tasks:
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Sort the transactions by selecting the column headers at the top of the report.
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View the transaction's receipt by selecting the transaction ID in the Checkout Date/Checkout By/Transaction ID column. Alternatively, scroll to the far right of the report, then select Receipt. You can then reprint or send it to the customer via email.
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View the customer's profile by selecting the customer's name in the App.Date/Customer column.
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Refund the customer by scrolling to the far right of the report, then select Refund.
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If the transaction was paid using a credit card, prevent the card from being charged again at your business (for example, if the customer reported the card as stolen) by scrolling to the far right of the report, then select Block Card.
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At the bottom of the screen, you can select:
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Print: Get a hard copy of the report.
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Export: Save the report to an Excel or PDF file (web version only).
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After running the report, you can view the transaction details of all purchases made during the date range you set. A separate item will be listed for every item purchased, fee charged, and transaction refunded.
The total amount of money currently in your cash drawer and the money earned during the selected date range are listed at the top of the screen. Expand this section to view a breakdown of these amounts.
Each section in the Transaction Summary panel is always visible when the panel appears.
Today's Cash Drawer Balance breaks down the total value of bills and coins currently in your cash drawer, including the opening balance if it was entered, the total amount of cash collected, how much was refunded, and how much was given back in change.
For example, if the customer's service cost $18 and pays with a a $20 bill, $2 in change will be given back. Cash Collected will include $20, and Change Given will include $2.
The following amounts are listed in this section:
|
Description |
Calculation |
|
|---|---|---|
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Set by the business each day |
Entered at the beginning of the day |
|
|
Total legal tender collected, including taxes, tips, and fees |
Gross cash total |
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Cash Refunds |
Total refunds given as cash (shown as a negative value) |
Total cash refunded |
|
Change Due |
Total legal tender given as change during cash transactions (shown as a negative value) |
Change given from cash drawer |
|
Current Balance |
Current total amount of money is in the cash drawer |
(opening balance + cash collected) - (cash refunds + change given) |
This overview shows how much revenue was earned from in-house or online sales transactions. The totals include refunds and change given in cash transactions, and exclude redemptions using a membership, package, or gift cards.
The following amounts are listed in this section:
|
Payment Type |
Description |
Calculation |
|---|---|---|
|
Money earned from cash transactions, including taxes, tips, and fees |
(Total Cash) - (Cash Refunds) + (Cash Change Due) |
|
|
Money earned from credit card transactions, including taxes, tips, and fees |
(Total Credit Card payments) - (Credit Card Refunds) |
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Money earned from check transactions, including taxes, tips, and fees |
Total check amounts paid |
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Rent collection via ACH payments |
Total rent collected by ACH |
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Money earned from VPL transactions, including taxes, tips, and fees |
(Total VPL Payments) - (VPL Refunds) |
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Money earned from other payment method transactions, including taxes, tips, and fees |
(Total Other Payments) - (Other Payment Refunds) |
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Total |
Total value of all payments collected |
Total of all categories |
For example, if the customer's service costs $30, plus $5 tax and a $5 tip, for a total amount of $40:
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Scenario 1: The customer pays $50 in cash and receives $10 back in change. In the Money Earned section, Cash will include $40 for the service, tax, and tip.
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Scenario 2: The customer pays $50 using a Credit Card, Check, or Other Payment Method, and receives $10 change in cash. In the Money Earned section, Payment Method will include the full $40 payment, but Cash will show ($10) because it was given back as change.
This section shows the total amount of payments using memberships, packages, and gift cards towards the Amount Due total. Redeemed totals do not count towards the totals in the Sales section, and gift cards issued as a refund will be deducted from the Gift Cards total in the Sales section.
The following amounts are listed in this section:
|
Redemption Method |
Description |
Calculation |
|---|---|---|
|
Amount discounted or value of the visits allowed by memberships to pay an Amount Due, including refunds; excludes taxes, tips, fees, and shipping |
(membership visits or discount amount) - minus the (refunded amounts for items paid for with a membership) |
|
|
Value of the visits that were redeemed using a package to pay an Amount Due |
(total package visits) - (refunded amounts for items paid using package visits) |
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Includes:
|
(total of gift cards redeemed) - (refunds issued as a gift card) |
|
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Total |
Total amount of payments redeemed using memberships, packages, and gift cards |
Total of all categories |
For example, if the customer's service costs $30, plus $5 tax and a $5 tip, for a total amount of $40:
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Scenario 1: The customer pays with a membership or package. In the Redeemed section, Membership or Package will include $30, and in the Money Earned section, $10 (tax and tip) will be included in the line for the corresponding payment method. If the customer receives a refund, $30 will be subtracted from Membership or Package in the Redeemed section.
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Scenario 2: The customer pays with a membership that grants a 50% discount for the service, In the Redeemed section, Membership will include $15 (which is 50% of $30), and in the Money Earned section, $10 (tax and tip) will be included in the line for the corresponding payment method. If the customer receives a refund, only $15 will be subtracted from Membership from the Redeemed section.
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Scenario 3: The customer pays with a $20 gift card and $20 with cash. In the Redeemed section, Gift Card will include $20, and in the Money Earned section, Cash Collected will include $20.
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Scenario 4: The customer pays with a service-based gift card. In the Redeemed section, Gift Card will include $30, and in the Money Earned section, $10 (tax and tip) will be included in the line for the corresponding payment method.
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Scenario 5: The customer receives a $30 gift card as a refund. In the Redeemed section, Gift Cards will include ($30).
This section lists the amounts made for sales items both in-house or online. These totals do not include points redeemed for products, business costs, or redemptions using a membership, package, or gift cards.
The following amounts are listed in this section:
|
Sales Item |
Description |
Calculation |
|---|---|---|
|
Total from sales of services and service add-ons; excludes business costs, taxes, tips, and fees |
||
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Total from sales of classes and class add-ons; excludes business costs, taxes, tips, and fees |
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Total from sales of products, including discounts and refunds; excludes business costs, taxes, tips, and fees |
(Online product sales + In-House product sales) - (Tax + Tip + Fees + Membership discount + product discount + product refunds) |
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Total from sales of gift cards, including discounts and refunds; excludes costs, taxes, tips, and fees |
(Gift Card sales) - (Tax + Tip + Fees + discounts + gift card refunds) |
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Total from sale of memberships, including discounts and refunds; excludes business costs, taxes, tips, and fees |
(Membership sales) + (Tax + Tip + Fees + discounts + membership purchase refunds) |
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Total from sale of packages, including discounts and refunds; excludes business costs, taxes, tips, and fees |
(Package sales) + (Tax + Tip + Fees + discounts + membership purchase refunds) |
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Total rent collected |
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Commission (deducted from rent) |
Commission total from services, classes, and products; based on payroll (shown as a negative number) |
Commission based on payroll total |
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All taxes collected, including refunded taxes |
(Taxes collected) - (Refunded taxes) |
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All fees collected, including refunded fees |
(Fees collected) - (Refunded fees) |
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All tips collected, including refunded tips |
(Tips collected) - (Refunded tips) |
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All IOUs issued (shown as a negative number) |
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All outstanding IOUs that were paid |
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Total |
Total of all amounts in this section. |
Total of all categories |
For example, if the customer's service costs $30, plus $5 tax and a $5 tip, for a total amount of $40:
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Scenario 1: In the Sales section, Sales & Add-ons will include $30, Tips will include $5, and Tax will include $5.
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Scenario 2: The customer receives a $10 discount, so in the Sales section, Sales & Add-ons will include $only 30; Tips will include $5, and Tax will be adjusted accordingly to the business's tax settings.
Each section in the Transaction Summary panel is always visible when the panel appears.
Today's Cash Drawer Balance breaks down the total value of bills and coins currently in your cash drawer, including the opening balance if it was entered, the total amount of cash collected, how much was refunded, and how much was given back in change.
For example, if the customer's service cost $18 and pays with a a $20 bill, $2 in change will be given back. Cash Collected will include $20, and Change Given will include $2.
The following amounts are listed in this section:
|
Description |
Calculation |
|
|---|---|---|
|
Set by the business each day |
Entered at the beginning of the day |
|
|
Total legal tender collected, including taxes, tips, and fees |
Gross cash total |
|
|
Cash Refunds |
Total refunds given as cash (shown as a negative value) |
Total cash refunded |
|
Change Given |
Total legal tender given as change during cash transactions (shown as a negative value) |
Change given from cash drawer |
|
Current Balance |
Current total amount of money is in the cash drawer |
(opening balance + cash collected) - (cash refunds + change given) |
This overview shows how much revenue was earned from in-house or online sales transactions. The totals include refunds and change given in cash transactions, and exclude redemptions using a membership, package, or gift cards.
The following amounts are listed in this section:
|
Payment Type |
Description |
Calculation |
|---|---|---|
|
Money earned from cash transactions, including taxes, tips, and fees |
(Total Cash) - (Cash Refunds) + (Cash Change Due) |
|
|
Money earned from credit card transactions, including taxes, tips, and fees |
(Total Credit Card payments) - (Credit Card Refunds) |
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Money earned from check transactions, including taxes, tips, and fees |
Total check amounts paid |
|
|
Rent collection via ACH payments |
Total rent collected by ACH |
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Money earned from VPL transactions, including taxes, tips, and fees |
(Total VPL Payments) - (VPL Refunds) |
|
|
Money earned from other payment method transactions, including taxes, tips, and fees |
(Total Other Payments) - (Other Payment Refunds) |
|
|
Total |
Total value of all payments collected |
Total of all categories |
For example, if the customer's service costs $30, plus $5 tax and a $5 tip, for a total amount of $40:
-
Scenario 1: The customer pays $50 in cash and receives $10 back in change. In the Money Earned section, Cash will include $40 for the service, tax, and tip.
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Scenario 2: The customer pays $50 using a Credit Card, Check, or Other Payment Method, and receives $10 change in cash. In the Money Earned section, Payment Method will include the full $40 payment, but Cash will show ($10) because it was given back as change.
This section shows the total amount of payments using memberships, packages, and gift cards towards the Amount Due total. Redeemed totals do not count towards the totals in the Sales section, and gift cards issued as a refund will be deducted from the Gift Cards total in the Sales section.
The following amounts are listed in this section:
|
Redemption Method |
Description |
Calculation |
|---|---|---|
|
Amount discounted or value of the visits allowed by memberships to pay an Amount Due, including refunds; excludes taxes, tips, fees, and shipping |
(membership visits or discount amount) - minus the (refunded amounts for items paid for with a membership) |
|
|
Value of the visits that were redeemed using a package to pay an Amount Due |
(total package visits) - (refunded amounts for items paid using package visits) |
|
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Includes:
|
(total of gift cards redeemed) - (refunds issued as a gift card) |
|
|
Total |
Total amount of payments redeemed using memberships, packages, and gift cards |
Total of all categories |
For example, if the customer's service costs $30, plus $5 tax and a $5 tip, for a total amount of $40:
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Scenario 1: The customer pays with a membership or package. In the Redeemed section, Membership or Package will include $30, and in the Money Earned section, $10 (tax and tip) will be included in the line for the corresponding payment method. If the customer receives a refund, $30 will be subtracted from Membership or Package in the Redeemed section.
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Scenario 2: The customer pays with a membership that grants a 50% discount for the service, In the Redeemed section, Membership will include $15 (which is 50% of $30), and in the Money Earned section, $10 (tax and tip) will be included in the line for the corresponding payment method. If the customer receives a refund, only $15 will be subtracted from Membership from the Redeemed section.
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Scenario 3: The customer pays with a $20 gift card and $20 with cash. In the Redeemed section, Gift Card will include $20, and in the Money Earned section, Cash Collected will include $20.
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Scenario 4: The customer pays with a service-based gift card. In the Redeemed section, Gift Card will include $30, and in the Money Earned section, $10 (tax and tip) will be included in the line for the corresponding payment method.
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Scenario 5: The customer receives a $30 gift card as a refund. In the Redeemed section, Gift Cards will include ($30).
This section lists the amounts made for sales items both in-house or online. These totals do not include points redeemed for products, business costs, or redemptions using a membership, package, or gift cards.
The following amounts are listed in this section:
|
Sales Item |
Description |
Calculation |
|---|---|---|
|
Total from sales of services and service add-ons; excludes business costs, taxes, tips, and fees |
||
|
Total from sales of classes and class add-ons; excludes business costs, taxes, tips, and fees. |
||
|
Total from sales of products, including discounts and refunds; excludes business costs, taxes, tips, and fees. |
(Online product sales + In-House product sales) - (Tax + Tip + Fees + Membership discount + product discount + product refunds) |
|
|
Total from sales of gift cards, including discounts and refunds; excludes costs, taxes, tips, and fees. |
(Gift Card sales) - (Tax + Tip + Fees + discounts + gift card refunds) |
|
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Total from sale of memberships, including discounts and refunds; excludes business costs, taxes, tips, and fees |
(Membership sales) + (Tax + Tip + Fees + discounts + membership purchase refunds) |
|
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Total from sale of packages, including discounts and refunds; excludes business costs, taxes, tips, and fees |
(Package sales) + (Tax + Tip + Fees + discounts + membership purchase refunds) |
|
|
Total rent collected |
||
|
Commission (deducted from rent) |
Commission total from services, classes, and products; based on payroll (shown as a negative number) |
Commission based on payroll total |
|
All taxes collected, including refunded taxes. |
(Taxes collected) - (Refunded taxes) |
|
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All fees collected, including refunded fees |
(Fees collected) - (Refunded fees) |
|
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All tips collected, including refunded tips. |
(Tips collected) - (Refunded tips) |
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All IOUs issued (shown as a negative number) |
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All outstanding IOUs that were paid |
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Total |
Total amount of all categories |
Total of all categories |
For example, if the customer's service costs $30, plus $5 tax and a $5 tip, for a total amount of $40:
-
Scenario 1: In the Sales section, Sales & Add-ons will include $30, Tips will include $5, and Tax will include $5.
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Scenario 2: The customer receives a $10 discount, so in the Sales section, Sales & Add-ons will include $only 30; Tips will include $5, and Tax will be adjusted accordingly to the business's tax settings.
A separate item will be listed for every item purchased, fee charged, and transaction refunded.
Generating the Transaction List report on a phone will list a card for each transaction processed at your business during the selected time frame.
If the transaction fee was refunded, is a deposit, or was a cancellation or no-show fee, a transaction label will shown below the purchase date:
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Transaction Label |
Meaning |
|---|---|
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The refund transaction and receipt for the customer. |
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The original transaction that has now been refunded. |
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This transaction is a deposit that the customer paid for a service or class. |
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This transaction is a no-show fee charged to the customer according to the business's cancellation policy. |
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This transaction is a cancellation fee charged to the customer according to the business's cancellation policy. |
Select each card to view detailed information about each transaction processed at your business during the selected time frame:
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Customer: The name of the customer is shown at the top of the screen. Select the name to view their customer's profile.
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Business Name: The name of the business that the transaction was performed at.
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Transaction ID: The unique identification number of the transaction.
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Transaction Date: The date when the customer paid for the service or class. This date may differ from the Appointment Date.
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Appointment Date: The date of the customer's appointment or class.
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Sold By: The employee who will get the commission for the sale, if applicable.
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Checkout By: The employee who performed the transaction. This employee may differ from the one listed for Sold By.
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Item: The service, class, or product that a customer paid for.
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Quantity: The number of services or classes that the customer paid for.
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Price: The amount that the business charges to perform the service or class.
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Sales Tax(es) (if any have been set up): The amount of tax charged on top of the price.
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Tip: The tip amount given to the employee by the customer.
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Discount: The price reduction given to the customer when paying for the service or class. Some customers may have redeemed points, applied a promotional code, or paid with a package, membership, or Daily Deal.
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Amount Paid: The total amount paid by the customer, after taxes and discounts, and including tips.
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Payment Method(s): The customer may have paid for the transaction with one or more of the following payment methods:
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Cash: The amount that the customer paid with cash.
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Check: The amount that the customer paid by check.
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Gift Card: The amount that the customer redeemed with gift cards.
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Package: The amount redeemed by the customer from a package.
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Memberships: The amount the customer redeemed by the customer from a membership.
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Credit Card: The amount the customer paid by credit card.
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Bank Account: The amount that the customer paid from their bank account.
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Venmo: The amount that the customer paid using Venmo.
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Buy Now, Pay Later: The amount that the customer paid with Buy Now, Pay Later.
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IOU/Invoice: The amount that the customer was issued an IOU for or invoiced.
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Points: The number of points that the customer redeemed.
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When you first open the screen, you'll see today's Money Earned and your current Drawer Balance at the top of the screen. Selecting the down arrow button will show a summary of the date range's Money Earned, Sales, what customers have Redeemed, as well as the details of Today's Cash Drawer Balance.
Generating the Transaction List report on the web, tablet, Pay Desk, or PayPro will list the following information for each transaction processed at your business during the selected time frame:
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Business Name: The name of the business that the transaction was performed at.
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Checkout Date, Checkout By, Transaction ID: When the transaction was performed, the employee who checked out the customer, and the identifying transaction number. Select the transaction ID to view, reprint, and send the receipt via email.
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App. Date, Customer: The date of the customer's appointment or class, and the customer it was for. Select the customer's name to view the customer's profile.
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Item Sold, Sold By: The service or class that the customer paid for and the employee who will get the commission, if applicable. Select the employee's name to change it to another. If the card isn't for a class, service, or product that a customer purchased, a transaction label will also be shown in this column:
Transaction Label
Meaning
This refund.
The original transaction that was refunded.
This transaction is a deposit that tfor a service or class.
This transaction is a no-show fee charged to the customer according to the business's cancellation policy.
This transaction is a cancellation fee charged to the customer according to the business's cancellation policy.
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Qty: The number of services or classes that the customer paid for.
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Business Cost: How much it cost the business to perform the service or class. The amount is calculated as the (amount paid by business) minus the (amount customer paid).
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Price: The amount that the business charges to perform the service or class.
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Sales Tax: The amount of tax charged on top of the price.
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Tip: The tip amount given to the employee by the customer.
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Discount: The price reduction given to the customer when paying for the service or class. Some customers may have redeemed points, applied a promotional code, or paid with a package, membership, or Daily Deal.
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Amt Paid: The total amount paid by the customer, after taxes and discounts, and including tips.
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Shipping & Handling: The amount charged to the customer to ship items to the customer for the service or class, if applicable.
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Cash: The amount that the customer paid with cash.
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Check: The amount that the customer paid by check.
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GC: The amount that the customer redeemed with gift cards.
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Pkg: The amount redeemed by the customer from a package.
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Mbsp: The amount the customer redeemed by the customer from a membership.
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Bank Account: The amount that the customer paid from their bank account.
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Venmo: The amount that the customer paid using Venmo.
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Buy Now, Pay Later: The amount that the customer paid with Buy Now, Pay Later.
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IOU/Invoice: The amount that the customer was issued an IOU for or invoiced.
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Points: The number of points that the customer redeemed.
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Net Sale: The revenue earned after discounts, points, packages, and memberships.
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Merchant Account: The amount deposited into the employee's merchant account. Hover over or select the deposit status icon to view more details about the deposit.
Note
The Deposit Status icons will only appear on transactions from 9/21/2023 and onward.
Deposit Status
Meaning
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.
The funds for this transaction have been deposited. Select it to view transactions deposited on the same date.
The funds for this transaction failed to deposit into your bank account. Hover over or select the status icon to see more details.
You previously refunded this transaction.
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Change Due: The amount owed back to the customer after payment.
Comments
2 comments
Does the sales summary reflect the credit card processing fees?
Hi Miri, that menu does not exclude processing fees. I recommend taking a look at the Deposit report as well for details on processing fees.
Thanks, Jamie
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