PayXpert - User documentation
Remittance-file collection - Web portal
Every evening the transactions performed on the POS devices are grouped into remittance files and we fetch them from the backend. The collection and submission-to-the-bank of these files is automatic and you can track them in the Backoffice, seeing your total number of transactions and total amounts in the files shared with your bank and from which we base your payout calculations.
To see the central File collection area, go to Processing > File Collections:
Each item in the table is a file of transactions that has been collected:
About the files
Each file has the following attributes:
a status:
Waiting for next settlement: The file of transactions has already been constructed and we are waiting to send it to the bank
Sent for settlement: the file was sent to the bank successfully
Failed: this group of transactions is temporarily blocked while automatic and manual checks are performed to identify/eliminate the outliers and resend the rest of the good transactions to the bank
Account info: your merchant accounts are aligned with your bank per type of payment (physical card insertions or contactless card and mobile payments). In fact, you get paid from both accounts. We show:
the merchant account for which the transactions have been collected
the Interface tells you which type of merchant account it is
Contact - a collection of the transactions where the customer card was inserted
Contactless - a collection of the transactions where the customer made a contactless payment, these type of transactions being separated and conglomerated together
the Contract # is displayed for each merchant account:
Various dates:
Creation date: the date the file of transactions to remit was constructed by our systems
Issuing date: the date we sent the file to your bank
First transaction date: timestamp of earliest transaction in the remittance file
Last transaction date: timestamp of the last transaction to be included for that day in the remittance file.
Sequence number: We keep track of the order in which the files are created in our systems. We display this number FYI. It tells you where the file was queued amongst the other files for that nightly batch collection
File IDs:
Acquirer file id: the ID number that your bank assigned to the file when they received it; this is how they keep track of their file collections internally
File Collection id: our own internal tracking number for the file of transactions. Notice the link
Collected files have an additional ID assigned by the bank (left)
Tip: click the blue links to see the unique list of settled transactions in a new tab!
Monetary information:
# Txs: total number of transactions (includes all types) in the file
# Debits: total number of debit-type transacitons
Debit Amt :how much money is represented by debit transaction?
# Credits: total number of refund-type transactions
Credit Amnt: how much total money is going to be credited to your shoppers?
# Cancellations: total number of refund-type transactions
Cancellation amount: the amount to be cancelled from the processing volume being prepared for the bank
The Show report action: see a virtual printout of the settled (successfully sent to bank) or failed remittance file.
Columns and sorting
Notice that the table can be sorted at column level:
Columns on the table can be shown/hidden when clicking to open the Columns button:
Filtering
Creation date
By default the remittance files from the last 7 days are shown. You can change this via the creation date.
The date of the first transaction included in the file normally corresponds with the creation date of the file:
Issuing date
This is the timestamp when the collected file was remitted to the bank.
An issued file will have a “Sent for settlement” date, whereas a file “Waiting for next Settlement” will not:
Tip: Change the filter so the date matches your Creation date filter, if any.
Status
When a file has been generated, it takes on the this status as it awaits settlement:
After all the files have been generated, the telecollection continues and the batch of files is sent to the bank. The file then reads:
You can filter the table to see which remittance files have been sent or unsent.
Interface
Remittance files are collected in groups of contact and contactless transactions, always.
In your table you will see each type of file. You can filter as desired.
Acquirer file ID
Your bank will assign its own internal ID for each file we remit.
Knowing this ID from your bank, you can filter for the file in question to see the number of transactions and totals collected in the file.
Merchant and Merchant account
If you are a Partner you can filter the File Collections table to pinpoint one of your merchants.
You can review a merchant’s file collection history.
Grouping - Summary by
Grouping the remittance files allows you to see the big picture as far as totals per the day they were generated and per Merchant/Merchant account.
A Financial Officer does not need to tabulate hundreds of files per collection per week, which would take them a lot of time. He can very quickly see the total amount that is represented.
Merchant account
By grouping by merchant account we can consider the total debits, credits, and cancellation amounts collected per day.
This way you know how much is due in your bank account (minus fees).
Creation date
An excellent view is a summary of the transactions collected per day:
We include the totals from all the files for the creation date day on the one line.
Merchant
If you are a Partner you can group the Files to rapidly see the total collections for each merchant:
You can rapidly see how many transactions are being collected per business.
Save your current view
If you are happy with your current filtering and grouping criteria, you can save your selections so that we show them next time you access the File Collections area. Just click the Save button:
Next time you log in they will already be set .
Exporting
You can export your filtered and grouped table of remittance files into CSV.
Go to Actions → Export CSV:
You have downloaded the spreadsheet.
Can be imported to your financial system.
Examples of what can you check
Compare last 7 days of business
Select files created the last 7 days:
Group file data by creation date:
Check the number of transactions and total amounts for each day:
I only had 9 customers yesterday, but I have 13 tickets. Why?
Check your file from yesterday. You performed 4 cancellations, which explains the extra paper tickets.
What is the time window covered by a file?
Check the first & last transaction dates to understand time window covered by the file:
Open the Columns button and toggle ON the “1st Txn Date” and “Last Txn Date” columns:
Read the line for the desired remittance file, comparing timestamps for first and last transactions:
In this example we see that the file covers an approximately 3.5-hour window of actual sales, during which 11 transactions were conducted.