Monitoring and Reports

Quick Links

Accessing Management Portal

Payments Page

Payments Lifecycle Report

Payouts Report

Payment Reconciliation

Companies, Terminals, and Departments

Transactions Log

Access Payments and Reports

You can monitor payments and access reports using the Provet Pay management portal:

  1. Go to Settings > General > Integrations > Provet Pay in Provet Cloud.
  2. Select Open management page. The management portal opens on a new tab.

Payments Page

In the management portal, select Payments in the left-hand side navigation.

Payments History

The Payments section shows all transactions live. Refresh the page to see updates.

To view the details of a specific transaction, select the button with three dots at the end of the transaction row. The details open in a panel on the right-hand side of the page.

In the Paid out column of the payments list, you can see if the transaction has been paid out to you. You can also view a payout report for all paid out payments included in the same batch:

  1. Select a transaction that has been paid out. The payment details open in the right-hand side panel.
  2. Select the link in the Payout PSP references row. The payout report opens filtered by the payout PSP reference showing all payments included in the same payout batch.

Filters

Select the Filters button to open a panel of filters you can use to show specific information.

You can define a time range using a Start date and End date or by selecting a Quick select option.

Using the Account filter, you can view transactions from specific accounts. Each department (location) normally has two accounts - one for point-of-sale (POS) and another for online payments (ECOM).

Using the Category filter, you can view specific types of transactions:

  • Payment: an incoming payment
  • Reversal: a refund payment
  • Transfer: a transfer of funds from an account used to deduct fees and commissions
    • This is separated into two types: the service fee (a commission for the transaction) and the terminal fee (fee for the payment terminal).

Using the PSP reference filter, you can search for specific transactions based on the reference (information from a POS terminal). Please be prepared to give the reference number when contacting support about an issue with a transaction.

Using the Transaction ID filter, you can search for a specific transaction by the transaction ID. The payment details open automatically in the right-hand side panel.

Summary

The Summary section shows the totals of transactions from the different categories.

Export

You can export the table with the applied filters in CSV and Excel formats.

Screenshot_2022-10-07_at_13.33.10.png

Payments Lifecycle Report

The Payments Lifecycle report gives a detailed overview of all payments related to transactions. To open this page, open the Reports menu from the small arrow and select Payments Lifecycle. Each major step of the payment lifecycle is recorded in this report as a new row per record type. The lifecycle is illustrated below.

Screenshot_2022-10-07_at_14.45.31.png

To view the details of a specific transaction, select the button with three dots at the end of the transaction row. The details open in a panel on the right-hand side of the page.

Filters

Select the Filters button to open a panel of filters you can use to show specific information.

You can define a time range using a Start date and End date or by selecting a Quick select option.

Using the Account filter, you can view transactions from specific accounts. Each department (location) normally has two accounts - one for point-of-sale (POS) and another for online payments (ECOM).

Using the Terminal filter, you can select specific POS terminals.

Using the Record type filter, you can select different record types:

  • Received: The payment request has been received by the payment processor; the card was swiped/read successfully.
  • Authorised: The payment was authorised by the bank/card scheme.
  • AuthorisedPending: The payment is pending acceptance from the issuer.
  • Error: A technical error.
  • Refused: The payment was refused by the payment processor, the bank, or the card scheme. To view more details, select the record.
  • Retired: The payment was retired after an unsuccessful attempt.
  • Cancelled: The payment process was cancelled.
  • SentForSettle: The transaction has been sent to the bank to settle the amount.
  • Settled: The payment is settled; the sum has been charged from the shopper. After this step, the sum is credited to your payout account.
  • Chargeback: There has been a dispute process, and the payment has been charged back.
  • SentForRefund: A refund has been triggered by the user; the transaction has been sent to the processor for a refund.
  • Refunded: The payment has been successfully refunded; the amount has been debited from your payout account.

Using the PSP reference filter, you can search for specific transactions based on the reference (information from a POS terminal). Please be prepared to give the reference number when contacting support about an issue with a transaction.

Summary

The Summary section shows the totals of different types of transactions.

  • Settled: the sum of all record types, also the gross amount of client payments.
  • Refunds: the sum of all 'Refunded' type payments; all successful refunds.
  • Fees: the total effective fee.
  • Net income: This equals the value of settled transactions minus refunds minus fees.

Export

You can also export the table with the applied filters in CSV and Excel formats.

Screenshot_2022-10-07_at_14.37.32.png

Payouts Report

The Payouts report gives a detailed overview of all payouts. It is your virtual account statement showing all movements going in and out of your account. Use this report to understand the flow of money and compare it against your bank amount. To open this page, open the Reports menu from the small arrow and select Payouts.

Payout Reports History Section

This section shows an overview of all payouts.

Each record shows the Rolling balance of the respective account. Settled payments will be credited to the account, which increases the balance. Refunded payments will be debited and deducted from your balance.

Screenshot_2022-10-10_at_12.40.43.png

Each payout also has a Record type:

  • Payout: transfer from Provet Pay to your bank account. A payout will generally empty the account. In some rare cases, during a dispute process, the payment processor may hold on to an amount until the process is complete.
  • FundTransfer: deducted fees and commissions; more detailed information on the fees report.
  • Credited: a successful payment credit to your account.
  • Debit: a refund or chargeback that has been charged from your account.

To view the details of a specific transaction, select the button with three dots at the end of the transaction row. The details open in a panel on the right-hand side of the page.

Filters

Select the Filters button to open a panel of filters you can use to show specific information.

You can define a time range using a Start date and End date or by selecting a Quick select option.

Using the Account filter, you can view transactions from specific accounts. Each department (location) normally has two accounts - one for point-of-sale (POS) and another for online payments (ECOM).

Using the PSP reference filter, you can search for specific transactions based on the reference (information from a POS terminal). Please be prepared to give the reference number when contacting support about an issue with a transaction.

Using the Payout PSP reference filter, you can search for transactions included in the same payout batch.

Summary

The Summary section shows the totals of the different types of transactions.

  • Payouts: the sum of all payouts.
  • Credited: the sum of all credits.
  • Debited: the sum of all debits.
  • Transfers: the sum of all 'FundTransfer' type records.

Export

You can also export the table with the applied filters in CSV and Excel formats.

Screenshot_2022-10-07_at_15.11.33.png

Payment Reconciliation

If you want to check the payments shown in reports against the sales in Provet Cloud, you can compare the End of Day reports and the Payments Page:

  1. Make sure that the End of Day (EOD) reports have been created on the Provet Cloud side. Note that the reports should cover entire days correctly, as Provet Pay only checks the dates.
  2. Open an EOD report you want to check. On the Card payments tab of the End of Day report, there is a separate line for the Sum of Provet Pay payments. Note that sum down.
  3. Go to the payments page of the Provet Pay management portal. Filter the report with the same date range as the EOD report you are comparing with. Filter the report to show payments and reversals only. In the summary section, you should see the sum of Net Payments. Compare that sum with the sum from the EOD report.

Companies, Terminals, and Departments

Under Settings in the navigation menu, you can view your Company, Terminals, and Departments.

If a clinic chain consists of multiple companies, each of them is a separate Company. Each department of a company has its own account under the company, and reporting is separate for the departments. To edit the company information, select the Edit button.

The Terminals list shows the account's payment terminals. The terminal name is the same as the name shown in the checkout user interface. The monthly price is the terminal's monthly rental price, and the monthly price for extra services is the price of extra services such as a SIM card. To edit a terminal's name or to attach a terminal to a different department, select the button with three dots at the end of the terminal row.

The Departments list shows the departments of the company, their status, and other information, such as payment method information and the number of payment terminals attached to each department. To view the attached terminals, select the button with three dots at the end of the department row. 

Transactions Log

You can view all point-of-sale transactions made using the Provet Pay integration in the transactions log.

Go to Settings > General > Integrations > Provet Pay and select the Transactions log button in the top right-hand side corner of the section.

In the transactions log dialogue, you can filter the transactions by terminal ID, client(s), department and department group, start and end dates, and transaction result (success, pending, failure, or aborted).

If a transaction receipt is available, you can print the receipt using the printer button on the transaction row.

transactions_log.jpg

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