Site Payments Report

The Site Payments Report is accessible only to Site Administrators, users with Dashboard access, and the Item Administrator privilege, or roles that have the Site Payments Item Administrator permission.

This report allows you to view all payments collected through the website, including any service fees incurred and the module through which each payment was processed. You also have the option to export the report to Xero.

If you are using the Member Jungle payment gateway, you will additionally be able to access batch settlement reports to assist with payment reconciliation. The batch settlement number is also included in the Xero export for easier matching.

View the Site Payments Report

To view the Site Payments Report, hover over your name in the top right corner of the admin page and click Site Payments.

In the top navigation, you can use the available filters to generate a report.

Payment Date – The date the payment was received or processed.
Settlement – The settlement number provided by Member Jungle for the batch payment.
Order ID – Refers to the invoice number. Prefixes indicate the type of transaction:

MB – Membership
EV – Events
CA – Online store
CO – Online course
ST – Store Tiger (legacy module)
Search User Accounts – Use this field to search for a specific user who made the payment.
Payment Status – Shows the status of the payment: Paid, Pending, Cancelled, or Refunded.
- Refund Paid filter displays invoices that are generated when a transaction is refunded.
Payment Type – Indicates how the payment was made, such as Cash, Direct Deposit, Online Payment, etc.
Module – The module through which the paid transaction was made on your website.

The report details;

Date: The date the payment took place. Hover over to see the order date.
Name – The account's name.
Items – The paid transaction, such as online store items, membership sign-ups or renewals, online courses, and event ticket registrations.
Revenue Collected – The total amount received for the transaction.
Platform Fee – The fee charged for processing this transaction.
Net Amount – The total transaction value minus any fees incurred.
Module – The module through which the product(s) were sold on your website.
Settlement – The settlement number provided by Member Jungle for the batch payment.
Payment Type – The method of payment used, e.g., Cash, Payment Gateway, etc.

From the Site Payments dashboard, you can confirm, cancel, and issue refunds for transactions. You can also do this in the individual module payments report. Please see here: Payment Reports in Member Jungle

Confirming Payment

To confirm a payment in the Payments Report, click the three dots next to the transaction or click the red amount on the dashboard to view the payment details.

The payment details allow you to change the Payment Date if you received the payment on a different date and to leave a note against the transaction. You also have the option to view the invoice if needed.

Click the Confirm Payment Has Been Received button to confirm the payment. Any note will appear under the Notes tab of the member’s account, and a tooltip will display on the payment date if it differs from the order date.

Cancel and Refund

To cancel a payment, click the three dots next to the transaction. Click 'cancel order'

The pop-up screen will show you the following fields:

Online Payment

Cash or Manual Payments

Cancellation Notes – Add any notes related to the cancellation.
Mark As Refunded –
- Refund: If marked Yes, the transaction will be recorded as refunded in the system and will appear in the Refunded filter when searching.
- Cancel: If unmarked, the transaction will be recorded as cancelled only.
Refund Amount – By default, the refund amount is the full price of the transaction. Change the amount if necessary.
Refund Reason – Select the reason for the refund from the dropdown. If “Other” is selected, you have the option to enter custom text.
Refund Method – Choose the method to issue the refund. For more details, please see the messages on your pop-up screen.
Cancel Order - This will complete the cancellation of the transaction. The member will receive an automated email confirming the cancellation, including the updated invoice for the cancelled or refunded amount.
Cancel order and email - This will complete the cancellation of the transaction. You also have the option to compose an email directly to the member.

Only the Event Module has an auto-refund for online payments. For Memberships, online courses, and online store purchases, the amount must be returned manually outside the system.

Resend Email

To resend an email, you only need to click the three dots next to the transaction. A pop-up screen will appear, showing you the types of emails you can resend.

Settlement Report

To view your batch settlement to reconcile your payments with your remittance advice from Member Jungle, select the settlement ID number from the drop-down list.

To export your results to CSV, click on EXPORT TO CSV button.
To export your results to Xero, click on EXPORT TO XERO button. If the button doesn't appear you haven't entered your account code in Organisation Settings. This should be the income account in Xero that you wish to allocate the payment to.

External/Xero Accounting Code

To import your invoices into Xero or other accounting software, you will first need to have an account code set up in External/Xero Accounting Code in your Organisation Settings This should be the income account in Xero that you wish to allocate the payment to.

After setting up your account code, you can now import your invoices into Xero or other accounting platforms. Please see more details on Payment Reports and Export to Accounting

Download Remittance

Customers using the Member Jungle payment gateway can also download remittance advice by selecting a Settlement (starting from July 2019). Once a settlement has been selected, a download button will appear.

The settlement will be downloaded as a PDF file.

Allow Other Users to View Site Payments Report

A Site Administrator can create a new role and allow permissions to view the site payments report or add the permissions to an existing role. Please take a look at the Creating Roles and Permissions for Users article. The required module is Site Payments and the permission is Item Administrator.