Once your organization has fully set up Shelterpay by enrolling and connecting your Stax account, you will be able to report on transactions with the following three accounting quick reports. Depending on your accounting requirements, you may find that one report in particular will work best for your needs.
The three accounting quick reports this article covers are:
- Shelterpay Summary by Payout Date
- General Summary by Transaction Date
- Payout Reconciliation
Click your username > Analysis & Reports > Accounting to get started.
What user permissions do I need to run quick reports?
- Reporting
What do I need to configure before I run accounting reports?
You can find the three reports mentioned above at the top of the quick reports Accounting tab:
These three reports are only available after you have enrolled in Stax. Both the Shelterpay Summary by Payout Date and the Payout Reconciliation quick reports will not include any Stripe transactions.
Shelterpay Summary by Payout Date Report Overview
Use the Shelterpay Summary by Payout Date quick report to view completed transactions that have been paid out to you during your selected date range. If the transaction has not been paid out, it will not appear on this report.
Transactions processed before 8pm ET will be paid out 2 business days after they were processed. Transactions processed after 8pm ET will be paid out 3 business days after they were processed. Payouts will not occur on weekends or federal holidays.
The date or date range that you input to run this report will align with the date that you received the payout in your bank account, not the date that the transactions were initially processed. Note that some banks may be delayed in their deposits by a day or so, so you may need to try a couple of dates on this report until you determine your bank's typical pattern.
Once you run the report, you will see three tabs: Summary Report, Transaction Detail Report, and Item Detail Report. Each tab is designed to give you a unique view of the paid-out transactions within your date range.
You will also have two filters at the top of each tab. Use the Cash Drawer(s) filter to view transactions from specific cash drawers only, which will filter out transactions assigned to other cash drawers.
Use the Show Charges and Refunds/Voids toggle on the right to easily show or hide those columns in the main reporting table.
Click each tab below for details:
-
The Summary Report tab will combine all transactions of the same Fund / GL Code and Department and show one row per combination with totals.
At the bottom, you will have your Totals table that will outline your total charges, refunds/voids, total gross processed, total fees, and total net deposit for the selected date range:
Click the button below to see the nine included columns for the Summary Report tab
Fund/GL Code Department Shelterpay Credit/Debit Charges Shelterpay Credit/Debit Refunds Shelterpay Credit/Debit Total Non-Cash Total Charges Total Refunds Total Gross
-
The Transaction Detail Report tab will show all transactions that make up the summary table, and will apply the same filters. This is an easy way to determine which transactions were part of the payout that you received.
You will see one row per transaction that includes all items that are a part of that transaction.
Click the button below to see the 42 included columns for the Transaction Detail Report tab
Item Name Last 4 CC Digits Animal ID Refunds Animal Name Voids Species CC Processing Fee Cash Drawer Covered Fee Donation Fund / GL Code Checkout Donation Department Total Donation Cost Net Price Transaction Memo Tax Donation Memo Qty Person ID Sub-Total Person First Name Discounts Person Last Name Discount Reason Person First and Last Name Total Credits Person Street Address 1 Total Debits Person Street Address 2 Total Paid (Gross) Person City Transaction Total (Gross) Person State Payment Type Person Zip Shelterpay Credit/Debit Person Primary Phone CC Processor Person Primary Email
-
The Item Detail Report tab will show all items sold in the transactions that make up the summary, and will apply the same filters.
You will see one row per item in successive rows.
Click the button below to see the 45 included columns for the Item Detail Report tab
Payout Batch ID Total Debits Payout Batch Date Total Paid (Gross) Charge ID # Transaction Total (Gross) Transaction ID Payment Type Transaction Type Shelterpay Credit/Debit Transaction Date CC Processor Transaction Time Last 4 CC Digits By (User) Refunds Item Name Voids Animal ID Transaction Memo Animal Name Donation Memo Species Person ID Cash Drawer Person First Name Fund / GL Code Person Last Name Department Person First and Last Name Cost Person Street Address 1 Price Person Street Address 2 Tax Person City Qty Person State Sub-Total Person Zip Discounts Person Primary Phone Discount Reason Person Primary Email Total Credits
General Summary by Transaction Date Report Overview
Use the General Summary by Transaction Date quick report to view transactions completed during your selected date range.
This report is very similar to the Shelterpay Summary by Payout Date quick report outlined above, but reports on transaction date, so it will include transactions that have not been paid out yet and will include transactions for all payment methods.
Once you run the report, you will see three tabs: Summary Report, Transaction Detail Report, and Item Detail Report. Each tab is designed to give you a unique view of the transactions within your date range.
You will also have four filters at the top of each tab:
- Cash Drawer(s) - View transactions from specific cash drawers only.
- Payment Type(s) - View transactions from specific payment types only.
- Show Payment Methods toggle - Easily show or hide those columns in the main reporting table.
- Show Charges and Refunds/Voids toggle - Easily show or hide those columns in the main reporting table
Click each tab below for details:
-
The Summary Report tab will combine all transactions of the same Fund / GL Code and Department and show one row per combination with totals.
At the bottom, you will have your Totals table that will outline your total charges, refunds/voids, total gross processed, total fees, and total net paid out for transactions completed during the selected date range. Note that the fees and net total will only be present/accurate if the transactions have been paid out (which is typically 2-3 business days after they were processed):
Click the button below to see the 24 included columns for the Summary Report tab
Fund/GL Code Check Refunds Department Check Total Shelterpay Credit/Debit Charges Gift Card Charges Shelterpay Credit/Debit Refunds Gift Card Refunds Shelterpay Credit/Debit Total Gift Card Total External Reader Credit/Debit Charges Voucher Charges External Reader Credit/Debit Refunds Voucher Refunds External Reader Credit/Debit Total Voucher Total Cash Charges Non-cash Cash Refunds Total Charges Cash Total Total Refunds Check Charges Total Gross
-
The Transaction Detail Report tab will show all transactions that make up the summary, and will apply the same filters.
You will see one row per transaction that includes all items that are a part of that transaction.
Click the button below to see the 56 included columns for the Transaction Detail Report tab. Note that some columns will not populate with data until the transactions have been paid out, such as the CC Processing Fee and Net columns:
Payout Batch ID External Reader Credit/Debit Payout Batch Date Cash Charge ID # Check Transaction ID Gift Card Transaction Type Voucher Transaction Date Non-cash Transaction Time CC Processor By (User) Last 4 CC Digits Item Name Refunds Animal ID Voids Animal Name CC Processing Fee Species Covered Fee Donation Cash Drawer Checkout Donation Fund / GL Code Total Donation Department Net Cost Transaction Memo Price Donation Memo Tax Person ID Qty Person First Name Sub-Total Person Last Name Discounts Person First and Last Name Discount Reason Person Street Address 1 Total Credits Person Street Address 2 Total Debits Person City Total Paid (Gross) Person State Transaction Total (Gross) Person Zip Payment Type Person Primary Phone Shelterpay Credit/Debit Person Primary Email
-
The Item Detail Report tab will show all items sold in the transactions that make up the summary and will apply the same filters.
You will see one row per item in successive rows.
Click the button below to see the 51 included columns for the Item Detail Report tab
Payout Batch ID Payment Type Payout Batch Date Shelterpay Credit/Debit Charge ID # External Reader Credit/Debit Transaction ID Cash Transaction Type Check Transaction Date Gift Card Transaction Time Voucher By (User) Non-cash Item Name CC Processor Animal ID Last 4 CC Digits Animal Name Refunds Species Voids Cash Drawer Transaction Memo Fund / GL Code Donation Memo Department Person ID Cost Person First Name Price Person Last Name Tax Person First and Last Name Qty Person Street Address 1 Sub-Total Person Street Address 2 Discounts Person City Discount Reason Person State Total Credits Person Zip Total Debits Person Primary Phone Total Paid (Gross) Person Primary Email Transaction Total (Gross)
Payout Reconciliation Report Overview
Use the Payout Reconciliation quick report to view a summary or an itemized report of your payouts received during your selected date range. Similar to the Shelterpay Summary by Payout Date report, you will enter the date or date range for the payout(s) received, not for the original processing date of the transactions themselves.
Transactions processed before 8pm EST will be paid out 2 business days after they were processed. Transactions processed after 8pm EST will be paid out 3 business days after they were processed. Payouts will not occur on weekends or federal holidays.
The report will pull all of the payouts that have occurred during your selected date range and combine all transactions paid out by charges, refunds, and the total, with separate columns splitting the data by gross amount, fees, and net.
Clicking the green Itemized Report button will show one row per transaction included in payouts made during a selected time period. Each row will list the Batch ID and Batch time for each transaction to assist with payout reconciliation.