Reporting on Shelterpay Transactions Made with Stax

Julia Law
Julia Law
  • Updated

Once your team has enrolled in Stax, 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 reports are:

  • Shelterpay Summary by Batch/Payout Date (includes both summary chart and detailed transaction/item reports)
  • General Summary by Transaction Date (includes both summary chart and detailed transaction/item reports)
  • Payout Reconciliation (includes both the summary chart and itemized report)

The General Summary by Transaction Date Report contains all transactions for all payment methods, even those that have not yet been batched. The other two reports are limited to only Shelterpay transactions that have been batched.

Here is a quick video on how to reconcile your transactions with your bank deposits using these 3 reports:

Locating the reports

To find the three reports outlined above, navigate to your gear icon > Analysis & Reports > Quick Reports > Accounting tab:

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These three accounting quick reports are available only to organizations that have enrolled with Stax, the payment processing platform that Shelterluv is partnering with to power Shelterpay. Take a look at this article for details on what you need in order to enroll with Stax. And please reach out to us at help@shelterluv.com for help with enrollment or to get started if you haven't yet!

Configuration Note:

In order to make the most out of the Shelterpay Summary by Batch/Payout Date and General Summary by Transaction Date reports, be sure to configure your Funds / GL Codes and Departments properly, assign all items, hold groups, Recurring Donations / Donation Boost Widget donations, and adoption groups to the appropriate values, and set coding for donations made through checkout as on or required (depending on preference). You will also want to configure your Cash Drawers if preferred. Please refer to the help articles below for instructions and reach out to help@shelterluv.com for assistance if needed:

Report overview

Shelterpay Summary by Batch/Payout Date (includes both summary chart and detailed transaction/item reports)

This report allows you to see all Stax transactions by the batch/payout date. It will not include transactions made via other payment methods. Once you select your report date range and click "Run Report," you will see a summary chart that includes totals for transactions by both Fund / GL Code and Department. There will be a row for each combination of Fund / GL Code and Department codes. 

You can then filter your results by Cash Drawer if desired, and for easier visibility we recommend filtering the Payment Method to Shelterpay. And if preferred, you can toggle on/off the additional columns that split the Payment Methods and Charges/Refunds separately. 

At the bottom of the report you'll see a separate set of automatically calculated totals that combines all transactions in the report results by Charges, Refunds/Voids, Total Gross, Total Fees, and Total Net.

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You can run the Transaction Detail Report and Item Detail Report to see the individual transaction and line item information that makes up the summary chart.

The screenshots for these reports do not include all of the available columns in the report. Please refer to the video above or the attached sample Excel files if you'd like to review a sample of the entire report.

The Transaction Detail Report will show one row for every transaction that makes up the summary chart. The same filters applied to the summary chart it was run from will apply here.

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The Item Detail Report will show one row for every line item on all transactions that make up the summary chart. The same filters applied to the summary chart it was run from will apply here.

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General Summary by Transaction Date (includes both summary chart and detailed transaction/item reports)

This report will be very similar to the Shelterpay Summary by Batch/Payout Date above, except that this report allows you to see all transactions by the transaction date so it will include transactions for all payment methods. Once you select your report date range and click "Run Report," you will see a summary chart that includes totals for transactions by both Fund / GL Code and Department. There will be a row for each combination of Fund / GL Code and Department codes. 

You can then filter your results by Cash Drawer and Payment Method. And if preferred, you can toggle on/off the additional columns that split the Payment Methods and Charges/Refunds separately. 

At the bottom of the report, you'll see a separate set of automatically calculated totals that combines all transactions in the report results by Charges, Refunds/Voids, Total Gross, Total Fees, and Total Net.

Fees calculated in this report will only include fees for transactions that have been batched (i.e. paid out to your bank account). It will not include fees for transactions that haven't been paid out yet, which usually occur within two business days after the transactions have been settled.

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You can run the Transaction Detail Report and Item Detail Report to see the individual transaction and line item information that makes up the summary chart.

The screenshots for these reports do not include all of the available columns in the report. Please refer to the video above or the attached sample Excel files if you'd like to review a sample of the entire report.

The Transaction Detail Report will show one row for every transaction that makes up the summary chart. The same filters applied to the summary chart it was run from will apply here.

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The Item Detail Report will show one row for every line item on all transactions that make up the summary chart. The same filters applied to the summary chart it was run from will apply here.

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Payout Reconciliation (includes both the summary chart and itemized report)

This report will summarize the payouts from Stax by batch/payout date.

You will see the total net deposit paid out for each date in the date range that you selected for the report. In addition to this, you will see a grand total for the date range of Transaction Count, Gross Amount, Fees, and Net Amount, separated into Charges and Refunds.

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If you click on an individual row in the summary table, it will expand to show further details of that payout (including the gross transaction amount and processing fees):

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You can also run the Itemized Report next to each entry to see the individual transaction information that makes up the payout.

You will have the option to customize the columns within this report. Or you can run it with the same columns you selected the last time you ran the report using the "Previous Download" option.

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Important Batch and Refund Information

In the Transaction and Item Detail Reports run from the General Summary by Transaction Date Report, the columns for Payout Batch ID, Payout Batch Date, CC Processing Fee, and Net may say "Pending." This is because this report contains all transactions, including those that have not yet been paid out to your bank account (i.e. "batched") by Stax. Once a transaction has been paid out, these values will be available in the reports.

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A partial refund (or refund of only some of the items on a transaction and not all items on a transaction) will only be available to use after 8 PM ET the same day that the original transaction was processed. You can still void or fully refund the entire transaction at any point after the original transaction was processed. Take a look at this article here for more information about Partial Refunds with Stax.

If you refund a transaction before 8 PM ET on the same day that the original transaction was processed, there will be no Credit Card Processing Fee. In reporting, a new row will be created to represent the Refund transaction and both rows will show a dash for the Payout Batch ID, Payout Batch Date, CC Processing Fee, and Net columns.

Additional Notes

  • There will be a Print and Excel button at the top of each of your reports. We recommend exporting this data to Excel and uploading it directly into your accounting software if needed. 
  • You can also reference the attached Excel reports which correspond to each of the new reports below.