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Exporting payments with receivable details

  • Updated

In this article, you will learn how to create the export Payments with receivable details, which receivables each payment paid and how reversals, refunds and chargebacks appear in the file.

Contents

Quick Guide

  1. Go to Finance / Tax consultant / Export lists and click Create Export list.
  2. Select the studios.
  3. Under Type, select Payments with receivable details.
  4. Under Period, select the start and end date and click Create.
  5. Once the export is complete, download it from the menu of its row.

Prerequisites

  • Permission: Finance / Tax advisor / Manage export lists. Read access lets you open the page and see the existing exports. To create an export, your role also needs the create right of this permission. You assign the permission in the role settings.
  • Studios: the export is only created for the studios in which you have the create right.

Creating the export

  1. Go to Finance / Tax consultant / Export lists.
  2. Click Create Export list.
  3. Select the studios you want to export.
  4. Under Type, select Payments with receivable details.
  5. Under Period, select the start date and the end date. Both dates are required.
  6. Optional: enter a Description (up to 100 characters) so you can find the export again in the list.
  7. Click Create.

Create Export list dialog with the type Payments with receivable details and a period.

The export is created in the background and appears in the list on this page.

Downloading the file

The file is an Excel file. Its header shows the start date and the end date of the period. As soon as the export is complete, open the menu of its row:

  • One studio: click Download as excel file.
  • Several studios: choose whether you want the list as a Zip file, as an Excel file with multiple worksheets or as an Excel file with a single worksheet.

Export lists page with the row menu of a finished export open.

Which payments are included

The export contains payments that were processed by a payment provider integrated in the Software. The Source column shows where each payment comes from:

  • Payment run: payments collected in a payment run through an integrated payment provider. They are assigned to the period by their actual collection date.
  • Online payment: payments made online.
  • Cash register: card payments made at the card terminal of the cash register.
  • Vending machine: card payments made at the card terminal of a vending machine.

Cash payments and payment runs you export as a file for your bank, for example a SEPA XML file, are not included.

What a row contains

  • Payment runs, cash register and vending machine: one row per receivable the payment paid. A payment that paid three receivables therefore appears in three rows.
  • Card payment that cannot be split: if the paid receivables of a card payment do not add up to the payment amount, the payment appears in a single row without receivable details.
  • Online payments: one row per payment, without receivable details. The columns Due date, Type, Start of service period, End of service period, Net amount, Tax amount and Tax percentage stay empty.

The rows are sorted by payment date.

Columns

The file has 20 columns in this order:

Column Content
Payment date Date of the payment. For payment runs, the actual collection date. For reversals, refunds and chargebacks, the date on which they were booked.
Transaction ID ID of the payment transaction, if available.
Receipt number Number of the receipt belonging to the payment, if available.
Membership No. Member number of the member.
Last name Last name of the member.
First Name First name of the member.
Due date Due date of the paid receivable.
Type Type of the paid receivable.
Description Description of the paid receivable or of the sold item.
Start of service period Start of the service period the receivable covers.
End of service period End of the service period the receivable covers.
Gross amount Amount paid for this receivable, including tax. Negative for reversals, refunds and chargebacks.
Net amount Gross amount without tax, calculated with the tax rate of the receivable.
Tax amount Tax included in the gross amount.
Tax percentage Tax rate of the receivable.
Payment provider Payment provider that processed the payment.
Payment method Payment method of the payment, for example the card brand.
Source Payment run, Online payment, Cash register or Vending machine.
Booking number Payment runs only: booking number of the payment in the payment run.
Studio Name of the studio.

Reversals, refunds and chargebacks

A reversal, a refund or a chargeback does not change the row of the original payment. It appears as an additional row with a negative amount:

  • The row is dated on the day the reversal, refund or chargeback was booked. It therefore appears in the export of the period in which it was booked, even if the original payment falls into an earlier period.
  • For payment runs, the negative rows are split by receivable in the same way as the original payment.
  • To get the net payments for a period, add up the positive and the negative rows.

Note: The export contains payments processed via Finion Pay and is initially available in Spain.

Note: This article was created with the help of artificial intelligence and editorially reviewed.