Understanding your Deposit Reports

All new customers are set up with automated monthly deposit reports that are generated by the payment processor. The reports come on the 1st of the month, for the previous month (the report's time of send and frequency can be modified upon request). 

There are 2 reports: one for the fees parent paid with credit cards, the other for the ones they paid by bank account.

The reports are substantively the same, although the column headers differ a little. We go over each report.

The report for transactions paid with bank accounts will likely have the term ACH, EFT or Direct debit in the title. The best way to be sure that you are looking at this report is to look in the column C ('Description') and make sure that one of the labels you see often is 'Presentments'. If the label you see often is 'Settlements', you are looking at the credit card report instead.

Not all columns matter in this report, so here are the ones you probably want to focus on:

Column C: titled 'Description'. The term 'Presentments' indicate a payment, while the term 'Return' indicates an NSF. The term 'Credit' indicates a refund, and finally the term 'Overdraft EFT Funding' indicates that funds had to be pulled from your bank account in order to accommodate one or more parent refunds that you initiated.

Column H: 'Merchant Reference'. The IDs in this column conveniently match the 'Transaction ID' column (column M) in the TUIO Invoice Data Export. This is the best way to establish a link between a transaction and a TUIO invoice, when needed.

Column I: 'Customer Name'. The name of the parent who made the payment.

Column J: 'Payment Amount'. The amount paid by parent.

Column K: 'EFT Sent To Merchant'. This is the amount of the deposit in which the payment in column J was batched into. Attention: if you see the same amount in this column a few times in a row, you are probably looking at several payments that were included in the same deposit. The best way to know? See column M below.

Column L: 'EFT Date'. Date the deposit was sent to your account.

Column M: 'EFT SENT REF'. This is the unique reference of the deposit. If the reference is the same in several rows, it means that there was more than one payment in the deposit received to your bank account. All payments under the same EFT Sent Ref are part of the same deposit.

To work on this report, we recommend that you sort the data based on column M.

The report for transactions paid with credit cards will likely have the term payment details, credit card, or CC in the title. The best way to be sure that you are looking at this report is to look in the column B ('Description') and make sure that one of the labels you see often is 'Settlements' - if the label you see often is 'Presentments', you are looking at the bank account deposits report instead.

Not all columns matter in this report, so here are the ones you probably want to focus on:

Column B: titled 'Description'. The term 'Settlements' indicate a payment, while the term 'Credit' indicates a refund. Finally, the term 'Overdraft EFT Funding' indicates that funds had to be pulled from your bank account in order to accommodate one or more parent refunds that you initiated.

Column E: 'Amount'. The amount paid by parent.

Column F: 'Merchant Txn ID'. The IDs in this column conveniently match the 'Transaction ID' column (column M) in the TUIO Invoice Data Export. This is the best way to establish a link between a transaction and a TUIO invoice, when needed.

Column H: 'Name'. The name of the parent who made the payment.

Column M: 'Payment Date'. Date the deposit was sent to your account.

Column N: 'Payment Txn ID'. This is the unique reference of the deposit. If the reference is the same in several rows, it means that there was more than one payment in the deposit received to your bank account. All payments under the same Payment Txn ID are part of the same deposit.

Column O: 'Payment'. This is the amount of the deposit in which the payment in column E was batched into. Attention: if you see the same amount in this column a few times in a row, you are probably looking at several payments that were included in the same deposit. The best way to know? See column N above.

To work on this report, we recommend that you sort the data based on column N.