Review payments collected, processing fees, fees passed to parents, and net payout for any date range.
The Collections report brings your collection activity into one view. It shows what your organization collected, what processing cost, how much of those costs were covered by parents, and the resulting net payout.
Use this report for:
- Month-end collection reviews
- Comparing collections across programs
- Reviewing payment method usage
- Understanding processing costs
- Checking successful, failed, or in-progress transactions
- Reviewing the effect of fees passed to parents
For help matching individual deposits in your bank account, use the Processor activity report instead.
Accessing the Collections Report
From the main menu:
- Open Reports.
- Select the Transactions tab.
- Click Collections report.
Your user role must have access to reports. If you do not see the report, check with your organization administrator or contact support@tuiopay.com.
Before You Begin
Before generating the report, decide:
- Which date range you want to review
- Whether transactions should be included based on when they were created or when they were completed
The From and To dates are required.
All dates in the Collections report use Eastern Time.
Step 1: Choose How Transactions Are Grouped
Use the Show by filter to select the transaction date the report should use.
| Option | What it means |
|---|---|
| Transaction create date | Includes transactions based on when they were created or initiated |
| Transaction completed date | Includes transactions based on when they reached their completed status |
Use Transaction completed date when you need finalized collection figures, such as for month-end reporting.
Use Transaction create date when you want to review all payment activity initiated during a period, including transactions that may still be processing.
Recent transactions may appear as In Progress when using the create-date view.
Step 2: Generate the Report
- Select the appropriate option under Show by.
- Select a From date.
- Select a To date.
- Click Generate.
The report will update to show transaction activity for the selected period.
The selected filters are also added to the page URL. This allows you to bookmark the report or share a link to the same filtered view with another authorized administrator.
Step 3: Review the Summary Cards
Three summary cards appear at the top of the report.
| Card | What it shows |
| Successful | Transactions that completed successfully, including their count, total amount, fees, and net payout |
| Failed | Transactions that were attempted but did not complete successfully |
| In Progress | Transactions that are still processing or settling |
Each card includes a link to view the transactions behind that total.
Click the applicable card to open the Transactions page with the matching filters already applied.
Understanding In Progress transactions
An In Progress transaction has been initiated but has not yet reached a final status.
This is common for recent bank account payments, which may take additional time to settle.
For a report containing only finalized transactions, select Transaction completed date and regenerate the report.
Step 4: Review Collections by Payment Method
The By payment method table groups collections according to how the parent paid.
Payment methods may include:
- Credit card
- Bank account
- TUIO credit
- Cash or cheque
For each payment method, the report shows:
- Transaction count
- Gross collected
- Processing fees
- Net payout
Use this section to compare payment method usage and understand how the mix of payment types affects processing costs.
For example, two programs with the same gross collections may have different net processing costs if one receives more credit card payments and the other receives more bank account payments.
Step 5: Review Collections by Program
The By program table displays the same collection metrics grouped by program.
For each program, the report shows:
- Transaction count
- Gross collected
- Processing fees
- Net payout
Use this section to:
- Compare collections between programs
- Review the amount collected for a particular program
- Identify which programs generate the most payment activity
- Investigate differences in processing costs between programs
Differences in fees between programs are often related to their payment method mix or fee settings.
Step 6: Review the Fee Breakdown
The Fee Breakdown section explains how gross collections become net payout.
| Field | What it means |
| Gross collected | The total amount successfully collected from parents |
| Transaction fees | Processing fees charged on the transactions |
| Transaction fee sales tax | Applicable tax charged on processing fees |
| Offset by fees passed to parents | The portion of processing costs covered through fees charged to parents |
| Net payout | Gross collections after applicable processing costs and offsets |
The amount passed to parents reduces the processing cost absorbed by your organization.
If your organization does not pass transaction fees to parents, the offset amount may be zero.
Step 7: Review Net Processing Cost
The Net processing cost section summarizes what payment processing ultimately cost your organization after accounting for fees passed to parents.
It includes:
- Net processing cost as a percentage of collections
- Average processing cost per transaction
- Percentage of processing fees covered by parents
Your organization’s net processing cost is calculated after subtracting the amount offset by fees passed to parents from the applicable processing fees.
This section can help you assess your payment settings and understand how much of the processing cost your organization is absorbing.
Quick Reference
| I want to… | Do this |
| Review finalized month-end collections | Select Transaction completed date, enter the month’s date range, and click Generate |
| Review all transactions initiated during a period | Select Transaction create date, enter the date range, and click Generate |
| See collections by program | Generate the report and review the By program table |
| Compare payment methods | Review the By payment method table |
| Understand what processing cost the organization | Review Fee Breakdown and Net processing cost |
| See how much parents covered | Review Offset by fees passed to parents and the percentage of fees covered |
| View the transactions behind a summary | Click the link on the applicable summary card |
| Check transactions that are still settling | Use the create-date view and review the In Progress card |
| Match individual bank deposits | Use the Processor activity report |
Troubleshooting
I do not see the Collections report
Your user role may not have access to reports.
Check with your organization administrator or contact support@tuiopay.com.
The totals changed since I last generated the report
Transactions can continue to settle after they are initiated. Failed payments may also be retried and completed later.
For stable figures, use Transaction completed date and generate the report after the selected period has fully settled.
The In Progress card is not zero
Those transactions are still processing.
This is expected when reviewing recent activity by transaction create date, particularly when bank account payments are included.
Switch to Transaction completed date if you only want finalized transactions.
Offset by fees passed to parents shows zero
This is expected when your organization absorbs its processing costs rather than passing fees to parents.
If you believe the amount does not reflect your configured fee settings, contact support@tuiopay.com.
One program appears to have higher fees than another
Programs may have different payment method usage or fee settings.
Review the program’s payment method mix in the By payment method table and compare it with the other programs in the report.
The totals do not match a deposit in our bank account
The Collections report summarizes transactions for the selected reporting period. Processor deposits may group transactions from different dates and may also include adjustments, refunds, returns, or other activity.
Use the Processor activity report when reconciling a specific bank deposit.
A transaction appears under a different date than expected
Confirm which option is selected under Show by.
The transaction create date reflects when the payment was initiated, while the transaction completed date reflects when it reached its completed status.
Need Help?
If you have questions about the Collections report or cannot explain one of the totals, contact support@tuiopay.com.
Include the selected date range, the Show by option used, and the section or total you are reviewing so the support team can investigate efficiently.