Payment Gateway Reports

Credit Card Transactions

The Credit Card Transaction report generates a list of successful credit card transactions.

Filter by credit card type, payment vs. refund, and more.

First, navigate to the Financial Dashboard by clicking the Financial link in the top navigation bar.

Next, go "Payment gateway reports" and select "Credit card transactions."

Filters

Filter credit card transactions by:

  1. Section (i.e. which module the transaction falls under)
  2. Enrollment year
  3. Credit card type
  4. Transaction type
  5. Transaction amount (leave blank to search all amounts)
  6. Choose whether to combine electronic payments that have been applied to more than one transaction category
    1. If yes, a payment assigned to multiple categories will display as one payment in the report results
    2. If no, a payment assigned to multiple categories will display as a separate payment per category
  7. Choose whether to include payments/refunds that were later reversed*
  8. Date the transaction was created (leave blank to search all dates)
  9. Click Run Report to generate your results

*Reversed does not mean refunded.

Report Results

  1. Double click to print or export the report and view how many transactions were found
  2. For each transaction, view the following details:
    • Section: The module that the transaction corresponds with
    • ID: The unique ID number assigned to each transaction
    • Year: The enrollment year
    • Posted when: The date the transaction was created
    • Family / Group / Guest / Donor: The name of the account to which the transaction belongs. Click to view their profile.
    • Family ID / Group ID / Guest ID / Donor ID: The ID number for the account to which the transaction belongs
    • Type: The transaction type (payment or refund)
    • Category: The category assigned to the transaction
    • GL Code: The ledger code assigned to the transaction (via the transaction category)
    • Description: The description assigned to the transaction
    • Credit card: The credit card type, last 4 digits, and card ID
    • Payment gateway ID: The transaction ID number within your payment gateway
    • Amount: The amount
    • Posted by: Who posted the transaction
  3. See the grand total of all transactions
Credit Card Declines Report

The Credit Card Declines report generates a log of each instance when a credit card transaction was declined.

  • Please note: If a declined transaction was re-attempted and successful, the initial decline will still be generated in the Credit Card Declines report results.
  • That said, this report does not necessarily reflect payments that still need to be collected. 

Instead, the Credit Card Declines report is more like a history log of each and every time a decline occurred.

Note that credit card transactions are declined by your payment gateway, not by CampSite. If you don't understand the "decline reason", please contact the Payments Team by emailing payments@campmanagement.com or calling 516-719-7075.
 

First, navigate to the Financial Dashboard by clicking the Financial link in the top navigation bar.

Next, go "Payment gateway reports" and select "Credit card declines."

Filters

Filter credit card declines by:

  1. Section (i.e. which module the transaction falls under)
  2. Credit card type
  3. Transaction amount (leave blank to search all amounts)
  4. The date the decline occurred (leave blank to search all dates)
  5. Click Run Report to generate your results

Report Results

Each instance of a credit card decline (per your report filters) will display in the results.

  1. Double click to print or export the report results, and view the total number of results found.
  2. For each transaction, view the following details:
    • Section: The module that the transaction corresponds with
    • Datetime: The date and time when the decline occurred
    • Family / Guest: The name of the account on which the decline occurred. Click to view their profile.
    • Family ID / Guest ID: The ID number for the account on which the decline occurred
    • Credit card: The credit card type, last 4 digits, and card ID
    • Decline reason: The reason the transaction declined, per your payment gateway
    • Payment gateway ID: The transaction ID number within your payment gateway
    • Amount: The transaction amount

Decline Reasons

Credit card transactions are declined within your payment gateway, not by CampSite. 

A few common decline reasons for Constellation Payments customers include:

"Transaction Error" The payment was declined/failed when your payment gateway attempted to process it. Contact the cardholder to see if there's an issue with the card before trying again.

"Amount must be between 1 and #####"

The amount you're attempting to transact exceeds the single transaction limit that Constellation has set for your payment gateway account. For example, "between 1 and 200000" indicates a single transaction limit of $2000.00.

You can either post multiple, smaller payments that are within your transaction limit; or, contact Constellation Payments and request that your limit be increased.
"AccountAccessory value is invalid"

The credit card is expired. Update the expiration date in the credit card details (if the card has been renewed); or, obtain a new payment method.
"Hold - Pick up card"

The cardholder’s bank has declined the transaction and requested cardholder’s credit card to be retained.


Read more about Constellation Payments processing codes here.

Expired Credit Cards

The Expired Credit Card report generates a log of each saved credit card that has expired by the expiration date you've selected.

This report can be used to proactively notify those with an expired credit card in advance of an automatic payment that they have scheduled.

First, navigate to the Financial Dashboard by clicking the Financial link in the top navigation bar.

Next, go "Payment gateway reports" and select "Expired credit cards."

Filters

Filter expired credit cards by:

  1. Section (i.e. which module the saved credit card falls under)
  2. Credit card type
  3. Expiration date (month and year)
  4. Primary cards only
    • Primary cards are those designated for use on auto payments during the invoicing process.
  5. Click Run Report to generate your results

Report Results

Expired credit cards (per your report filters) will display in the results.

  1. Double click to print the results
  2. Double click to export the results as a spreadsheet
  3. Double click to mass e-mail everyone listed in the results (e.g. to request that they update their saved credit card[s] on file)
  4. For each expired credit card, view the following details:
    • Section: The module that the saved credit card falls under
    • Family / Group / Guest / Donor: The name of the account to which the card is saved. Click to view their profile.
    • Family ID / Group ID / Guest ID / Donor ID: The ID number for the account on which the card is saved
    • Card: The credit card type, last 4 digits, and card ID
    • Expiration date: The month and year on which the card expires
Checking Account Transactions

The Checking Account Transaction report generates all checking account transactions in your database.

  • If you'd like to enable checking account (ACH) processing, please contact your payment gateway provider directly.
  • If/when ACH processing is enabled for your payment gateway account, we can then enable checking account as a payment method within your CampSite database. This report will not show payments made by paper check.

First, navigate to the Financial Dashboard by clicking the Financial link in the top navigation bar.

Next, go "Payment gateway reports" and select "Checking account transactions."

Filters

Filter checking account transactions by:

  1. Section (i.e. which module the saved credit card falls under)
  2. Enrollment year
  3. Transaction type (payment or refund)
  4. The amount of the checking account transaction (leave blank to search all amounts)
  5. Choose how to display checking account transactions that were assigned to multiple transaction categories
    • If yes, a payment assigned to multiple categories will display as one payment in the report results
    • If no, a payment assigned to multiple categories will display as a separate payment per category
  6. Choose whether to include payments/refunds that were later reversed*
  7. Filter by the date the checking account transaction was created (leave blank to search all dates)
  8. Click Run Report to generate your results

*Reversed does not mean refunded. Click here to learn more about reversed transactions.

Report Results

Checking account transactions (per your report filters) will display in the results.

  1. Double click to print or export the report results, and view how many transactions were found
  2. For each checking account transaction, view the following details:
    • Section: The module that the transaction corresponds with
    • ID: The unique ID number assigned to each transaction
    • Year: The enrollment year
    • Posted when: The date the transaction was created
    • Family: The name of the account to which the transaction belongs. Click to view their profile.
    • Family ID: The ID number for the account to which the transaction belongs
    • Type: The transaction type (payment or refund)
    • Category: The category assigned to the transaction
    • Description: The description assigned to the transaction
    • Account: The last 4 digits of the account and the account ID number
    • Payment gateway ID: The transaction ID number within your payment gateway
    • Amount: The amount
    • Posted by: Who posted the transaction

Returned Transactions

Returned checking account transactions will still appear in your report results. 

  • Admins should be reversing returned checking account transactions.
  • To exclude reversed transactions from your report results, select No for the "Include payments / refunds that were later reversed" filter.

Learn more about handling returned ACH transactions here.