> For the complete documentation index, see [llms.txt](https://help.peoplevine.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.peoplevine.com/products/control-panel-overview/transactions-overview/navigate-transactions-dashboard.md). # How to Navigate the View Transactions Dashboard ### Before you begin (Prerequisites) * **Permissions**: Administrator, Supervisor, Support, or Waitstaff. See: [How to Manage Users and Permissions](/products/control-panel-overview/admin-overview/manage-roles-permissions.md). ### Instructions **Opening the dashboard:** 1. Navigate to [**SELL > View Transactions**](https://control.peoplevine.com/transactions). > **Note (Pro Dash):** Navigate to **SELL > Transactions > View Transactions**. The page title is **Transaction Statistics**. A **CHARGE A PERSON** button (blue) appears at the top right. **Using quick filters:** 2. Click any quick filter button at the top of the page to pre-set common filters: | Row | Quick Filters | | ---------- | -------------------------------------------------------------------------------- | | **Date** | TODAY'S, YESTERDAY'S, \[current month], \[prior month], LAST YEAR, YEAR TO DATE | | **Status** | PROCESSED, OPEN INVOICES, AUTHORIZED, DECLINED, REFUNDED, HOUSE ACCOUNT PAYMENTS | | **Source** | APP \[month], POS \[month], PMS \[month], SPA \[month] | > **Tip**: The HOUSE ACCOUNT PAYMENTS quick filter shows only sweep payment transactions. The OPEN INVOICES quick filter shows only invoiced (unpaid) transactions. See: [How to View House Account Payments](/products/control-panel-overview/invoices-house-account-overview/view-house-account-payments.md) and [How to Manage Invoices](/products/control-panel-overview/invoices-house-account-overview/manage-invoices.md). **Using the filter panel:** 3. Use the filter panel below the quick filters to narrow results. Available filter fields: | Filter | What It Controls | | -------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Sort by** | How results are grouped (e.g., by Person) | | **Payment For** | Filter by charge type — e.g., dues, event, dining, gift card | | **Trx ID** | Search by specific transaction ID | | **PO #** | Search by purchase order / batch ID | | **Payment Type** | Filter by payment method | | **Date From / Through** | Date range | | **Date Filter** | Which date to filter on — Charged On (default), Paid On, Matched On, or Modified On. See the **Date field reference** section below for details on each. | | **Generate a Monthly Statement** | Statement generation option | | **Transaction Amount / Up To** | Amount range | | **Processor** | Filter by payment processor | | **Card Type** | Filter by card brand | | **CC Last 4 Digits** | Search by card last 4 | | **Location** | Filter by location | | **Per Page** | Results per page | | **Who Charged It** | Filter by the user or system process that initiated the charge — a specific staff member or an automated billing run | | **Account Owner** | Filter by account owner | 4. Use the **Filter by Status** checkboxes to include or exclude specific transaction statuses: Processed, Processing, Invoiced, Payments (on Invoices), Authorized, Declined, Refunded, Error, Voided, Charge Back. 5. Optionally check **Break-out line items into transactions** to split combined charges into individual line items. See: [How to Use Breakout Line Items](/products/control-panel-overview/transactions-overview/use-breakout-line-items.md). 6. Optionally check **Show non-synced transactions** to include transactions that have not been synced to an external platform. 7. Click **APPLY** (black) to apply your filters. **Loading results:** 8. After applying filters, click **SHOW DATA** (blue) to load results on screen, or **EXPORT DATA** (green) to download a CSV. > **Important**: Results do not load automatically after applying filters. You must click **SHOW DATA** to see the transaction list. **Reading the Statistics section:** 9. After data loads, the **Statistics** section at the top of the page shows aggregated totals across the following sub-sections: **Summary** * `Total Charges` — count of charges matching your filters * `Total Charged` — total dollar amount charged A small tax breakout is also shown in the summary area. **Peoplevine Payments** — subtotal of payments that ran through a processor integrated with Peoplevine. Sub-rows: * `Credit Card Authorized` * `Credit Card Processed` * `ACH` * `House Account Invoiced` **Tracked Payments** — subtotal of payments collected outside Peoplevine and recorded for reporting. Sub-rows: * `Processed via POS Direct` * `Processed via PMS Direct` * `Processed via SPA Direct` * `Wire` * `Entry` * `Other` **Refunded Payments** — subtotal of refunds. Sub-rows: * `Credit Card Refund` * `Entry Refund` **Failed** * `Gross Failed` * `of which were Processed` * `Net Failed` > **Tip**: A `Peoplevine payment on file` tag means the payment went through a processor integrated with Peoplevine. A `via POS` or `via SPA` row without that tag means the payment was collected outside of Peoplevine. **Reading the results table:** > **Note**: Results are only surfaced once you click the **SHOW DATA** button. 10. The transaction list table shows these columns: | Column | What It Shows | | ------------------ | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Payment Trx #** | Transaction number | | **Date Paid** | Date payment was collected | | **Date Charged** | Date charge was created | | **Photo** | Member photo | | **Customer** | Name on the CRM profile linked to the charge — most often a member, but can be any CRM record | | **Amount** | Charge amount | | **Payment For** | What the charge was for — shows the order type, order number, high-level payment method, and a sub-member tag if an invoice rolled up from a sub-member. | | **Transaction ID** | Shows payment source — "PV Payment on File" for Peoplevine-processed, "PV House Account" for invoiced, or integration source. Includes payment method summary (e.g., "via creditcard", "via giftcard", "via cash"). Status tags also appear here: invoiced, processed, declined, declined paid, authorized, auto capture, voided. | | **View** | Opens the transaction detail page. See: [How to Read a Transaction Details Page](/products/control-panel-overview/transactions-overview/read-transaction-details.md) | **Reading transaction tags and status:** The Transaction ID column communicates source, payment status, and reconciliation state through tags and badges: | What you see | What it means | | ------------------------------------------------------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **PV payment on file** tag + PI\_ ID + card type and last 4 digits | Payment ran through Peoplevine via Stripe or GoCardless. The PI\_ is the Stripe Payment Intent ID (or GoCardless payment ID) for reconciliation. | | **via POS** or **via spa** with no PI\_ ID | Historical data only — payment was taken on-property (physical card, cash, etc.). Peoplevine received the transaction for reporting but did not process payment through Stripe. | | **Invoiced** status | Added to the member's house account. Payment not yet collected — will be charged on the next house account sweep or manually. | | **Matched** tag + Batch ID (PO\_) | Transaction has been reconciled with a Stripe or GoCardless bank payout. | | **Service Fee** amount | The service fee charged on this transaction (if a service fee is configured on the membership program). | ### Date field reference The Date Filter dropdown lets you choose which date governs filtering. Beyond the filter, these fields appear on transaction records: | Field | What It Shows | When to Use | | --------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ----------------------------------------- | | **Charged On** | Date the payment was processed. The main date field in Peoplevine and the canonical date for Sales Reporting (Charged On is the invoice date). The value is set once and does not change afterward; it can be back-dated at the moment an admin manually processes a charge, but it is not updated later. | "When was the charge processed?" | | **Paid On** | Date the transaction reaches `processed` status. For card payments this matches Charged On; for ACH it is later (see below). | "When did we actually receive the money?" | | **Matched On** | Date the transaction was reconciled to a Stripe or GoCardless bank payout. | "When did it hit our bank?" | | **Modified On** | Date the transaction was last updated (e.g., refunds, chargebacks, voids, or payment changes). | "What changed recently?" | > **Tip**: If a report total doesn't match expectations, check which date filter is being used. Filtering by Paid On excludes open invoices (they have no Paid On date). Filtering by Charged On includes all transactions regardless of payment status. > **Choosing between Charged On and Matched On for reconciliation**: > > * To check whether sales from a given period have hit your bank — for example, *"Have my March sales been paid out?"* — set the Date Filter to **Charged On**, set the range to that period, and use the **Batch ID** column to see which transactions have been reconciled to a bank payout. > * To list everything that arrived in your bank in a given period — for example, *"What hit my bank yesterday?"* — set the Date Filter to **Matched On** with that range. > **Charged On vs Paid On**: For card payments these dates match. For ACH payments and for invoices, Paid On is later than Charged On. **When is Paid On set?** Paid On is stamped when the transaction transitions to `processed` status. The same rule applies across environments and flows (US, UK, autobilling, house account). | Payment Method | Paid On | | -------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------- | | Stripe (card on file) | Same as Charged On — the transaction reaches `processed` immediately. | | Cash, paper check, or other Peoplevine tender type | Same as Charged On. | | GoCardless (ACH / direct debit) | A few days after Charged On — GoCardless takes time to confirm bank processing, and `paid_on` only stamps when the transaction flips to `processed`. | | Open invoice (unpaid) | Blank until the invoice is paid (when the payment transaction reaches `processed`). | > **Key distinction**: For direct card charges, Charged On and Paid On match. For ACH and for invoices, expect a gap between the two dates — filter by Charged On if you want every charge regardless of payment status, or by Paid On if you want only money that has actually landed. > **Matched On**: A "matched" tag appears on a transaction when the Stripe or GoCardless bank payout is reconciled. The Batch ID (PO\_) is the confirmation code for that bank payout — use it to match groups of transactions to a single bank deposit. > **Charged On vs Created On**: Charged On is the date the payment was processed; Created On is the date the transaction record was added to Peoplevine. For most charges these match. They can differ in two cases: (1) automated overnight billing — the charge is sent to the processor first and the record is finalised a short time later, so Created On may be slightly later than Charged On; (2) manual back-dating — a staff member can set Charged On to an earlier date when processing a charge in the Control Panel, so Charged On may be earlier than Created On. **Use Charged On for reporting** — it is the canonical transaction date. ### What Happens Next * **Open a single transaction**: [How to Read a Transaction Details Page](/products/control-panel-overview/transactions-overview/read-transaction-details.md) * **Member-scoped transaction list**: [How to View a Member's Transactions](/products/control-panel-overview/transactions-overview/view-member-transactions.md) * **Troubleshoot a decline**: [How to Troubleshoot a Declined Transaction](/products/control-panel-overview/transactions-overview/troubleshoot-declined-transaction.md) * **Advanced export**: An **ADVANCED EXPORT** option on the page lets you select additional fields and build a custom report. *Last updated: 2026-05-29* --- # Agent Instructions This documentation is published with GitBook. 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