> 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/read-transaction-details.md). # How to Read a Transaction Details Page Open a single transaction to see what it was for, how it was processed, and what action to take next. ### 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 a transaction:** 1. Navigate to [**SELL > View Transactions**](https://control.peoplevine.com/transactions) and click **SHOW DATA** to load the list. See: [How to Navigate the View Transactions Dashboard](/products/control-panel-overview/transactions-overview/navigate-transactions-dashboard.md). > **Note (Pro Dash):** Navigate to **SELL > Transactions > View Transactions**. 2. Click the **View** icon on any transaction row. > Alternative entry points: from the CRM profile **TRANSACTIONS** section (see [How to View a Member's Transactions](/products/control-panel-overview/transactions-overview/view-member-transactions.md)) or an order receipt's payments list (see [How to View an Order's Associated Transaction](/products/control-panel-overview/transactions-overview/view-order-transaction.md)). ### Page sections The page heading reads **"This transaction was \[status]"** with the status word coloured to match the badge. **Top action buttons** — what you can do from this page: | Button | What it does | | ----------------------------------------------------------------------------- | ------------------------------------ | | **E-MAIL DOCUMENT** (orange) — or **E-MAIL INVOICE** on invoiced transactions | Email the receipt to the member | | **SMS DOCUMENT** (orange) — or **SMS INVOICE** on invoiced transactions | Text the receipt to the member | | **PRINT** (green) | Open the browser print dialog | | **DOWNLOAD PDF** (green) | Download a member-facing receipt PDF | **Transaction info (left column):** | Field | What It Shows | | ------------------------ | ----------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Charged On** | Date and time of the charge | | **Created On** | Date the record was created — may differ from Charged On for back-dated transactions | | **Paid On** | Date the transaction reached `processed` status. For card payments this matches Charged On; for ACH it is later. | | **Matched On** | Date the transaction was reconciled to a Stripe or GoCardless bank payout — i.e., when the processor confirmed the funds transfer. | | **Transaction #** | Unique transaction number | | **Transaction Status** | Status badge (see status reference below) | | **Customer** | Linked CRM profile; on invoiced transactions includes a `(change person)` link. This link is not available on refunded or voided transactions. | | **Purchased** | What the charge is for (subscription period, invoice payment, order item) | | **Processed By** | What initiated the charge. See: [How to Identify Where a Transaction Originated](/products/control-panel-overview/transactions-overview/identify-order-source.md) | | **Transaction From** | Source ID for inbound integration transactions | | **Payment ID** | Processor reference (e.g., Stripe `pi_...`) | | **Transaction Response** | Plain-language statement of what happened, or the verbatim processor error on declines | | **Payment Type** | Tender used — card type + last 4, gift card, invoice, etc. | | **Notes** | Internal notes attached to the transaction | | **Billing Address** | From the payment method, when present | **Amount and toggles (right column)** — the Amount block shows the totals: * **SUB TOTAL** — pre-tax amount * **TAX** — tax portion * **CHARGED** — total amount captured (on paid transactions) * **BALANCE DUE** — total amount owed (on open invoices, replaces CHARGED) Two toggles sit below the Amount block: * **Issue a Refund** appears on captured transactions (Processed, Payment statuses). Expanding it opens a refund form where you set the refund amount and reason and choose how to process the refund: * **Automatically Refund Original Payment** — refunds the original card / account * **Automatically Issue a House Credit to Account** — refunds as a house credit on the member's account * **Manually Via Check or Other** — record the refund without an automatic processor refund (use for cash, paper check, gift card, or other off-platform refunds) * **Track Transaction** marks a transaction as reconciled to a Stripe or GoCardless bank payout. Expanding it opens **Batch ID**, **Amount Matched**, and **Date Matched** fields. **Action buttons (mid-page)** — vary by status and what the transaction is linked to: | Button | When it appears | | --------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **GO TO PROFILE** (green) | Always | | **GO TO ORDER** (green) | Linked to an order | | **GO TO MEMBERSHIP** (gray) | Linked to a membership | | **VIEW INVOICES PAID FOR** (blue) | Paid one or more invoices | | **MARK AS DECLINED** (red) | Stuck in `Processing`. See: [How to Troubleshoot a Declined Transaction](/products/control-panel-overview/transactions-overview/troubleshoot-declined-transaction.md) | | **VOID** (red) | Invoiced transactions — voids the invoice | | **TAKE PAYMENT** (black) | Invoiced transactions — opens the payment flow | | **VIEW LINKED TRANSACTION** | Refunded transactions, voided transactions, and individual paid invoices that were part of a house account batch — links to the related transaction | | **GO TO GIFT CARD** | Transactions where a gift card or stipend was issued — opens the gift card record. Appears next to GO TO PROFILE. | | **CONTINUE** (black) | Returns to the transaction list | **Item Data** — line items that make up the transaction. Columns: Item, Quantity, Price Each, Total Tax, Total. Discounts also appear as a line item when applied. Summary row label varies by status: * **Charged** — on paid transactions * **Balance Due** — on invoiced transactions For breakouts (one charge split across multiple line items), see [How to Use Breakout Line Items](/products/control-panel-overview/transactions-overview/use-breakout-line-items.md). **Affiliate** — click **ASSIGN AFFILIATE** (blue) to attribute the sale to an affiliate. **Updates Made to this Transaction** (invoiced only) — audit log of every change to the invoice. Use this when tracing why an invoice changed. **Raw Response** — the literal payload from the processor (Stripe / GoCardless). Share this when escalating to processor support. ### Status reference Every transaction has a status. The page anatomy applies to all of them — what changes between statuses is the title wording, which toggles appear, and which mid-page buttons are available. Full definitions: [Status Codes Reference](/status-codes-reference.md). | Status | What it means | | ------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Processed** | Payment successful — funds captured. For 3DS cards during auto-billing this can flip to Declined later if the cardholder doesn't complete authentication. | | **Authorized** | Pre-authorization (common at POS). Funds held but not captured. Auto Capture finalizes automatically; otherwise use the `capture` payment type. | | **Processing** | Awaiting confirmation from the processor (common with GoCardless ACH). A stuck transaction can be manually marked as declined to clear it. | | **Declined** | Payment rejected by the processor. A sub-tag may categorise the reason (e.g., **EXPIRED PAYMENT**). For recurring **membership** billing, triggers Failed status with the Day 3 + Day 7 retry sequence. | | **Error** | Technical or system failure — distinct from a card rejection. May need retry or escalation. | | **Refunded** | Refund processed and linked to the original charge. Admin only. | | **Voided** | Charge reversed at the processor, or invoice voided by staff. Admin only. | | **Charge Back** | Cardholder dispute. Funds reversed by the card network. May require evidence submission to the processor. | | **Invoiced** | Open invoice — payment not yet collected. Invoiced subscriptions stay Active. | | **Payment** | Payment that closed an existing invoice (house account sweep, gift card, direct portal payment). | | **Invoice Payment** | Partial payment applied — the invoice may not be fully settled. | | **Invoice Paid** | Invoice fully settled. | | **House Account** | Batch payment captured by the 5th-of-month sweep (or daily). | ### Best Practice * **Read the Transaction Response first** and share the verbatim processor error when escalating to Stripe / GoCardless — don't paraphrase. * **Use Track Transaction to earn the Matched tag** — without Batch ID, Amount Matched, and Date Matched filled in, the transaction won't appear in matched-payout views. * **On invoiced transactions, prefer TAKE PAYMENT over creating a new charge** — it keeps the invoice and payment linked. Voiding requires admin permission and is auditable in Updates Made. ### What Happens Next * **Trace a decline**: [How to Troubleshoot a Declined Transaction](/products/control-panel-overview/transactions-overview/troubleshoot-declined-transaction.md) * **Reconcile to a payout**: see the Date field reference in [How to Navigate the View Transactions Dashboard](/products/control-panel-overview/transactions-overview/navigate-transactions-dashboard.md) * **Find the linked order**: [How to View an Order's Associated Transaction](/products/control-panel-overview/transactions-overview/view-order-transaction.md) * **Look up status meanings**: [Status Codes Reference](/status-codes-reference.md) *Last updated: 2026-05-29* --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. 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