Using the Transaction Report
Updated at March 14th, 2025
The Transaction Report provides data about all transactions processed in PatientPay for select practices and during a specified reporting period (This Week, This Month, This Quarter, This Year or Custom Date Period). Users can filter the transactions by status, transaction type and payment location.
Figure 140 - Transaction Report
Below is a description of each column in the report:
| Column Name | Description |
| View | Links to the Transaction Detail screen for the transaction |
| Transaction Date | The date/timestamp of the transaction in format MM/DD/YYYY MM:HH AM/PM in EST |
| Practice Name | The name of the organization to which the transaction belongs |
| Statement ID | The unique Id for this statement/bill |
| Patient ID | The unique patient Id for this patient and practice |
| Account Name | The name of the patient to which the bill belongs if Payee Type = Patient. The insurance company name if Payee Type = Insurance. |
| Transaction Type | The type of transaction (e.g., Now Payment or Patient Bill Payment) |
| Amount Due | The balance before the transaction |
| Transaction Amount | The payment amount |
| Technology Fee | The technology service fee, if applicable |
| Transaction Total | The Transaction Amount + Technology Fee, if applicable |
| Balance Due | The balance after the transaction |
| Payment Method | The card type and last four digits of the account number |
| Transaction Status | The card processor status of the transaction (Approved, Success (ACH), or the error message) |
| Settlement Date | The date the transaction was settled with the processor in format MM/DD/YYYY |
| Funded Date | The date the transaction was funded with the processor in format MM/DD/YYYY |
| Recon Date | The date the transaction was included on Recon in the format MM/DD/YYYY |
| Location | The payment location for the transaction, if provided |
| Description | The description provided for Now payment, if applicable |
| Confirmation Number | The unique confirmation number for the transaction from the processor |
| User Name | The user that initiated the transaction |
NOTE: If the Service Fee feature flag is disabled for the selected practice, we hide the Technology Fee and Transaction Total columns by default as they don’t apply. The user can re-enable these columns using the Columns drop-down filter.
Users can filter the report by Transaction Status, Transaction Type and Location.
Transaction Status
By default, the report includes all transaction statuses, but you can filter by selecting specific status.
- Approved: Transactions are authorized with $0 to ensure the provided credit/debit card has the funds (transaction_type = AUTH)
- Settled: Transaction has been captured and batch closed for the day (transaction_type = SALE)
- Funded: Transaction has been successfully funded via credit/debit (transaction_type = CREDIT or transaction_type = DEBIT)
- Failed: Transaction has failed (transaction_type = ACH_REJECT)
Transaction Type
By default, the report includes all transaction types, but you can filter by selecting specific types.
- Admin Bill Payment: Includes all payments made through Admin (transaction_source = ADMIN_BILL_PAYMENT)
- Cash Payment: Includes all payments made through Cash Register (transaction_source = CASH)
- Chargeback: Includes all chargebacks recorded in Admin (transaction_source = CHARGEBACK)
- Chargeback Reversal: Includes all chargeback reversals (transaction_source = CHARGEBACK_REVERSAL)
- Insurance Payment: Includes all insurance payments made through Admin/Patient Portal (payee_type = Insurance)
- IVR Payment: Includes IVR payments (transaction_source = IVR)
- Lockbox Payment: Includes external payments (transaction_source = LOCKBOX)
- Now Payment: Includes Now payments made through Admin Create Payment (transaction_source = NOW)
- Patient Bill Payment: Includes all payments made through Patient Portal (transaction_source = PATIENT_BILL_PAYMENT)
- Payment Plan Payment: Includes payment plan installment payments (deducted through scheduler)
- Scheduled Payment: Includes future/scheduled installment payments including Auto-Pay (deducted through scheduler)
- Refund: Includes all refunded transactions (transaction_source = REFUND)
- Void: Includes all voided transactions (transaction_source = VOID)
Locations
By default, the report includes transactions from all payment locations but you can filter the results by choosing specific locations.
The Columns drop-down list allows you to control which columns are visible. This is helpful when you want to reduce horizontal scrolling.
You can export the report to Excel or CSV format using the Download button. This file will have the same columns as on-screen (not adjusted based on the Columns drop-down).