SwimTopia provides a detailed payment history report, encompassing transactions from any payment type your team has provided during registration, and online store sales. (A CSV download is available if you need to do an audit of funds paid/received).
» Note: For teams using our Stripe payment processor, the report can be filtered by the Payouts received from your Stripe payments and full/partial refunds can be initiated right from this report. See ➞ Quick Start Guide to Enabling Stripe if interested in setting up an account.
Covered in this Article:
- Designating Access to Payment Information
- Accessing Your Payment History Report
- Payment Filters & CSV Download
- Payment Report Details
- Refunding Payments
Designating Access to Payment Information
➧ Who has access to payment information?
The following designations determine who can access the payment processor details (under Settings), payment records, and initiate refunds from the Payment History Report (Stripe payments only):
- Site Admin (red badge): designated using "Make Admin" in the profile
- Role Assignment: with the permission to Read or Manage > Financials or "All administrative permissions" (must have Manage to initiate a refund)
➧ How do I control this access?
See ➞ Adding New Admins to learn how you can grant full or partial admin permissions to specific volunteers to limit who has insight into your team's financial information.
» Tip: Although we record who initiated the Stripe refund, we highly recommend limiting who is designated as a Site Admin and who you assign to a Role with All administrative permissions or the Manage Financials permission.
Accessing Your Payment History Report
➧ Reports Tab
Click on the Payments report link from the Reports tab under the Financial category.
➧ Registration Form > Payment Section
Access to the specific payment record within the Payment History report is provided from within each registration form under Registrations > View Registrations > View/Edit > Payments
➧ Stripe Account Overview (Stripe Users)
Teams using our Stripe Payment Processor can also access this report from the Settings > Stripe Account screen.
Select View All Transactions (or VIEW DETAILS on each Payout).
Payment Filters & CSV Download
You can filter your payments by the Payment Method provided, and the Order Dates.
Download the CSV to modify the data as needed.
If your team uses our Stripe payment processor, you can also generate a report based on any Payout you've received from Stripe.
➧ Stripe - Negative Payouts
Each payout reflects your available account balance at the time it was created. In some cases, you may have a negative account balance. For example, if you receive $100 in payments but refund $200 of prior payments, your account balance would be -$100. If you don’t receive further payments to balance out the negative amount, Stripe creates a payout that debits your bank account.
Your bank account must support both credit and debit transactions so that Stripe can perform any required payouts.
Payment Report Details
Payments are displayed in Order Date submitted.
The Order Details are based on the Reg# found at the top of each registration form...
...and Order# for online store purchases found under Merchandise > Orders
» Note: Clicking on the order link will take you into the specific registration form. or online store order.
You will see registration and online store payments in black and refund payments in red (Stripe only).
As mentioned, this report includes transactions from any payment type your team has provided during registration, and online store sales.
The status will display as pending, approved, or failed
» Note: A refund can fail if the customer’s bank or card issuer has been unable to process it correctly (i.e. a closed bank account or a problem with the card). The bank returns the refunded amount to Stripe and they add it back to your Stripe account balance. This process can take up to 30 days from the post date.
➧ Payment Details
View Details will display in the Payment Details column for registration and online store payments and payouts. Clicking on this link will take you to the details screen for each payment.
View Payment will display in the Payment Details column when a Stripe refund has been processed. Clicking on this link will take you to the details screen for each refund.
» Note: As mentioned, this report will display all payment options your team has ever configured on your registration forms, but only registrations paid for using the Stripe payment processor can be refunded from your SwimTopia team site.
➧ Stripe Refunds
Process full and partial refunds for purchases made during registration or your online store right from your team site!
➞ See our Stripe Refunds article for details on controlling access permissions, initiating registration and online store refunds, viewing refunded transactions, email receipts, processing fee details, and the expected timeline for refunds to process.
If you have additional Stripe questions ➞ See our Stripe FAQs article.
➧ Checks or Account Membership Numbers
These payment options must be refunded outside of your SwimTopia team site.
» Note: We are aware enhancing this view with specific family details will provide for a more user-friendly experience. We will continue to enhance this report, and welcome any suggestions. Feel free to submit your requests here.