Understanding transactions is essential for effectively managing your business's financial operations. In the context of Peoplevine, transactions encompass all the revenue generated through customer charges.
Brief overview of transactions
Brief overview of transactions
Our Transactions engine provides a comprehensive report of customer revenue, allowing you to track and analyze the financial performance since you began charging customers through our platform. This tool will be invaluable to your accounting team, offering detailed insights into the financial health of your business.
Coupled with our Subscriptions engine, which forecasts future revenue from membership dues, you’ll gain a robust understanding of both current earnings and upcoming financial trends. This dual approach not only streamlines your financial tracking but also enhances predictability and planning for your business’s growth.
Detailed explanation of transactions
Detailed explanation of transactions
The Transaction engine provides screens and reports for transparency on how you receive payment including payment type, timeframe, receivables, processor confirmation, etc. Here are some of the reports we suggest, they can ALL be found under Sell > Transactions:
View All Transactions - A raw view of the transactions as they enter our system. You can filter the data with live filtering including transaction type, card type, date chaged, transaction amount and more, in addition to quick YTD, LY, MTD, LM and other useful reports.
When viewing a transaction you will see different options based on the status of the order. Although a retry is available for failed payments, it is best to go back to the action to retry. For every refund, the original transaction will be linked. Some transactions are composed of transactional line items, you can break these out here or see them when viewing a transaction. The type refers to the first or main item in the items.
Members Statements - Are available on a member's CRM profile. Each month, we'll combine their spend into a single statement that you can print, save as PDF and export to CSV to share with your members. Members also have access in their member portal.
Account Receivables - Generate an aging report of past due invoices to gain control over your account receivables. You can even update the report to show as of a specific date (perhaps the items 2+ years old should be written off - in the future you should leverage our card on file experience).
Open Invoices - You can either click on the Total Transactions next to their name to their open intoices or go to the Open Invoices report to see all open invoices. Quickly filter by date, amount or other methods to see who still owes you money. This is the same report we use for transactions, but we filter by the status of Invoiced.
Transaction Pivot Reports - This report provides you a breakdown of cash flow based on specific focus areas:
Transactions By Billable Item which shows you revenue across channels like event tickets, giftcards, membership dues, F&B orders, etc.
Revenue By Category Across Function including how people paid across which categories
Transactions By Payment Type + Billable Item to see the breakdown of type of credit card and other payment methods
Tax By Category Across Function similar to above but showing tax collected
Customer Spend Report - Found under the CRM, this provides a real-time view of your top spenders acrosss all functions, e.g. you can find your top spenders in event tickets or F&B.
Gift Cards + Stipends Balance - To identify your liabilities for gift cards, stipends, deposits and more, this tool will provide real-time insight on total spend vs. total available.
Key features and functionalities
Key features and functionalities
When processing a payment in Peoplevine, your team will have several options available, some of which need to be enabled and/or available in the customer's account. The available payment methods include:
Credit Card
Direct validation with your processor.
Available for both Staff and Members.
ACH/Direct Debit
Direct validation with your processor.
Must be enabled in the customer's account.
Available for both Staff and Members.
Wire Transfer
Track wire transfers by number for auditing purposes.
Available for Staff only.
Cash
Track cash payments for auditing purposes.
Available for Staff only.
Paper Check
Track check payments by number for auditing purposes.
Available for Staff only.
Voucher
Track payments using a voucher or other redemption method for auditing purposes.
Available for Staff only.
Gift Certificate
Allows members to use their gift cards, stipends, or deposits.
Available for both Staff and Members.
Manual Entry
For last resort auditing purposes.
Available for Staff only.
Invoice
Enable members to pay at a later date using a House Account.
Available for both Staff and Members (must be enabled).
You will encounter these payment methods when charging a customer and when reporting on charges in the Transaction engine. This flexibility ensures that you can manage various payment types efficiently, aiding in comprehensive financial tracking and auditing.
How to...
How to...
Set up taxes
Set up taxes
Follow these steps to setup taxes throughout the website and backend:
Login to the Peoplevine Control Panel
Click on the Company Menu and go to Platform Settings under Settings & Tools
Enter the tax amounts under Transaction Options
You can edit eCommerce Taxes under Sell > Commerce > Commerce Settings
Please note that the Default Tax Amount will be applied to all transactions except if you specify a specific tax for subscriptions, events or schedulers. With the exception we do not charge taxes for gift cards, donations, one-time payments and different rules are applied in eCommerce.
View transaction statuses
View transaction statuses
Below are a breakdown of transaction statuses:
Authorized = pre-authorization for a payment has been taken
Charge Back = charge was disputed by the individual bank account or reversed within the payment processor: please review the transaction notes for details as to why
Declined = payment was unsuccessful: please review the transaction notes for details as to why
Error = transaction could not be processed: please review the transaction notes for details as to why
House account = payment captured on the 5th of the month (all open invoices)
Invoiced = an invoice has been generated
Invoice payment = a payment has been made toward a house account charge
Invoice paid = payment is received for past invoice
Processed = payment has been successful
Processing = awaiting an update from the processor (usually for GoCardless)
Refunded = a refund was processed by your team: further details can be found in the transaction detail
Voided = charge was reversed via the payment processor OR the invoice was voided by your team
Set up recurring membership programs
Set up recurring membership programs
Within Peoplevine, you can set up recurring membership programs that customers can subscribe to on a recurring basis. This feature allows you to bill your customers for a specific item at regular intervals. The available billing frequencies include:
Monthly
Quarterly
Semi-Annually
Annually
This flexibility ensures that you can tailor your billing schedule to suit the needs of your business and your customers, providing a convenient and consistent payment experience.
Please watch this video to learn how to set up recurring:
Pro-rate memberships
Pro-rate memberships
When setting up a service for billing membership dues or other recurring revenue experiences in Peoplevine, you have the option to enable auto-proration for transactions. This ensures that customers are billed accurately based on the start date of their service.
Enable pro-rated billing
Navigate to 'manage membership programs'
Edit the program you would like to enable pro-rated charging on.
Look for the switch to enable prorated billing.
Toggle the switch to enable this feature.
How pro-rated billing works
Once enabled, prorated billing will be automatically applied in various scenarios within the platform:
Approving Applications
When you approve a customer’s application, you can select the next billing date, specify their dues, and charge initiation or other fees.
The prorated amount will be calculated based on the selected start date and next billing date.
Self-Checkout
During self-checkout, customers will see an information box displaying the prorated charge and the next billing date.
This ensures transparency and helps customers understand their initial and subsequent charges.
Checkout Process
At checkout, the payment summary will include the prorated dues along with an information block specifying the rate and frequency of future charges.
Back-End Transactions
When completing transactions through the back-end, the option for prorated billing will be pre-selected if the service is eligible for proration.
Enabling prorated billing helps streamline the billing process, providing accurate and fair charges for customers starting their services mid-cycle. This feature ensures a smooth and transparent billing experience, enhancing customer satisfaction and operational efficiency.
Charge a person (general transaction)
Charge a person (general transaction)
You can charge any amount to an account using the general charge feature. This will post the amount as a 'general transaction' and will be reflected as such in your transaction report.
To charge a person for a generic amount:
Login to Peoplevine.
Lookup the person you want to charge, or click to register new person.
Scroll down to charge a person on the left navigation in the CRM profile.
Enter in the transaction amount and apply any taxes if needed.
Use the card on file (if saved previously) or any one of the other payment options available.
Process charge.
Charge a person (for a service/product)
Charge a person (for a service/product)
To charge a person for a specific product or service, and to view these details in yoyr transaction report, you can create digital products in the e-commerce module and post charges onto the individual account. This will post the product or service as an 'order' in your transaction report.
This video shows you how
View Transactions
View Transactions
The Transaction engine provides screens and reports for transparency on how you receive payment including payment type, timeframe, receivables, processor confirmation, etc. Here are some of the reports we suggest, they can ALL be found under Sell > Transactions:
View All Transactions - A raw view of the transactions as they enter our system. You can filter the data with live filtering including transaction type, card type, date charged, transaction amount and more, in addition to quick YTD, LY, MTD, LM and other useful reports.
Follow these steps to generate a live report and/or export of your recent transactions:
Login to the Peoplevine Control Panel
Go to Sell > Billing > View Transactions
Select the options to filter the data that you need. Please note that we preset some defaults, include date ranges, payment status and transactions per page, which can be changed.
Apply the filters required and click 'apply'.
Transactions can flow in from multiple channels. When viewing the transaction, you can click to see more details on the spend. However, you may find it easier to view the source of this data (e.g. Commerce, Events, Donations, Schedulers, etc.). Under the Sell module, you will find several sections to view this information. A few notable tools include:
Orders - As orders flow in from your website, F&B experience or your connected POS, you will see a real-time filterable view to help manage your order flow.
Subscriptions - all paid memberships
Unpaid invoices - all open and unpaid debt
View Open Invoices in a specific time frame
View Open Invoices in a specific time frame
Navigate to Sell> 'view open invoices'.
This to direct you to the transactions overview page. Change the pre-set filters as required and click 'apply'. This will return open/ unpaid invoices within these parameters.
Show or export this data to csv as preferred.
'Show data' will show an on-screen list of open invoices so that you can charge individually to a payment method on the profile.
Additionally, you have the option of closing all open invoices to the respective card on the individual profile in one sweep. Please note that each individual with an open invoice, will need to have a method of payment saved for this to work, else the invoice will remain open/ unpaid.
'Export data' will extract the data within the set parameters into a csv file.
View Accounts Receivable
View Accounts Receivable
Change a billing contact
Change a billing contact
In the event that one customer/ member is paying for another, you can change the billing contact so that the subscription charges are routed to the bill payer.
Watch this video to learn how to do this:
Issue a refund
Issue a refund
Manage house accounts
Manage house accounts
Void an invoice
Void an invoice
In the event that a charge has been incorrectly invoiced, those with an admin user permission will be able to void them.
Please watch this video to learn how to do this:
PCI compliance
PCI compliance
Reporting
Reporting
Export Transactions
To export this data, click on the Export Data button.
We will carry over all your existing filters and select some default fields, but you can change these.
Scroll down and find or search for the fields you'd like to include
Click Generate Report to generate a link to download a CSV of your data
You can also enter a name and click to Save the Report to generate in a few clicks in the future.
You can also use variables for date ranges in the criteria field. We recommend you select the "between" option and use one of the variables below if you're going to save the report.
Available Variables
These variables can be placed in specific fields:
{@thisMonthStart@}
{@thisMonthEnd@}
{@nextMonthStart@}
{@nextMonthEnd@}
{@lastMonthStart@}
{@lastMonthEnd@}
{@today@}
{@today:addDays(#)@}
{@today:addMonths(#)@}
{@today:addYears(#)@}