Each Customer's Account has a Transaction History at the bottom of their Billing Page. This history includes a timeline of all charges, discounts, credits, and payments.
How the Transaction History works
All Transactions are posted by date and time. The Transaction History works much like a bank account, where each transaction posted affects the Account's balance. Charges are posted separately from Discounts.
Here's a cheat sheet to help you successfully navigate the Transaction History:
Charges are in red
Payments are in green and in parentheses
Discounts/Credits are in blue
Transaction History Columns
The Transaction History is divided into 10 different columns. The following is a description of each column:
Posted - The first column includes the transaction date and who posted it. If the transaction is scheduled and autopay is turned on, the invoices will say it was posted by "Enrollsy." If an Admin posts an invoice or makes a payment manually, the Admin's name will be listed. If a customer makes a payment on their end, their name will be listed.
Classification - The second column includes the Company or Location name.
Program - The third column displays the Program that the transaction was associated with.
Enrollee - The fourth column shows which Enrollee the transaction is associated with. If no Enrollee is specified, a line will appear where the Enrollee name would be.
Type - The fifth column displays the type of Transaction that occurred. This could include a charge, credit card, ACH, cash, check, or misc. credit. A Charge is any amount charged to the Account. A credit is any discount/credit given.
Accounts - The sixth column, Account, shows the last four digits of the credit card or ACH/check account (if applicable).
Items - The seventh column shows Charge Items or Discount Items associated with the transaction.
Details - The Details column shows any notes about the transaction. Notes can be added within the individual transaction settings. Under "Invoice Memo" (visible to the Account Holder) or Private Comments (only visible to other Admin users).
Amount - The next column is the Transaction amount.
Balance - The last column is the Balance of the Account.
Zero balances are black
Negative balances (the Customer OWES money) are in red.
If there is a Credit/Positive balance on the Account, it is in green with parenthesis.
The following are some other icons that show up on the Transaction History:
Pending Payments
When an ACH payment (an eCheck) is posted, it gets put in a "Pending" status until the Customer's bank funds it. Their bank can make one of two decisions:
"Settle" the payment. That is most likely the scenario. This happens if the Customer's bank successfully funds the ACH payment. Depending on the bank, this usually takes between 3 and 5 business days.
"Rejects" the payment. Like a paper check, an eCheck can bounce or get rejected by the Customer's bank.
Pending ACH transactions will have a clock icon beside the transaction. Once the icon disappears, the transaction is no longer pending and has either settled or failed. See Returned Payments below for information on failed ACH payments.
Returned Payments
ACH returned payments will show up as an NSF Returned Pmt (in the Type column). ACH Refunds typically give the reason for the failed transaction in the Details columns. The transaction will have a red circle backslash symbol beside it. Hover over the symbol, and you'll see that the transaction was "Rejected."
The charge(s) will go back to the original invoice and the invoice will be current again. Any non-sufficient fund (NSF) fees will go on a separate invoice.
Refunds
ACH Refunds will show up as an ACH Refund (in the Type column). When a refund is done for an ACH payment, a credit must be included to zero out the balance. Any NSF (non-sufficient) fees should also be added manually when doing a refund. Here is an example:
Credit Card Refunds will show up as a CC Refund (in the Type column). When a refund is done for a credit card payment, a credit must be included to zero out the balance. Any NSF (non-sufficient) fees should also be added manually when doing a refund. Here is an example:
Partial or full refunds will show a crossed-out dollar symbol beside the transaction that was partially refunded. Hover over the symbol to see if the transaction was fully refunded or partially refunded. Partial refunds will show the amount of the refund.
QuickBooks Syncs
Transactions that have been exported to QuickBooks will have an arrow in a cloud icon beside them. Hover over the icon to see the export date and time.
