In the admin
Transactions and the Daily report
Find any card payment, filter and export the list, and read the end-of-day totals for each terminal.
Pay Sync keeps a record of every payment it sends to a terminal. Two pages in the app show that record: Transactions and Daily report. Both are in the app menu.
#What is on the Transactions page?
Transactions lists every payment, newest first. It shows 50 rows at a time. Use Previous and Next under the table to move between pages. A heading above the table shows how many transactions match your filters.
Each row has these columns:
| Column | What it shows |
|---|---|
| Time | When Pay Sync created the payment, in South African time. |
| Order | The Shopify order. Click it to open the order. A dash means no order is linked yet. |
| Amount | The amount in your shop currency. |
| Terminal | The label you gave the terminal. |
| Status | How the terminal answered: Not sent yet, Sent to terminal, Approved, Declined, Cancelled, No response or Error. |
| Match | Whether the payment has found its order: Unmatched, Matched, Orphan or Voided. |
| RRN | The retrieval reference number from the terminal slip. If there is none, you see the last eight characters of the UTI. |
| Auth | The authorisation code. |
| Batch | The terminal batch number. |
| Write-back | Whether the result reached the Shopify order: Pending, Written, Failed or Not needed. |
Note: A declined payment took no money, so it has no order to find. Its Match and Write-back cells show a dash, not a warning. A payment with the status No response keeps its warning, because the terminal may still complete it.
#How do I find one payment?
Type in the Search box and press Filter. You can search by RRN, UTI, order or Ref. The RRN is printed on the customer's slip, so it is the quickest way to find a payment a customer asks about.
You can also narrow the list with these filters:
- Status: for example only Declined payments.
- Match: for example only Orphan payments.
- Source: Sent from POS, Slip captured at the till, or Found in the card provider's record.
- Terminal: one terminal only.
- From and To: a date range.
Press Filter to apply them. If nothing matches, the page says "No transactions match these filters".
#What does the View button show?
View opens the full detail of one payment. You see the type (Sale or Refund), source, status, match and write-back, plus the RRN, UTI, auth code, STAN, batch, card scheme, masked card number, and when it was sent and completed.
If the terminal sent a message, it appears as "Bank message". The Raw request and Raw response sections hold what was sent and received. Support may ask you for these when a payment is disputed.
Note: Pay Sync only stores a masked card number. It never stores the full number.
#How do I export the list?
Press Export CSV at the top right. The file holds the transactions that match your current filters, not only the page you are looking at (up to 10,000 rows). Set your filters first, then export.
It opens in Excel or Google Sheets. It has a column for each of the main fields: time, order, amount, currency, terminal, type, source, status, match status and reason, RRN, UTI, auth code, STAN, batch number, card scheme, masked card number, response code and write-back status. The raw request and response are not in the file.
#What is the Daily report?
Daily report is the end-of-day count for one trading day. It only counts approved payments, sales and refunds, grouped by terminal. Use it to check each till against the terminal slips at close.
Pick a day in the Day field and press Go, or use Previous day and Next day (Next day appears once you are looking at an earlier day). The page opens on today.
The By terminal table has these columns:
| Column | Meaning |
|---|---|
| Terminal | The terminal, with its terminal ID in brackets. |
| Sales | How many approved sales. |
| Sales total | The value of those sales. |
| Refunds | How many approved refunds. |
| Refunds total | The value of those refunds. |
| Net | Sales total minus Refunds total. |
| Matched | Approved sales linked to a Shopify order. Refunds are not counted here. |
| Unmatched | Approved sales with no order yet. A number above zero shows in a warning badge on the terminal's row. |
The last row, Total, adds all terminals together. Below it, a list shows each transaction for the day.
The list stops at the first 500 transactions. If it does, the page tells you to export the CSV for the full day. Press Export CSV to download the day.
Careful: If your terminals trade in more than one currency, the Total row says "Mixed currencies" instead of adding them up.
If nothing was approved that day, the page says "No approved terminal transactions on this trading day."