Viewing Transactions

Overview

The Transactions menu in Transaction Manager allows merchants to view and manage individual transaction records including sales, refunds, approvals, and declined attempts. It supports detailed filtering, result customization, and report exports for auditing, reconciliation, or customer support purposes.

This guide covers:

• Basic and Advanced search filters
• Result table layout
• The Actions Menu and its options (e.g., reports, exports, settings)

Accessing the Transactions Page

1. Log in to Transaction Manager.
2. Select your merchant account if required (for partners).
3. Click Transactions in the top navigation bar.

This opens the Transactions Search screen.

Using Basic Filters

You can search for transactions using the fields on the left. Here’s what each option means:

Field	Description
Payment Type	Select how the payment was made, Credit Card, ACH, Gift Card, Cash, Check, Debit Card, or Fleet Fuel.
Company Name	Automatically filled based on the selected merchant account.
Device	Search for transactions processed on a specific terminal.
Transaction Type	Filter by: Sale, Return, Force, Auth Only, Account Verification, Incremental Auth.
Date From / Date To	Select the date range for the transactions you want to view.
Response Type	Filter based on transaction status: Approvals, Partial Approvals, Host Declines, No Response.
Gateway Reference Number	Search using the unique reference number provided by the gateway.
Transaction ID	Filter by a specific transaction ID.
Card Number	Enter full or last 4 digits of the card number.
Grand Total	Search by total dollar amount of the transaction.
Approval Code	Filter using the processor’s approval code.
Card Type	Select card brand, Amex, Visa, MasterCard, Discover, JCB, Maestro, etc.

Click Search to retrieve results or Clear to reset all filters.

Advanced Search

Click the green Advanced Search link to access more specific filters.

Field	Description
Device Type	Specify the type of device used (e.g., POS, mPOS, etc.).
Card Input Method	Filter by how the card was entered, swipe, chip, manual, contactless, etc.
Batch Number	Search transactions by their associated batch.
Recurring Filter	Filter recurring billing entries (if configured).
Pin Transaction	Select this checkbox to view only transactions requiring PIN entry.
Processors / Proc Terminal ID	Filter based on the processor or processing terminal.
Customer #	Find transactions linked to a specific customer number.
Clerk Number	Identify transactions processed by a specific staff member.
Invoice Number	Locate a specific invoice entry.
Full Name / Address / Zip Code	Search by customer billing info.
Notes	Include or search for any notes attached to the transaction.

Click Search or Clear at the bottom of the form.

Viewing Results

Search results are displayed in a table below the filters. You will see:

Column	Description
Status	Indicates if the transaction was approved (✓) or returned (R).
Input Type	How the transaction was entered (Manual, Swiped, Contactless, etc.).
Payment Type (PTYPE)	Card type used.
Merchant / Trans ID	Merchant name and transaction ID.
Date & Time	Date and time the transaction occurred.
Type	Card type (e.g., VI = Visa).
Account # / Routing #	Masked account number and routing number.
Sale Amount	Amount of the transaction.
Trans Type	Sale, Return, etc.
Device	The terminal used to process the transaction.
Customer # / Clerk #	IDs associated with the customer and the staff member.
Invoice # / Device Type / TID	Optional fields based on configuration.

Note: For a comprehensive guide on all valid response codes (including AVS and CVV), transaction types, and a detailed explanation of Transaction Reversal reasons, please see our master list of Transaction Responses and Codes.

Actions Menu

Action	Description
Export Setup	Configure which data fields to include in your transaction exports. Useful for tailoring CSV or Excel outputs to specific reporting needs.
Export Transactions	Downloads a CSV file of transaction records based on your current search and export setup configuration. Ideal for audits and reconciliation.
View Transaction Summary	Displays a printable and exportable summary of the filtered transactions, showing high-level details like approval status, amount, and invoice.
Cashiering Report	Shows payment accountability data such as unpaid status and clerk assignments. Commonly used for shift-wise cashier reconciliation.
Short Report	Generates a quick summary of purchases, returns, taxes, and tips by card type. Useful for end-of-day totals and quick snapshots.
Detail Report	Provides a comprehensive line-by-line view of each transaction with all key financial and customer data, plus a card-type summary.
Export Emails	Exports a CSV list of email addresses captured from transaction records, allowing merchants to build contact lists or verify communication data.
Transactions Settings	Customize which columns appear in the transaction search results table. Helps streamline the on-screen review experience.

To configure export fields:

1. Click Export Setup from the Actions panel.
2. A list of all available transaction data fields will appear, organized in dropdowns across the screen.
3. Select the desired fields you want included in your export. Common options include:
   • Transaction ID
   • Card Number
   • Invoice #
   • Date & Time
   • Amount of Sale
   • Approval Code
   • Clerk #
   • Customer #
   • Response Code
   • Device ID
   • and many others (such as CVV Result, Latitude/Longitude, TripMiles, Taxed Amount, Gateway Reference Number, etc.)
4. After selections are made, click Submit to save your configuration.
5. Click Reset if you wish to clear all selected fields and start over.

Tip: This setup allows you to tailor your exports for accounting, auditing, or operational needs. The selections made here directly affect the layout and content of exported files from the Export Transactions option.

To export transaction results:

This file contains a structured report of each transaction as per your Export Setup configuration. Sample columns in the exported file may include:

• Transaction ID
• Transaction Type
• Card Number (partially masked)
• Expiration Date
• Customer #
• Clerk #
• Invoice #
• Amount Of Sale
• Tax, Tips, Extras
• Food, Beverage, Storage, etc.

To view a transaction summary:

1. From the Actions panel, click View Transaction Summary.
2. A new screen will display a summary that includes:
   • Merchant Name
   • Industry Type
   • Processor
   • Report Date
   • Date From / Date To (based on your search)
3. Below this header, you will see a transaction table showing:
   • Status
   • Transaction ID
   • Date & Time
   • Card Type (Type)
   • Masked Account #
   • Amount
   • Transaction Type (Sale, Refund, etc.)
   • Identification
   • Customer #
   • Clerk #
   • Invoice #
4. Use the Export button to download the summary in a spreadsheet format.
5. Use the Print button to generate a physical copy of the report.

To view and export a cashiering report:

1. From the Actions panel, click Cashiering Report.
2. A report view will open showing key transaction information such as:
   • Used (indicates whether the transaction has been accounted for; e.g., NOT PAID)
   • Date & Time
   • Masked Account #
   • Card Type (e.g., VI = Visa)
   • Grand Total
   • Transaction Type
   • Identification
   • Approval Code
   • Clerk #, Invoice #, Customer #
   • Notes (if any)
3. Click Export to download the report in Excel format.
4. Click Print to generate a physical copy.

To access and use the short report:

1. Click Short Report from the Actions panel.
2. The report displays the following information:
   • Card Type (e.g., Visa)
   • Purchase Count – Number of sales transactions
   • Purchase Amount – Total amount from purchases
   • Return Count – Number of returns
   • Return Amount – Total amount refunded
   • Total Count – Combined sales and returns
   • Total Amount – Net transaction value
   • Total Tax, Total Tips, Total Cash Discount
3. Click Export to download the summary in spreadsheet format.
4. Click Print to generate a physical copy.

To access the detail report:

1. From the Actions panel, click Detail Report.
2. The report displays a detailed table with the following columns:
   • Transaction ID
   • Date & Time
   • Card Type (e.g., VI for Visa)
   • Masked Account #
   • Amount
   • Transaction Type (e.g., Sale, Refund)
   • Device
   • Approval Code
   • Customer Number
   • Clerk #
   • Invoice #
   • Tax, Tips, Cash Discount
3. A summary table at the bottom consolidates totals per card type and includes:
   • Purchase Count and Amount
   • Return Count and Amount
   • Total Count
   • Total Amount
   • Total Tax, Tips, Cash Discount
4. Click Export to download the report in Excel format.
5. Click Print to print the report.

To export email addresses:

Tip: This export only includes records where an email was collected at the time of transaction. Blank results indicate no email was stored for those transactions.

To customize your transaction view: