The transactions tab gives you a birds-eye view of all of the transactional activity within your subscriptions. Here you can perform a number of tasks:
- Filter for transactions that occurred within a particular set of dates
- Search for a particular subscription, transaction, customer, or amount
- Filter by transaction status or product
- Customize your result set by adding or removing columns
- Review results by transaction type (i.e. Invoices, Payments) available on separate pages
- Export your transactional data giving you the power to slice-and-dice data any way you’d like
The transactions tab houses all of your transactions associated with your Advanced Billing site. The most recent transactions will be located at the top of the list. As you scroll further down the list, you’ll locate older transactions. There are five different pages you can utilize – All, Invoices, Payments, Credits, or Refunds. If you would like to explore all transactions in a single view, the All tab should be utilized. If you wish to focus on a specific type, invoices for example, you can use that specific page.
Add or Remove Columns
In the screenshot above, we can see that the transactions tab has the following default columns. As there is a page for each transaction type, following are descriptions of the default columns as well as the pages on which they are included.
| Column | Description | Relevant Pages |
| Consolidation Level | This column displays an icon for all invoice transactions indicating if the invoice is normal, consolidated, or a consolidated segment. There is no header for this column on the page, but if you are adding or removing columns the name is available. | A, I |
| ID | The unique identifier for the transaction. The prefix will indicate the transaction type. Invoice: INV, payment: PMT, credit: CN, refund: RFD | A, I, P, C, R |
| Customer | The Organization name of the customer if available, otherwise the customer First and Last name will be displayed | A, I, P, C, R |
| Date | The date of the transaction. For invoices the issue date is displayed, payment/credits/refunds will display the creation date. | A, I, P, C, R |
| Type | The type of transaction. May be one of the following: invoice, payment, credit, refund | A, I, P, C, R |
| Product | The name of the product associated with the subscription | A, I, P, R |
| Status | Indicates whether or not the transaction was successful | A, I, P, C, R |
| Amount | The amount (formatted in currency) of the transaction | A, I, P, C, R |
| Amount Due | The amount (formatted in currency) of the invoice transaction that is still outstanding (i.e. not paid or credited). This attribute will only be populated for invoice transactions. | I |
The column selector function can be used to add additional columns or remove default columns to customize the output for your specific needs. By clicking the more options icon on the right of the header bar you can select and unselect columns as needed.
Following are the additional columns, descriptions, and relevant pages that can be added via the column selector.
| Column | Description | Relevant Pages |
| Due Date | The timestamp of the invoices due date. This attribute will only be populated for invoice transactions. | A, I, P, C, R |
| Subtype | An attribute noting how each transaction is generated. Following are the options: Invoice – automatic, remittance Payments – automatic, external, prepayment Credits – migration, component downgrade, void, refund, service, general Refunds – regular, external |
A, I, P, C, R |
| Memo | A note about the transaction | A, I, P, C, R |
| Last Four | Last four digits of the credit card number. This attribute will only be populated for payment transactions. | A, I, P, C, R |
| Subtotal | The amount (formatted in currency) of the invoice related to product and component charges. This attribute will only be populated for invoice and credit note transactions. | A, I, P, C, R |
| Discounts | The discount amount (formatted in currency) of the invoice transaction. This attribute will only be populated for invoice and credit note transactions. | A, I, P, C, R |
| Taxes | The tax amount (formatted in currency) of the invoice transaction. This attribute will only be populated for invoice and credit note transactions. | A, I, P, C, R |
| Subscription | Unique identifier of the subscription associated with the transaction | A, I, P, C, R |
Filtering
You can use Advanced Billing’s filters to easily control what transactions are displayed. This will assist in narrowing down a set of transactions to locate a specific subset. Filtering is also useful before you elect to export a set of transactions. An amount and date filter are available on the page with additional filters available via the More Filters button.
| Filter | Description | Relevant Pages |
| Amount | Filter by a specific transaction amount. The results will include both positive and negative transactions meeting the filter criteria regardless of sign utilized. | A, I, P, C, R |
| Date Range | Filter by the date range of the transaction | A, I, P, C, R |
| Due Date Range | Filter by the invoice due date range | I |
| Transaction ID | Search for a specific transaction. Including the prefix as well as searching only for the ID number will yield the requested record. Please note that if you search by ID number, 123 for example, and there is a PMT-123 as well as INV-123 in your site data both will be shown. In this example, INV-4123 will not be included as an exact match is required. The filter is limited to searching for a transaction. | A, I, P, C, R |
| Subscription ID | Filter for transactions associated with a specific subscription. This filter is limited to searching for a single subscription ID. | A, I, P, C, R |
| Customer | Search for specific customer(s) to view any associated transactions. This filter does allow multiple customers to be filtered in a single result set. | A, I, P, C, R |
| Product | Filter by the product related to the transaction. The transaction report is not broken down to the line-item level thus will only include the primary product of the subscription. This filter allows multiple products to be filtered in a single result set. | I, P, R |
| Last 4 of Credit Card | Search for specific payment transactions based on the last four digits of the credit card used. The filter is limited to searching for a single credit card number. | P |
| Invoice Status | Filter transactions by a single or multiple invoice statuses. Please note that you cannot utilize a status filter across types (i.e. if you are filtering on Open invoices, you cannot also show Open credits). Definitions of the different invoice statuses can be found here. | A, I |
| Payment Status | Success – Payment that was successfully processed and applied to your subscription Failed – Payment that was not successfully processed |
A, P |
| Credit Status | Issued – Specific to service credits that have been issued on a subscription. The status of service credits will not change when applied to invoices. Applied – Credit note that has been applied to an invoice Open – Credit note generated but not yet applied to an invoice, e.g. a component downgrade will be open until applied to the next renewal invoice |
A, C |
Pagination
Transactions in Advanced Billing are paginated with a list of 50 transactions displayed on each page. Click through the numbered pages at the bottom of the transactions list to advance to the next page. Please note that each of the sub-pages (Invoices, Payments, Credits, and Refunds) are limited to displaying 500 rows each. That said, if there are more than 500 records in your dataset based on applied filters, the export will include all transactions meeting the filter criteria regardless of record count.
Exporting
Transactions can be exported through the transactions tab. The results will be limited to the filters applied at the time of export. To preview what data sets are included in the transactions export, please see the documentation here.
Grouped Subscription Considerations
Transactions processed as part of a grouped subscriptions operate a bit differently than a stand-alone subscription so this section will help clarify how these subscriptions are handled in the transactions tab.
- Invoices – Similar to the existing Invoices tab, all invoices on the Transactions tab are flagged with an icon noting if the invoice is a Normal Invoice, Consolidated Invoice, or Consolidated Invoice Segment. Because all invoices are included in the transactions page, it is important to understand that when looking at total invoice amount for a period including both parent and child invoices will result in duplication. For example, you have two segment invoices, customer A has INV-12 for $200 and customer B has INV-13 for $50, consolidated to customer A INV-11 for $250. The transaction detail will include all three invoices for a total of $500 when the overall balance impact is only $250. The consolidation level field is included in the export which will allow you to filter based on your specific reporting needs.
- Payments – Payments applied to a consolidated invoice are subsequently posted to the segment invoice to properly reflect the amount due on the invoice. From a transactions standpoint, using the invoices example above, a payment, customer A PMT-1, is applied to INV-11 for ($250). In order to clear the balances on the invoice segments, an additional payment is created for customer A, PMT-2 for $50, to offset the amount to apply to customer B. The payment for customer B, PMT-3 for ($50) is also generated. From an overall payment balance perspective, the amount is correct as there is a payment to reduce from the parent and re-apply to the child; however, it is important to understand the dynamic to ensure the expected data is included in the results. Additionally, the additional payments created for application purposes have comments in the memo field indicating why the transaction is required. For PMT-2, the memo would be ‘Splitting payment with other subscriptions on INV-11’. PMT-3 would have a memo of ‘Share of split payment from INV-11’.
- Credits – Credit transactions are created only at the child account level. For example, if CN-22 for component downgrade was applied to segment INV-123, CN-22 would also be shown on consolidated INV-122.
- Refunds – Similar to payments, refunds applied to a consolidated invoice are subsequently posted to the segment invoice to properly reflect the amount due on the invoice. From a transactions standpoint, using the invoices example above, a refund, customer A RFD-111, is applied to INV-11 for $250. In order to add the balance to the invoice segments, an additional refund is created for customer A, RFD-112 for ($50), to offset the amount to apply to customer B. The refund for customer B, RFD-113 for $50 is also generated. From an overall refund balance perspective, the amount is correct as there is a refund to apply to the parent and reduce from the child; however, it is important to understand the dynamic to ensure the expected data is included in the results. Additionally, the additional refunds created for application purposes have comments in the memo field indicating why the transaction is required. For RFD-112, the memo would be ‘Splitting refund with other subscriptions on INV-11’. RFD-113 would have a memo of ‘Share of split refund from INV-11’.
FAQ
Can you filter based on multiple criteria? You can utilize multiple filters to further specify the transaction set you wish to view. Additional detail around which filters offer multiple selection (i.e. Customer and Product) as opposed to single selection (i.e. Transaction ID) can be found in the filters section above.
Is there a way to differentiate between remittance and automatic invoices on the transaction tab? The subtype field for invoices will indicate whether an invoice is remittance or automatic.
How do I locate my exports? Click your user name in the upper-right corner of the application, then choose Downloads.