Transactions Report

The Transactions report shows all of your venue's completed transactions for a selected date range.

 

What is this report used for?

The purpose of using this report is to see how much money has been taken across all of the different areas of the ROLLER platform and when the transaction occurs, with the ability to apply filters on a range of variables. 

 

How does it work?

  • This report purely shows the transaction records. There is no product information because the booking items can be edited at a later time but the amount paid can't 
  • The search bar enables you to search for a particular booking name 
  • Booking fees are excluded from the display however this can be shown if you export the report
  • The top bar summarises the funds received and gift cards redeemed over the selected time period
    • Funds Received is the amount paid in the transaction, including fees and discounts. Negative values (refunds) will be bracketed. This is should mirror Transaction Total apart from the way it records gift card transactions. See FAQs
    • Gift Cards Redeemed is the value of gift cards redeemed over time

 

 

What data can you see?

You can filter the report by transaction location, device name, payment type, booking status, and transaction type.

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  • Transaction Location which can be used to sort by where the transaction was processed:
    • Customer refers to transactions made via your online checkout and will go through your online payment gateway. These will all be either Credit Card, Paypal or Gift Card transactions
    • POS refers to transactions made via ROLLER Point of Sale at the venue
    • Venue Management refers to transactions processed by staff members in the ROLLER Venue Manager
  • Device Name is the name of the POS device used to process the transaction (if applicable). This enables you to see transactions processed on individual POS devices.
  • Payment Type allows you to select the tender type used in transactions:
    • Credit Card covers all online and POS Credit/Debit card transactions taken
    • Credit Card Auth are pre-authorised credit card transactions. Note that this is a very uncommon method of payment
    • Cash is all cash transactions processed in POS and any transaction marked as paid by cash in Venue Management/Admin
    • Eftpos is all Eftpos transactions processed in POS and any transaction marked as paid by Eftpos in Venue Management/Admin
    • PayPal is all transaction paid via PayPal (only if you have PayPal enabled in your venue)
    • Other is when you mark the payment made by "other" avenues in Venue Management/Admin
    • Gift  Card tender type refers to bookings that have been paid for via redeeming a gift card. This is not actually money received, as the gift card have been paid for separately at the time of purchase
    • Bank Transfer refers to all the transactions marked by paid by Bank Transfer in Venue Management/Admin
    • BPay refers to all the transactions marked by paid by BPay in Venue Management/Admin
    • Cheque refers to all the transactions marked by paid by Cheque in Venue Management/Admin
    • Prepaid is only relevant if you have tickets from a third-party provider 
  • Booking Status filter allows you to see the transactional value against booking with different payment statuses:
    • Pending means that no payment has been made against this booking
    • Complimentary means that there is no payment required for this booking
    • Partially Paid means there is still an amount owing on the bookings which the transactions are against
    • Fully Paid means that the booking is all paid up and that there is no balance outstanding
    • Cancelled is for bookings which you have marked as cancelled
  • Transaction Type is the type of transaction which is split between Payment and Refund:
    • All shows both payment (i.e. money coming in) and refunds
    • Payment is money coming in from your customers 
    • Refunds are all the refunds made in POS only 

 

In order to adjust the column displayed on the report, select the window icon:

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The columns available are:

  • Transaction Date is the date and time the transaction was processed (local time) 
  • Payment Type is the tender type used
  • Transaction Location is where in the ROLLER system the transaction was processed 
  • Device Name is the name of the POS device used to process the transaction (if applicable)
  • Transaction Total is the amount paid in the transaction. Negative values (refunds) will be bracketed. This should mirror Funds Received apart from the way it records gift card transactions. See FAQs
  • Payment  Gateway ID is the  transaction reference number for your online payment gateway
  • Booking ID is the booking reference number in ROLLER that the transaction was against
  • Booking Name is the name of the customer who made the transaction
  • Status is the payment status of the booking (fully, partially paid, cancelled etc.) 
  • Staff is the name of the staff member that processed the transaction
  • Comment will pull through comments left for that particular transaction

 

 

 

How is this report activated?

This is report automatically included in your platform. Please contact ROLLER Support if this report is not made available to you. 

 

 

FAQs

  • How are refunds treated in this report?
    • Refunds done via the POS will be listed as a transaction with a negative value, shown in brackets in the 'Total' column, eg. ($50). They will go as a negative against the total sum of your transactions, so if you have two transactions, one for $50 and one for refunded ($50), the total sum of Funds Received will be $0. Refunds done via your online payment gateway will not be listed in the ROLLER reports, and therefore you will need to manually reconcile the value of these.
  • What is the difference between Funds Received and Transaction Total?
    • The main difference between the two is when a gift card is used to pay for a transaction. If a transaction is paid using a gift card, it will have a $0 funds received (as no new money is coming in) but it will have a positive transaction total.

 

 

Case Study

  • A customer got in touch with Super Jump Trampoline park to see if a booking he made online went through. He also couldn’t remember if he booked it under his name or his son’s name. Super Jump’s manager can use the Transactions Report to find the transaction by filtering the report to a particular date and finding the transaction based on the time and amount. Super Jump can also see the booking ID and booking name associated to the transaction, and send the email confirmation to the customer
  • A venue needs to be able to get a breakdown of the above figures line by line so that they can see how many people are in each session of the day (i.e. 10 am session 60 people, 11am session 65 people, etc) and how much was spent in the café in each session. To know how much has been spent in the cafe for each session, the venue would've use both the bookings and the transactions report and then do a vlookup in excel to combine the transactions times.
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