- Transaction Snapshot
- Search Transactions
- Search from the Home Page
- Why can't my merchant view reports? Merchant Statuses
- What is an "Unknown" or Incorrect Transaction Status?
NMI's reporting feature is a powerful tool to search transactions with. Transaction reports can be searched by a variety of parameters which offers Merchants many different ways to report on transactions that come into their Gateway Account. We offer a vast amount of fields to search with to make it easy to find the details the merchant is looking for. Learn more on how to review transactions according to specific search criteria.
Reporting can be restricted to the user. The user will need the 'Access Transaction Reports' permission to be able to access the Transaction Reports page. The account must have at least one active processor. If a user does not have access to an active processor, they will not see the Transaction Reports page. The user will need the 'Access Other Users' Transactions' permission if they want to see all the transactions processed on the merchant account.
Navigating to Transaction Reports
In the Merchant Portal, on the left side panel → click on Transaction Reports; or from the homepage under Reporting → click on Transactions.
There are two different forms to search transactions with: Transaction Snapshot and Search Transactions. The Snapshot form will provide a broad overview using different filtering options, and Search Transactions form will allow more specific search criteria to be used, such as the last name, email address, or even a specific transaction ID. The Search Transactions form contains 15 standard form fields and up to 20 Merchant Defined Fields (if configured).
Transaction Snapshot has 8 standard options and up to 20 MDFs available that transactions can be grouped by:
- Settlement Batch - refers to the end of day settlement of transactions to the Processor. The more processors a Merchant has on their account, the more settlement batches they’ll have in a day. If this is selected, a list of the Merchant’s settlements will be displayed based on the date range selected.
- Card/Payment Type - when selected, transactions processed during the date range selected will be filtered based on what card type (Visa, MasterCard, etc.) and payment method (E-Checks, Cash) they were processed with.
- Payment Processor - if the Merchant has more than one processor on their Gateway Account, this is helpful to split transactions based on what processor they routed through.
- User Account - this filter will break out transactions processed through different usernames on the account if more than one (1) username is in use.
- Transaction Source - this will filter transactions based on what source the transaction came to the Gateway through, such as Virtual Terminal, API, Batch Upload, iProcess, Recurring, Swipe.
- Day/Week/Month - these three options will split out transactions per day, week or month.
- Labeled Merchant Defined Fields - if the Merchants have any labeled Merchant Defined Fields, they will show up here and can be used to filter.
Transaction Snapshot reports will include columns for each type of transaction, and sub-columns for the transaction count and the amount for each transaction type:
- Pending Authorizations - lists the pending Auth transactions, which require capturing for settlement. This column is not included in the Settlement Batch Snapshot report as pending Auths do not go out for settlement.
- Charges - lists all sales and captured authorizations.
- Refunds - lists refunds done on Credit Card and Electronic Check transactions. It will show a negative amount.
- Rtns/Chgbks (Returns/Chargebacks) - lists the returns for Electronic Check transactions (e.g. bounced checks). Chargebacks are only listed for FACe processors.
- Voids - lists voided transactions.
- Declines - lists declines of any transaction type; will have a count and approval percentage (Aprvl Pct) for each payment type.
- Total - there are two Totals; one calculating each column, and one calculating each row.
Once you run a Transaction Snapshot report, if there are any results, they will appear in a list with a magnifying glass icon to the left. This magnifying glass will allow you to further filter your results using the 8 standard options or view the individual transactions within that particular selection.
How to run a Settlement Batch Report
This report is used to see the total sales/captured auths for the day. The settlement time will group your transactions according to the settlement cut-off time you have set for the processor.
If you include todays date when running this report, you will see a "Not Settled" row which filters the transactions taken today that have not gone out for settlement just yet and/or the transactions that have been processed the day before that did not reach the settlement cut-off time.
Merchants with multiple active processors will see multiple batches per day (depending if any transaction was taken/settled on a given day on each processor) in the Settlement Batch Report. In the example below, the merchant has 3 active processors on their gateway account, which filters a batch per processor:
To run a settlement report go to the Transaction Snapshot header and select Group By: Settlement Batch → enter a Start/End Date and the hour (if needed) for each, by clicking on the clock icon; or click on the calendar dropdown to see other options (today, this week, this month, this quarter, this year, etc.) → click Submit. To view the transactions that make up the settlement amount click on the magnifying glass to the left and click on 'View these transactions'.
How to Resettle a Failed Settlement Batch
If the merchant encounters an error during the transaction settlement process, a "Settlement Batch Failure" email notification will be sent to the partner and merchant. The gateway will attempt to resolve the issue automatically. However, some failures cannot be resolved without having the merchant contact their processor to get the batch errors fixed before re-attempting settlement. If the gateway cannot resolve the issue without involving the processor, the processor will need to be contacted by the merchant in order to resolve the issue. Once the merchant contacts the processor and the issue has been resolved on the processor side, the merchant can follow these steps to re-submit the batch for settlement:
- Log in to the Merchant Portal and click on Transaction Reports.
- Use the top section Transaction Snapshot → select Group By Settlement Batch → adjust the dates and click Submit to pull up the failed settlement.
- Check the box next to the failed batch and click Resettle Batches.
How to run a Card/Payment Type report
This report is used to filter transactions based on what card type (Visa, MasterCard, etc.) and payment method (E-Checks, Cash) they were processed with.
To run a Card/Payment type report go to the Transaction Snapshot header and select Group By: Card/Payment Type → enter a Start/End Date and the hour (if needed) for each, by clicking on the clock icon; or click on the calendar dropdown to see other options (today, this week, this month, this quarter, this year, etc.) → click Submit. To view the transactions that make up the specific card type or payment type amount click on the magnifying glass to the left and click on 'View these transactions'.
The Approval Percentage (Aprvl Pct) column is used to show the percentage of the transactions being approved by each card type. This can be useful to help troubleshoot any issues with a particular card scheme that looks to be declining on all transactions. For example, if only Amex transactions are declining (0% approval), the merchant may need to contact the processor to check if they have the Amex card scheme enabled/configured on their MID.
How to run a Payment Processor Report
This report is useful for multi-MID merchant accounts to separate the different processors used for each transaction.
To run a Payment Processor report go to the Transaction Snapshot header and select Group By: Payment Processor → enter a Start/End Date and the hour (if needed) for each, by clicking on the clock icon; or click on the calendar dropdown to see other options (today, this week, this month, this quarter, this year, etc.) → click Submit. To view the transactions that are processed with a specific processor click on the magnifying glass to the left and click on 'View these transactions'.
The Approval Percentage (Aprvl Pct) column is used to show the percentage of the transactions being approved by the payment processor. Merchants with multiple processors configured on one gateway account can use this to check if any of their processer approval rate is declining or at 0% so they can take action on it to resolve the issue. For example, if processor B has 0% approval, it can indicate that there may be an issue with the processor configuration. Or, if the approval rate is low, you may want to drill into these transactions to check if the declines are coming from a particular card scheme, user, source, etc.
How to run a User Account Report
This report is used to separate transactions by usernames and the total amount the users processed individually.
To run a User Account report go to the Transaction Snapshot header and select Group By: User Account → enter a Start/End Date and the hour (if needed) for each, by clicking on the clock icon; or click on the calendar dropdown to see other options (today, this week, this month, this quarter, this year, etc.) → click Submit. To view the transactions that were processed by the specific user click on the magnifying glass to the left and click on 'View these transactions'.
The Approval Percentage (Aprvl Pct) column is used to show the percentage of the transactions being approved by the user tied to their transactions. For example, if a user has 0% approval, you may want to download the user's transactions to see if there are any noticeable differences in the information that is being entered for the transaction.
How to run a Transaction Source Report
This report is used to show all the sources available to process with. The ones that show the magnifying glass next to the source were used to process transactions and can be drilled down to display all the individual transactions or filtered even more.
To run a Transaction Source report go to the Transaction Snapshot header and select Group By: Transaction Source → enter a Start/End Date and the hour (if needed) for each, by clicking on the clock icon; or click on the calendar dropdown to see other options (today, this week, this month, this quarter, this year, etc.) → click Submit. To view the transactions that were processed by a specific source click on the magnifying glass to the left and click on 'View these transactions'.
How to run a Day/Week/Month Report
These reports are used to filter your results based on Day, Week, or Month. For example, if you run a Month report for this year, your results will show you the totals for each Month on the given gateway account. This day/week/month report is useful for tracking and managing a business's financial performance.
To run a Day, or Week, or Month report go to the Transaction Snapshot header and select between Group By: Day or Week or Month → enter a Start/End Date and the hour (if needed) for each, by clicking on the clock icon; or click on the calendar dropdown to see other options (today, this week, this month, this quarter, this year, etc.) → click Submit.
The second part in reporting, the Search Transactions form, is used to find specific transaction IDs in a list format. There are multiple ways to search for a transaction. The fields will help narrow your search results. After searching, the transactions matching those criteria are displayed. Merchants can retrieve additional information about a transaction by clicking on the transaction ID.
Transactions can be searched by the following criteria:
- Show Today's Transactions - this will pull a report of all the transactions processed on the same day.
- Transaction ID - the transaction ID is the gateways generated unique identifier for each transaction. This will be a 10-digit number. If you know the transaction ID, you can enter it here.
- Order ID - the order ID is optionally passed by the merchant when a transaction is submitted. Merchants can then search transactions by this order ID.
- First Name - if the customer's first name is entered when a transaction is submitted, merchants can then search by their first name.
- Last Name - if the customer's last name is entered when a transaction is submitted, merchants can then search by their last name.
- Email Address - if the customer's email address is entered when a transaction is submitted, merchants can then search by it. You can search partials, e.g. if @gmail.com is entered, the results will show all transactions with email addresses that end with @gmail.com.
- Account Number - the account number is the customer's bank account number or credit card information. You have the option to type in the full card number/bank account or just the last four digits.
- Status - use this field to search with the last state of a transaction. For example, a merchant can search just successful, failed/declined transactions, or all transactions regardless of status:
- Any - (set by default) will run a report on any and all transactions no matter their current status.
- Pending Settlement/Complete - will search on approved transactions that will settle or has already settled.
- Pending Settlement - will search on approved transactions that have not settled.
- Complete - will search on approved transactions that have settled.
- Pending - will search on any approved authorize only transactions that have not been captured.
- Verifying - will search on any approved verify transaction that was not declined.
- Canceled - will search on any approved transaction that has been voided.
- Failed - will search on any declined transaction or any transaction that has experienced a Return/Late Return or Failed Settlement.
- Pending Return/Returned - this filter currently does not return results.
- Unknown - will search on any transaction that is in an Unknown State. Please see What is an "Unknown" or Incorrect Transaction Status? for more information.
- Partial Payment - is a status applied one part of a series of Partial Payment transactions. This status is when a sale or authorization is requested for a full amount or the full amount is not available and the available balance is passed back. This is sometimes referred to as a "Split Tender" transaction.
- In Progress - this status is for Three-Step API transactions when Step 1 is submitted, a Transaction ID is created and the status will be marked as 'In Progress' until Step 3 has been submitted. It refers to Three-Step transactions that are not yet complete, but have not timed out (24 hours).
- Abandoned - this status is for Three-Step API transactions that have timed out and cannot be completed.
- Transaction Type - the transaction type is used to select the payment method (Credit Card, Check, Cash).
- Action Type - the action type is used to select the transaction type:
- Any - this is the Default and will look at any/all transaction types.
- Sale - this option looks at ‘sale’ transaction types only.
- Refund/Credit - this option looks at both refunds and blind credits at the same time.
- Authorize Only - this option looks at the ‘auth’ transaction type only.
- Capture - both capture and offline transactions will appear here.
- Void - this looks at cancelled ‘void’ transactions only.
- Verify - this looks at transactions using the ‘validate’ or ‘verify’ transaction type only.
- Settlement - this option will bring up any transaction that has a “settle” action, or in other words, has settled. This is regardless of the original type.
- Return/Chargebacks - refers to Electronic Check transactions that have failed after initial processing (returned). Or when a merchant has a chargeback processed on their account (only available on processors who support chargeback reporting).
- Processor - the processor is the processing service being used to process the transaction. If you have more than one on the account, you may select a specific one. Results will only show transactions taken on that specific processor.
- Device - the device is the terminal that was used to process the transaction. Will list any Mobile or registered Cloud device(s).
- Platform ID - the Platform ID is returned by certain processors. Platform IDs can be found in downloadable reports and in the transaction details page. The merchant can use the Platform ID to search for a transaction.
- Customer ID - the customer ID is the vault ID. Merchants can then search by the vault ID.
- Company - the company name is optionally passed by the merchant when a transaction is submitted. Merchants can then search transactions by this company name.
- Phone Number - a phone number is optionally passed by the merchant when a transaction is submitted. Merchants can then search transactions by this phone number.
- PAR - a Payment Account Reference (PAR) is a unique identifier associated with a customer account, and is tied to a physical card. It's used for Transit Industry's Open-Loop or 'Tap on, Tap off' accounts.
- HMAC - a code that is passed through a transit-related card reader device. It will appear in the transaction detail if provided from the processor response. It's used for Transit Industry's Open-Loop or 'Tap on, Tap off' accounts.
- Merchant Defined Fields - if Merchant Defined Fields are configured on the account, merchants can search transactions per each MDF. The reporting section will only display text fields here.
- Min Amount/Max Amount - allows you to enter a specific amount range to target transactions of a specific amount or amount range. All transactions processed within this amount range will be displayed.
- Start Date/End Date - use these dates to search between a specified date range. All transactions processed within this date range will be displayed.
Once you’ve selected and entered the options you need, you would simply click Submit and a list of results will appear.
Transaction Detail Page
Merchants can view additional information about a transaction including processor responses, customer and order information, as well as transaction activity by clicking on the transaction ID in their Transaction Report:
Once you click on the transaction ID you will be directed to the Transaction Details page that will provide the following information:
Transaction Actions - the merchant may perform transaction actions by clicking on any of the action buttons: Void, Refund, New Auth, New Sale, Print Receipt, and Email Receipt. For example, a merchant can click "Refund" to automatically populate the refund form with the appropriate information to refund the transaction. If the transaction was declined/failed, the Void and Refund buttons will not appear.
Transaction Information - this section will display the Merchants name, Transaction ID, Status (see above for the different status and what they mean), Response Code, Date, Transaction Type (Sale, Authorization, Capture, Void, Refund, Credit, Validation), Entry Method, and Cardholder Verification Method (for EMV transactions).
- Entry Method -
- Keyed - the card was keyed in by a merchant or customer.
- Swiped- a card reader was used to swipe the credit card and retrieve the card details.
- Chip Card - a terminal was used to insert the credit cards chip (EMV/ICC).
- EMV Contactless - a terminal was used to tap the card on the screen - NFC EMV.
- MSD Contactless - a terminal was used to tap the card on the screen - NFC magstripe.
Credit Card Information - this section will display the CC Number, Expiration, Type (Visa, MasterCard, etc.), AVS Status (Address Verification Service), CVV Status (card verification value passed), Auth. Code (authorization code from the issuing bank to the vendor, that authorizes the transaction), Currency, and Processor (processing platform nickname that was used to process the transaction). For EMV transactions, EMV related info will be displayed here.
- CC Number Flag - the country name will appear when hovering over the flag icon to see the country of a card issuer.
- Search Card - the search card link is used to view all transactions that were made on that card.
Fraud Results Information - this section will display Kount Fraud Prevention results, such as Kount's Score, Kount ID, Thresholds that were triggered, and Decision. The Decision section is where the merchant can review that transaction.
Billing Information - this section will display the customers billing information that was provided when processing the transaction, such as Customer Name, Company, Email Address, Phone Number, Website, and Address. For Card Present transactions: customer name data stored on the card is provided during a swiped or inserted EMV transaction. When paying via contactless, the card does not provide this information, and in turn may say "Visa Cardholder", or anything along those lines, as the customer name.
Shipping Information - this section will display the customers shipping information that was provided when processing the transaction, such as Customer Name, Company, Email Address, and Address.
Shipping Carrier Information - this section will display additional shipping information that was provided when capturing an authorization transaction, such as Shipping Carrier, Shipping Date, and Tracking Number.
Additional Information - this section will display the following details if provided during the transaction:
Any Order Information that was provided when processing the transaction, such as Order ID, PO Number, Order Description, Shipping Amount, Sales Tax, Tip Amount, and Surcharge.
Any Credential on File Information that was provided in the request, such as Initiated By, Initial Transaction ID, Stored Indicator, and Credential on File Supported. Click on Show More to expand.
Any Verification Information that was provided when processing Electronic Check transactions, such as Driver's License, Driver's License State, and Driver's License DOB. Click on Show More to expand.
Product Information - this section will display any Items and Item Packages from your Product Manger that were selected when processing the transaction, such as Item SKU, Qty, Description, Unit Cost, and Amount, which can be helpful to see what was purchased.
Merchant Defined Fields - this section will display any custom Merchant Defined Fields that were provided when processing the transaction.
Transaction History - (the last section in the Transaction Details page) this section will display all actions taken on the transaction, which will include the Type, Status (response passed back from the processor, along with any error message), Transaction Time, and Amount. Under the amount, we will display the Transaction Source (where the transaction was done, such as Virtual Terminal, API, QuickBooks, iProcess, Swipe, etc.), and the username and IP address from where the transaction was processed.
- Type - this will provide the basic Transaction Types, such as Sale, Auth, Capture, Void, Refund, Credit, and Settle based on their Status (Success, Failed). If Kount Data and Level III Data were provided, we will display these under Type along with their Status (Success, Failed).
How to Customize the Columns in the Search Transaction Report
You can add additional headers to your results as well as customize the columns when you search transactions by clicking on the Configure button on the top right-hand corner. Check the boxes you want then click 'Save Changes'. Once your changes are saved, drag the column headers to rearrange them however you would like.
Drag and drop to move the headers around as shown in the image example below.
Search from the Home Page
There is a quick search tool at the top of the home page where you can search the last 180 days for any of the following; Transaction ID, Order ID, Customer Last Name, E-Mail Address, full or last four of CC. This will help save time when you are looking for recent transactions.
Why can't my merchant view reports? Merchant Statuses
Merchants may not be able to view reports based on their account Status in the Portal:
- Restricted accounts with no active services would not be billable and cannot view reports.
- Restricted accounts with active services are billable and can pull reports.
- Active accounts with no active services would not be billable and cannot view reports.
What is an "Unknown" or Incorrect Transaction Status?
Transactions can become Unknown if there is a problem with receiving a response from the Processor. If a transaction status is marked as "Unknown" or is set to the wrong status, you will need to reach out to the processor to confirm the status of the transaction. Once you confirm this, you may email email@example.com to have the status changed by providing the transaction ID, the new status, and confirmation that you have confirmed the status with the processor.