Reconciling Your Deposits: The Credit Card Batch Report 💳💰

At the end of a busy service, ensuring your card payments are safely on their way to your bank account is top priority. The Credit Card Batch Report is designed to answer one crucial question: "What credit card transactions were captured, did they settle successfully, and do the totals reconcile with what we collected?"

This report gives you a crystal-clear look at your credit card processing activity. It rolls your data up from a high-level daily batch summary down to every single individual card swipe. It gives managers and accountants everything they need to reconcile deposits, research customer disputes, and confirm every single dollar captured makes it into a settled batch!

📊 What You'll See on the Report

The report is structured into two clean sections, adapting automatically to the level of detail you want to see.

Section 1: Batch Summary 📅

This section displays one clean row per business date, acting as a quick checklist for your daily deposits.

💡 Quick Note: The Fees and Net columns will light up and display data only if your specific credit card processing integration reports fee data to our system.

Section 2: Batch Detail 🔍

(Available when Detail Level is set to Batch or Card)

This generates a chronological log of every individual card transaction processed on that business date. To make auditing visually seamless, any voided transactions will appear automatically in red text.

📖 Column Definitions: What the Numbers Mean

Here is your handy cheat sheet for understanding the data terms inside this report:

Status: Tells you whether the batch successfully settled with your processor (Complete, Errored, or Pending).
$ Amount: The base price of the transaction before a tip is added.
$ Tip: The guest gratuity amount added to the check after the initial card authorization.
$ Total: The combined total (Amount + Tip) submitted for final funding.
$ Fees: Processing costs deducted directly by your payment gateway (when reported).
$ Net: The actual, final funds deposited into your bank account (Total minus Fees).
Records: The raw count of individual card transactions packed into that batch.
Submitted At: The exact date and timestamp when the batch closed and was sent off for processing.
Type & Account: The card brand (Visa, Mastercard, Amex, Discover) and the last 4 digits of the customer's card.
Auth Code: The golden authorization code returned by the bank—your primary reference for fighting chargebacks.
Trxn Type: Shows the nature of the transaction, such as a standard Sale, Preauth Capture, Void, or Refund.
Source: Identifies where the sale came from, like the POS terminal, an Online Order, or a Self-Service Kiosk.

⚙️ Selecting Your Detail Level

When running this report in the NX Portal, you can use the Detail Level setting to completely tailor your view:

Summary (Default View): Displays batch-level totals only—giving you one single, clean summary row per business date.
Batch: Generates the high-level daily summary row plus a chronological, line-item table of every individual card transaction under it.
Card: Displays all matching data customized with card-level context.

🛠️ Strategic Ways to Use This Data

Daily Bank Reconciliation: Look straight at the $ Net column in your summary layout. This number represents the exact deposit hit expected on your bank statement, making it easy to cross-reference with your online banking portal.
Batch Status Monitoring: Keep a close eye on the Status column! Any row showing a status other than Complete needs immediate attention. An "Errored" batch means your funds are stuck at the processor and haven't been routed to your bank yet.
Tip Adjustment Verification: Use the $ Tip column to verify that your staff's credit card tips were successfully keyed into the system before the daily batch closed. Warning: Tips added after a batch closes will be excluded from settlement and must be handled as a separate adjustment with your processor.
Squashing Customer Chargebacks: When a guest disputes a charge, hand the Auth Code directly to your payment processor as concrete proof of validation. Use the Account (last four) and Order # to pull up the customer's physical receipt history.
Processing Fee Tracking: When fee reporting is active, track your $ Fees column against your overall volume. This helps you evaluate your true effective rate to ensure it aligns perfectly with your merchant services agreement.

🎛️ Charts Included

When you check the option to enable visuals, the NX Portal auto-generates up to two interactive graphics:

Payments by Card Type: A clean pie chart showing your total card volume split by brand (Visa, Mastercard, Amex, Discover).
Batch Totals by Business Day: A vibrant line chart showing your daily processing totals over multi-date ranges, charting separate lines per location if you manage multiple venues.

Need Help? 💡

Why is a batch showing an "Errored" status?

An errored status means there was a communication or formatting breakdown between your local terminal system and the payment network. Do not try to re-batch manually right away. Reach out to your dedicated hardware specialist or network provider to safely re-push the batch without double-charging your guests.

I voided an order, but it's still showing up on this report.

That is completely normal! Voids are tracked in Section 2 for security accountability. Look closely at the text colors—if the row is highlighted in red text and the Total column reads $0.00, the transaction has been neutralized successfully and won't inflate your bank deposits.