Settlement Reports

A settlement report provides a detailed breakdown of the payments settled to your bank account, including additional information such as fees and taxes that were deducted from the transaction. A settlement report is useful for reconciliation purposes, allowing you to match the funds you received to the transactions that were processed. Settlement reports are provided as .CSV files.

What data is included in the settlement report?

The providers handling your transactions are responsible for settling the payments to your bank account (settlements are not handled directly by PaymentsOS). A settlement report thus aggregates a provider's settlement operations. A single settlement report is always limited to the data of one provider and includes information about transactions routed through PaymentsOS, as well transactions that were handled directly by the provider (that is, not through PaymentsOS). If your PaymentOS configuration includes multiple providers, then you need to generate a settlement report for each provider configuration separately.

Currently you can generate a settlement report for selected providers only (though we're busy adding more providers to the mix). For details, see Considerations below.

Enabling the Settlement Report Generation Option

Before you can generate settlement reports, we must enable this option for your PaymentsOS account. Submit a request to our support desk to enable the settlement report option for your account.

Generating the Settlement Report

You can generate a settlement report in two ways: through the PaymentsOS Control Center or using the Reporting API. The PaymentsOS Control Center provides an intuitive user interface for defining a report, creating report templates and configuring reporting schedules. The Reporting API in contrast, allows you to extract the report data programmatically. This gives you some flexibility not available when creating a report through the Control Center UI. For instance, you can use the API to create more advanced filter criteria to increase the granularity of the data extracted to a report.

Settlement Report Columns

Regardless of how you choose to generate the settlement report (through the PaymentsOS Control Center or using the Reporting API), you will have to let us know what data you want to include in the report. You do so, by providing the names of the columns holding the data to be exported. There's a lot to choose from and not all column names are self-explanatory, so we listed the columns for you in the table below.

Column Name Data Type Description Can Use in Filter
Business Unit text The identifier of the business unit handling the transaction. Will be empty if the transaction was handled directly by the provider (that is, not through PaymentsOS). No
Card Issuer text A code identifying the card issuer. Will be empty for non-card payments and for transactions that were handled directly by the provider (that is, not through PaymentsOS). No
Currency text The currency in which the payment was made. This is a three character currency code in ISO-4217 format. For example, INR. Yes
Fee (-) decimal Transaction fees charged by the provider. Always shown with two decimal places. A period (.) is used as the decimal separator. Note that multiple fees can be applied to one transaction, such as fixed fees and percentage fees. No
Fee Tax (-) decimal Tax (such as VAT) applied to the fee. Always shown with two decimal places. A period (.) is used as the decimal separator. No
Gross Amount (+/-) decimal The payment amount. This is either an addition or a subtraction, depending on the operation type. The amount is always shown with two decimal places. A period (.) is used as the decimal separator. For example, 1130.74. No
Merchant Id text The identifier of your account in PaymentsOS. No
Merchant Name text The name of your account in PaymentsOS. No
Net Amount decimal The amount transferred to your bank account after deduction of fees and imposed taxes. The amount is always shown with two decimal places. A period (.) is used as the decimal separator. For example, 987.72. No
Operation Date timestamp The date when the operation (an event such as a refund, chargeback or capture of funds) was registered in the system. For example, 2020-03-03 00:16:15.000. Yes
Operation Type text The type of operation registered in the system. Can be one of the following:
  • CAPTURE (+): Funds were transferred to the acquiring bank
  • PAYOUT (-): Funds were transferred to your bank account
  • REFUND (-): Funds were voluntarily returned to the shopper
  • CHARGEBACK (-): The customer disputed the charge, after which the transaction amount was deducted from your balance.
  • CHARGEBACKREVERSAL (+): Funds were credited to your account following a reversal of the chargeback.
Yes
Payment Id text The identifier of the initial payment request processed by PaymentsOS. Will be empty if the transaction was handled directly by the provider (that is, not through PaymentsOS). No
Payment Method text The payment method used by the shopper. For example, Visa or MasterCard. Will be empty if the transaction was handled directly by the provider (that is, not through PaymentsOS). No
Payment Method Type text The type of payment method used by the shopper. For example, credit card or bank transfer. Will be empty if the transaction was handled directly by the provider (that is, not through PaymentsOS). No
Provider Acquirer text The acquirer that handled the payments processed by the provider. No
Provider Configuration Id text The identifier of the provider configuration in your PaymentsOS account. Yes
Provider Configuration Name text The name of the provider configuration in your PaymentsOS account. Yes
Provider External Id text The identifier of the provider that processed the transaction, as registered in PaymentsOS. Will be empty if the transaction was handled directly by the provider (that is, not through PaymentsOS). No
Provider Name text The name of the provider that processed the transaction. Yes
Provider Payment Id text The identifier of the initial payment request as registered with the provider that handled the transaction. No
Provider Reconciliation Id text A unique identifier that you provided in the transaction request to be used for reconciliation purposes, as registered with the provider that handled the transaction. If the transaction was routed via PaymentsOS, then this Id will be the same as the value of Reconciliation Id. No
Provider Transaction Id text The identifier of the transaction as registered with the provider that handled the transaction. No
Reconciliation Id text A unique identifier that you provided in the transaction request, used for reconciliation purposes. This identifier is the same as the value of Provider Reconciliation Id. Will be empty if the transaction was handled directly by the provider (that is, not through PaymentsOS). No
Sales Date timestamp The date when the transaction was completed and is available for payout. No
Settlement Batch Reference text Funds of multiple transactions are grouped and transferred to your bank account in batches. The Settlement Batch Reference is a reference number identifying the batch to which the transfer of funds belongs. Yes
Settlement Date timestamp The date on which the funds were transferred to your bank account. For example, 2020-01-03 00:15:14.000. Yes
Transaction Id text The identifier of the transaction processed by PaymentsOS. Will be empty if the transaction was handled directly by the provider (that is, not through PaymentsOS). No

Report Generation and Delivery Time

Currently, you can only generate a settlement report for transactions processed through PayU India. For PayU India, the settlement data will always be available at 22:30 UTC for settlement data of the current day. When scheduling a report, it will always be generated at 01:00 AM in the timezone you specified.

Settlement Reports Timezone

When generating a settlement report, you have the option of specifying a timezone. PaymentsOS will use this timezone to convert the timestamps in the report to the timezone you select. Beware that the timezone you specify does not affect the data range: it only changes the date displayed in the report to reflect the specified timezone. This applies both to the timezone you specify in the Reporting API (where the field you pass is appropriately called display_timezone) and the timezone you select when generating a report through the PaymentsOS Control Center.

Scheduled Reports File Names

Scheduled reports will have the following file names when generated:

  • Archive name: {year-month-day}_sch_{daily/weekly/monthly}_{report template name}

  • File name: sch_{daily/weekly/monthly}_{report template name} .

Storing Reports on the PaymentsOS SFTP Server

By default, generated reports are sent to your email address. If desired, you can also store the reports you generate in a folder on our SFTP server. Two caveats:

  • The option for storing reports on our SFTP server is only available when you schedule a report; reports you generate 'on the fly' can only be delivered to your email address.

  • Scheduled reports can be delivered either to an SFTP folder or to your email address, not both. So if you choose to have your scheduled reports delivered to a folder on our SFTP server, they will no longer by sent to your email address.

Setting the Report Delivery Destination Using the Reporting API

The instructions below explain how to set the report delivery destination using the PaymentsOS Control Center. If desired, you can also set the report delivery destination using the reporting API. See Using the Reporting API for more information.

Generating SFTP Credentials

Permissions for Generating SFTP Credentials

The steps that follow explain how to generate SFTP credentials through the Account > SFTP Management screen. You must be assigned th Admin role in order to access this screen.

Before you can set the SFTP server as your preferred delivery option, you must first generate your SFTP credentials. You can easily do so from the PaymentsOS Control Center, but hold your horses for just a bit longer! Access to the SFTP server uses SSH key authentication, so you will first need to create an SSH public and private key pair. The public key will be uploaded to our server (you will need to provide it when generating the SFTP credentials); the private key remains with you and will allow your SFTP user to authenticate when connecting to the PaymentsOS SFTP server. There are several utilities out there for generating SSH key pairs, so just choose one to generate the keys.

With the SSH public key at hand, head over to the PaymentsOS Control Center and choose Account > SFTP Management > Generate new SFTP credentials. You can then enter the SSH public key you generated earlier, and choose a folder on the SFTP server in which to store the reports. Notice that you do not choose a user name yourself. That is because we will create a user for you, with a randomly generated user name. Once you generated the SFTP credentials, you can use them in an SFTP client to connect to the PaymentsOS SFTP server. Aside from the credentials, you will need the SFTP server address and port:

  • Address: sftp.paymentsos.com

  • Port: 22

Enabling SFTP Delivery for Scheduled Reports

Once you generated your SFTP credentials, you can set the SFTP delivery option as your delivery option of choice. All you need to do is to toggle on the SFTP Delivery option when scheduling a report and choose the folder on the SFTP server in which the report will be stored.

Considerations

When generating a settlement report, take the following into account:

  • Currently, you can only generate a settlement report for transactions processed through PayU India.

  • Depending on your integration logic, there may be transactions that are processed directly with a specific provider without being routed through PaymentsOS. Note, however, that some fields in the report are populated with data from transactions that are handled through PaymentsOS. If a transaction was handled directly by the provider, then those fields will be empty. If this is the case, it is mentioned specifically in the description of the field listed in the fields overview table above.

  • Operations such as chargebacks, chargeback reversals and payouts are initiated by the provider and not by PaymentsOS. This means that transactions related to these operations will appear in the settlement report, you will not be able to find chargebacks when searching PaymentsOS or when generating transaction reports.

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