Reporting and Exports
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      Payout Reporting

      For software clients using Retreat Guru's payment processor.

      Access payout information

      You must be logged in as a Registrar, or in a custom user role with appropriate privileges, to access the payout information.

      Click on Payouts in the main navigation menu.

      When you click on Payouts, the screen displays your top-level payout data.

      Payout data is available for payout periods from January 5, 2017. Payout data for periods prior to January 5, 2017, is not available.

      Chargeback tracking

      At the top of the screen are details of any chargebacks.

      Below are examples, with an explanation of each column:

      Deducted from Payout: when a chargeback is initiated, we deduct the amount from the next payout date as indicated in this column.

      Merchant ID: you can search for the transaction in the Transactions screen, entering the Merchant ID in the Gateway ID filter field. From the results, you can open the transaction to see the details and follow the Reg ID link back to view the registration.

      Amount: the amount of the transaction.

      Fee: the admin fee charged by the payment processor to handle the chargeback process that is passed on to you, the center.

      Status: when a chargeback is initiated it begins as OPEN. We will contact you to determine if you want to dispute the chargeback, asking you to provide information and evidence which we submit on your behalf to the payment processor. The final resolution will result in a status of either LOST or WON.

      Added to Payout: if the chargeback is won, the payment processor returns the funds to us and we will add it to your next payout, as indicated in this field. We do not return the fee.

      Payout reports

      Date: the payout date. This will be all past dates from January 5th, 2017, through to the next payout. The data for all payouts beyond the next one is combined in the Future Payouts line.

      The payout period for a transaction is initially determined by the transaction date, the program start date, and your center's payout schedule %.  For example, for a center with a payout schedule of 75% / 25%, the transactions for a booking made on April 1st for a $1,000 retreat starting on August 1st would be allocated as follows:

      • $750 (75% of $1000) would be in the 2018-04-05 line (first payout after the booking date of April 1st).
      • $250 (25% of $1000) would be in the 2018-08-05 line (first payout date after the start of the stay on August 1st).  In the example above, this would be in the Future Payouts line until the July 20 payout has passed

      When a transaction is not being paid out in the period that it is originally due (for example, if the amount to be paid out is less than the $3000 threshold), then we move the transaction to the next payout date. In the example above, this has occurred for transactions in 2018-04-20 and 2018-02-20, indicated by the payout period's totals showing as $0.

      Total: the total of all the payout transactions that have a payout date for that payout period.

      Payout: the center's share of the Total. This will be based on the % card rate.

      Released: the actual amount we transferred to your bank.

      Total Pending: the total amount still due to be paid out to you in future payouts, as at the date of the specific payout.  In the example above, there was $15,938.86 pending as at the 2018-04-05 payout. All of the transactions making up this amount fall in payout dates after 2018-04-20 and hence show in the payout total in the Future Payouts line.

      View details of a specific payout by clicking on the date. This displays the summary and individual transactions that are included in that payout. In the example below, we have hidden the Center name and the guest name for confidentiality.

      The contents of this screen are the same as the spreadsheet you used to receive. That spreadsheet is still available by clicking the Download Payout Lines CSV link .

      The top portion of the screen is the summary data, which matches the amounts of the payout screen.

      The lower portion displays the individual transactions included in this period's payout.

      Features to note:

      • Click on the individual transaction ID (Trans ID column) to display full details of the transaction, including links to the registration (for confidentiality we have hidden the person's name).

      • The Original Date column shows the original payout date.  This will differ from the Payout Date when we have moved a payout line to another period as discussed earlier (typically if there was less than the $3000 threshold to be paid out in a period)

      Original Transactions


      Occasionally some payouts may be moved ahead to another payout period. By clicking the Download Original Transactions CSV, you can see all the transactions that were originally scheduled for this payout, which will include transactions that were moved and the transactions that were paid out for the period.

      A payout may be moved ahead to another payout period for the following reasons:

      • The payout total was below the $3,000 minimum required for a free e-transfer.
      • The bank account is not properly set up.
      • A request to receive a partial amount of funds with the remainder being moved to a future payout period.

      If you have questions about why a transaction was moved to a future payout, please contact finance@retreat.guru

       

      Returned Wire Fees

      Retreat Guru is charged a fee for sending wire transfers and another fee when they are returned. Wire transfers are returned when incorrect banking information is entered into the software. You can update this in Reg. Settings > Payout Tab. If a payout wire transfer has been returned to us there will be a US$75.00 charge on your payout to cover this.