Transaction Reports & Bank Reconciliation

Overview

This article summarizes the order approval through bank deposit flow and how you can use the transaction report within your dashboard to reconcile bank disbursements.

When an order is approved, we immediately send it for settlement to Braintree. Transactions submitted for settlement after 6PM ET will be included in the next day's settlements. Disbursement occurs the next business day after a transaction settles and deposits are typically two business days after a transaction settles. In summary, you can expect to see funds deposited to your bank two business days after an order is approved.

You can use the transaction report to reconcile your bank disbursements to your orders. The transaction report is found in the Overview Section of your dashboard, by selecting Reports.

City Hive transaction fees, credit card fees, and insurance fees (if applicable) are deducted prior to disbursement for each transaction (i.e., for each order). You can review the details of these fees in your transaction report. The definitions of the transaction report columns are included below.

Downloading the Transaction Report

Follow the steps below to download the transaction report.

1. Click Transaction Report on the left side of your screen   

2. Choose how you would like to filter the date range. For example, if you select, Get Range By "Disbursement Date," this means that only orders disbursed within the date range that you select will be included.

3. Choose the date range that you would like to review

We recommend waiting at least three business days after an order is accepted to review your bank deposits against the Transaction Report. E.g., You can run this report by disbursement date on Wednesday to account for the orders between Sunday and Saturday of the prior week. This allows Friday night and Saturday’s transactions to have been disbursed on Monday and deposited to your bank by Tuesday. 

4. Select "Get Report"

5. Select "Download"

If you would like to review a report for a different date range, please make sure to refresh the page prior to selecting the new date range.

Reconciling Bank Disbursements

We recommend opening the CSV file using Excel or Google Sheets. To review your transactions against your bank disbursements, create a pivot table following the steps:

1. Select all of the data in the spreadsheet (Ctrl+A)

2. Select Insert > Pivot Table > OK

3. Set up the pivot table to include the Disbursement Date as a Row and the Sum of Disbursed to Your Account as a Value, as shown below

4. Reconcile the disbursement amounts to the deposits in your bank account. As a reminder, deposits typically occur one business day after disbursement. 

You can also view this video tutorial on the process for additional assistance. 

Transaction Report Details 

You can add or remove columns in the transaction report by selecting Show Report Details, under the date range. Then you can select which Customer, Price, Product, or Order Information details you would like to include in the report.

The table below provides an overview of the columns that can be included in the transaction report:

Column	Definition
Time	Local time the order was placed
Order ID	City Hive ID for the order
Transaction ID	ID provided by our Processor (Braintree), one order can have multiple Transaction IDs (e.g., if processing refunds)
Merchant Name	Name of the merchant that processed the order For chains, this specifies the location that processed the order
Merchant ID	ID of merchant who processed the order
Confirmed At	Local time the order was approved (Note: This action submits the order for settlement)
[Subtotal, Discount, Delivery Fee, Shipping Fee, Tax, Tip, Total] Price When Confirmed	This is a snapshot of the prices at time of confirmation
Sub-Total Amount	Sub-total amount of the order
[First Time, City Hive, Other] Coupon	Coupon amount if a coupon of specific type was applied
Referral Discount	Discount amount from a referral code
Split Coupon City Hive	City Hive’s portion of the split coupon
Split Coupon You	The merchant's portion of the split coupon
Coupon Name	Name of coupon
Underlying Discount Rule	These are automatic discounts of the store. This shows the price of any auto discounts that were applied
Underlying Discount Name	Name of automatic discount
Manual Discount	Price of discount that is applied through the Universal Dashboad
Discounted Subtotal	Subtotal amount less any applied discount
Store Credit Used	Amount of store credit applied to this order
Tax Amount	Amount of taxes
Tip Amount	Amount of tip
Delivery Fee	Amount of delivery fee
Shipping Fee	Amount of shipping fee
Drivers Tip	Amount applied to driver
Delivery Driver	Name of delivery driver
Delivery Service Fee	Fee from the delivery service used
Delivery Service Name	Name of delivery service used
City Hive Fee	Amount of City Hive fee for the order
Credit Card Fee	Amount of Credit Card Fee for the order
Fraud Insurance	Amount of Insurance Fee for the order
Total Amount	Total amount charge to the customer
Total Collected	Total amount to be disbursed to merchant (this amount will populate prior to disbursement, whereas "Disbursed to Your Account" will only populate after disbursement occurs)
Standing Balance	Total amount without City Hive Credit
Disbursement Date	Date the transaction was disbursed
Disbursed to your account	Final amount that was disbursed to the merchant's bank account
City Hive Credit	Amount of city hive credit applied to the order
Disbursement Plus City Hive Credit	Disbursement amount plus the credit earned from city hive discount credit
Number of Products	Number of products in the order
Product Barcodes	List of barcodes on this order
Product Names	List of names of products on this order
Original Product Quantity	Number of products before order edit
Original Product Subtotal	Sub-total of order before edit
Current Product Quantity	Number of products after edits
Current Product Subtotal	Sub-total of order after edit
Order Status	State the order is in (Confirmed/Declined/Refunded)
Order Type	What type of order (Shipping/Delivery/Pick Up)
Order Options	List of order options applied to this order
Customer Address	Address of customer
Customer Address District	County of customer’s address
Customer Phone Number	Phone number of customer
Customer Email	Email of customer
Customer Name	Name of customer
Tracking Number	Tracking number of shipping order
Weight x Size	Dimensions and weight of package

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