Transactions dashboard

Efficiently track and manage your financial transactions with Recurly's Transactions Dashboard. Get detailed insights into payments, refunds, and billing activities in one convenient place.

Overview

Required plan

This feature or setting is available to all customers on any Recurly subscription plan.

Prerequisites

  • Active Recurly account with administrative access.
  • Basic understanding of transaction processes and payment gateway functions.

Limitations

  • Inability to reactivate voided transactions.
  • Limitations on issuing partial refunds for unsettled transactions.
  • Dependence on third-party gateways for transaction settlement times and fraud checks.

Definition

The Transactions Dashboard in Recurly provides a comprehensive overview of all financial transactions processed through the platform. It includes features for searching transactions, understanding various transaction types, managing refunds and voids, and performing fraud checks, all designed to streamline the financial management of customer accounts.

Key benefits

  • Comprehensive transaction search: Easily locate transactions using a wide range of criteria, from customer information to transaction IDs, enhancing tracking efficiency.
  • Streamlined refund and void processes: Simplify the handling of unsettled and settled transactions, with intuitive options for voids, full, and partial refunds.
  • Enhanced fraud management: Facilitate safer transactions with built-in features for fraud checks, supplemented by integration with third-party fraud prevention services.

The transactions dashboard provides an overview of all transactions processed through Recurly. You can search transactions by various criteria including transaction Universally Unique Identifier (UUID), customer's first name, last name, account code, the last four digits of the card number, card type, payment gateway reference ID, transaction amount, or currency. The filters in this view enable you to categorize transactions by type and response.

CategoryDescription
PaymentsPurchases processed through Recurly.
RefundsRefunds processed on previously successful Recurly transactions.
Verifications$0 or $1 transactions used to verify billing information, immediately voided.
SuccessfulTransactions approved by the payment gateway.
DeclinedTransactions declined by the payment gateway.
VoidedTransactions voided before the payment settled.
ChargebackUsed exclusively for ACH beta, indicates a chargeback on an ACH payment.
MOTOMail Order Telephone Order. Transactions initiated via Recurly Admin UI or a Merchant/Customer Service UI and sent via API.

Transaction search

You can search for a transaction using any of the following fields:

  • Account code
  • Company name
  • First name
  • Last name
  • Email address
  • Username
  • Amount
  • First six digits of the credit card
  • Last four digits of the credit card
  • Transaction reference ID
  • Transaction unique ID (UUID)

Creation of a transaction

Transactions in Recurly are automatically generated when an invoice is processed. This can occur as a result of subscription activities (such as creation, renewal, or modification) or from charges created and invoiced on the account. To minimize per-transaction gateway fees and reduce the number of separate bank charges for customers, it is advisable to utilize the Purchase endpoint for both subscription and one-time charge billings. This endpoint consolidates billing for any combination of subscriptions and one-time charges into a single transaction for your payment gateway.

Minimum purchase amount

To optimize merchant fees, Recurly does not send transactions below $0.03 to your payment gateway. Instead, such invoices are immediately marked as paid. It's important to note that some payment gateways have their own minimum purchase amounts, typically ranging from $0.30 to $0.50.

Transaction details

When you click on a transaction, you get the following information

Transaction details

This includes the transaction type (such as payment, refund, authorization, etc.), status (successful, declined, voided), the transaction amount, and the customer's billing information. Billing information covers card type and address details (if collected).

Fraud details

This section provides information about the address verification checks performed by the payment gateway.
For Fraud Velocity Checks and additional fraud prevention measures, we recommend partnering with our third-party fraud providers. Please contact your Account Executive or Account Manager for more information.

Status events

Lists the status of the transaction.

Additional details

This section is useful for understanding the reasons behind a transaction decline. It includes any error codes or messages from the payment gateway, along with a reference number for locating the transaction within a third-party payment gateway's virtual terminal.

Settling transactions

At the time of purchase, your payment gateway verifies the customer's billing information and confirms fund availability through their credit card processors. Upon a successful response, the funds are reserved, and the transaction amount is deducted from the customer's bank account balance. These transactions are finalized at the end of the day when the payment gateway processes them for settlement, resulting in the release of funds to the merchant. The settlement status of a transaction influences how voids, refunds, and partial refunds are handled.

Verification

When billing information is added or updated on an account, Recurly issues a $1.00 authorization charge (or a $0.00 verification for gateways supporting Zero Dollar Authorizations) to verify the billing information. Recurly voids this charge once a success or decline response is received from the gateway. Subscription plans with trial periods also process a verification charge at signup to confirm the customer's billing data.

Refunds and voids

An unsettled transaction can be voided, which stops the transaction from processing and removes it from the customer's account. Once a transaction has settled, it can only be refunded. Since payment gateways have varying processing times for settling transactions, Recurly automatically attempts a void before processing a refund. Note that partial refunds can only be issued on a settled transaction, so it's advisable to wait 24 hours after an initial transaction before attempting a partial refund.

A voided transaction usually disappears from a customer's credit/debit account statement within 24 hours. In contrast, a refund may take 3 to 5 business days to reflect on the statement.
Refunds are always issued to the original payment method (credit card or bank account for ACH payments).
To refund or void a transaction or invoice:

  1. Open the customer's account and select the desired transaction in the Transactions section or the invoice in the Invoices section.
  2. For transactions, proceed to the Transaction Details page and click Refund Transaction. For invoices, go to the Invoice Details page and click Refund Invoice.
  3. Choose the specific charge line items for refund, with options to prorate subscription charges or select specific quantities. For custom refund amounts, click "Refund a partial item or specific amount?" ensuring the amount does not exceed the original transaction value. Unsettled transactions can only be fully refunded (voided).
  4. If the invoice includes credit line items and you're doing a partial refund, choose to return credit to the account first and then create a transaction for any remaining amount, or opt for "Transaction first" to issue money back to the customer before returning any credit. By default, refunds return credit to the account first. Change this preference using the radio buttons at the top of the page.
  5. Click Preview Refund to review the refund details, including discounts, taxes, and credit being returned.
  6. To complete the refund, click Refund Charges. This action will generate a refund invoice and transaction.
    Learn more about invoices for voided and refunded transactions in our Invoices section.