Payments Received Reports
The Payments Received reports provide visibility into all incoming payments your business has collected. AccuArk offers two separate report forms for this purpose: the Payments Received Detail report for individual transaction-level records, and the Payments Received Summary report for aggregated totals by payment method.
How to Access
Navigate to Reports > Receivables > Payments Received and choose one of the two available reports:
- Payments Received Detail
- Payments Received Summary
Each report opens in its own window within the main application, so you can have both open simultaneously for cross-reference.
Required Permission
You must have the RPT_VIEW_AR permission to access the Payments Received reports. This is the same permission that controls access to Accounts Receivable reports, Customer Statements, and related views. Super Admins and Location Admins have this permission by default.
Filters
Both reports share the same filter controls:
- Location — Select a specific store location or choose All Locations
- Date Range (From / To) — Set the start and end dates for the reporting period
After changing filters, press F5 or click Report > Refresh to reload the data.
Payments Received Detail
The Detail report shows every individual payment transaction recorded during the selected period. Each row represents a single payment event, whether it came from a POS sale, an invoice payment, or a manual payment entry.
Columns
| Column | Description |
|---|---|
| Date | Date the payment was received |
| Invoice # | The invoice or transaction number the payment was applied to |
| Customer | Name of the customer who made the payment |
| Method | Payment method used (Cash, Credit Card, Debit Card, Check, Store Credit, Gift Card, Other) |
| Reference | Reference number such as a check number, authorization code, or transaction ID |
| Amount | Dollar amount of the payment |
Using the Detail Report
The Detail report is your primary tool for investigating specific payments. Common use cases include:
- Locating a specific payment — Use the Date Range filters to narrow down to the day the payment was received, then look for the customer name or invoice number.
- Verifying credit card batches — Filter to a single day and review all credit card payments to ensure they match your merchant processor's batch settlement report.
- Tracking check payments — Search for check payments by reference number to confirm a customer's check has been recorded.
- Auditing payment records — Export the full detail list to CSV for external reconciliation with your bank statements.
Payments Received Summary
The Summary report aggregates all payments for the selected period and groups them by payment method. This provides a high-level view of how your customers are paying.
Columns
| Column | Description |
|---|---|
| Payment Method | The category of payment (Cash, Credit Card, Debit Card, Check, Store Credit, Gift Card, Other) |
| Transaction Count | Number of individual payments received using this method |
| Total Amount | Sum of all payment amounts for this method |
| Percentage | This method's share of total payments received |
Using the Summary Report
The Summary report answers high-level questions about your payment mix:
- What percentage of revenue comes from credit cards vs cash? — The Percentage column shows each method's share of total collections, helping you understand your payment processing costs.
- Is our check volume increasing? — Run the summary for consecutive periods and compare the Check row to identify trends.
- How much store credit is being redeemed? — The Store Credit row shows the total value of store credits applied to purchases during the period.
Daily Reconciliation Workflow
One of the most common uses for the Payments Received reports is daily payment reconciliation. Here is a recommended workflow:
- Open the Summary report for today's date (set both From and To to today)
- Compare the Cash total against the physical cash count from your POS shift close. The cash amount should match the Cash Sales figure on the Shift Detail or Z Report.
- Compare the Credit Card total against the batch settlement amount from your credit card processor
- Compare the Check total against the checks you are depositing to the bank
- Investigate discrepancies by switching to the Detail report and filtering to the same date to find the specific transactions that do not match
This daily reconciliation process ensures that every dollar received is accounted for and that no payments have been lost or misrecorded.
Identifying Payment Method Trends
Over time, the Payments Received Summary report reveals important trends in how your customers prefer to pay. Run the report for monthly periods and export to CSV to build a spreadsheet tracking payment method percentages over time. Key things to watch for:
- Rising card percentages may indicate increasing processing fees that affect your margins
- Declining cash percentages are a common industry trend but may affect businesses that rely on cash flow
- Growing store credit and gift card usage can indicate successful loyalty and retention programs
- High check volumes may warrant policies around check verification to reduce bounce risk
Tips
- Run both reports together — Open the Detail and Summary reports side by side for the same date range to get both the big picture and the specifics.
- Export for bank reconciliation — Export the Detail report to CSV and import it into your bank reconciliation workflow.
- Filter by location — Multi-location businesses should compare payment mixes across stores. A location with an unusually high cash percentage compared to others may warrant closer oversight.
- Use with POS Shift Reports — Cross-reference Payment Received totals with the POS Shift Z Report cash totals to verify consistency.