Overview of your accounting data

Transactions in the accounting table

All transactions display in the accounting table and columns can vary based on your event and payment gateway.

Below are some columns that you can find:

  • Transaction ID. It is the unique ID of the transaction and clicking it will display the receipt/invoice of the transaction.
  • Date created. The date of the transaction.
  • Items. The list of items paid through this transaction.
  • For. The name of the participant.
  • By. The name of the person who paid.
  • Status. Can be Paid or Pending. The latter is when a cheque is waiting to be received.
  • Payment method. Refers to the payment method of the transaction. It can be Online, Cheque, Alipay, Ignore or others. Ignore is when you skip a payment for a participant.
  • Amount. The amount paid by the participant.
  • Stripe fee. The Stripe transaction fees.
  • FW fee. The Fourwaves transaction fees before taxes.
  • GST, HST, QST. The taxes that apply on the Fourwaves transaction fees.
  • Net. The net amount after subtracting all transaction fees and their taxes (if any).
  • Refunded. The amount refunded to the participant for this payment.
  • By Stripe. The amount refunded by Stripe.
  • By you. The amount refunded by you.
  • By Fourwaves. The amount refunded by Fourwaves, usually is a Fourwaves transaction fee was refunded.
  • GST, HST, QST. The taxes on Fourwaves fees refunded.
  • Profit. The net profit for this payment, after all transaction fees and refunds.

Bank transfers

If you're using the Stripe payment Gateway, you will see the Bank Transfer tab that shows each bank transfer to your Stripe account. A bank transfer is a sum of payments from different transactions that are batched and deposited in your bank account.

Payments visible in the participants table

You will also see for each participant, the transactions associated to the registration. See the Manage participants section for more information.

Filter and sort payments

You can filter and sort payments using the filters and sort icons in the columns. For example, you can trace all paid transactions by cheque.

Manage payments by cheque

When you activate payments by cheque, participants can choose this payment method during checkout. When it is chosen, the participant receives an invoice and his Registration status is marked with as Pending payment.

Filter participants with pending payments

Under the Participants section under Data, you can filter by Registration status to quickly find registrations with a pending payment. They are highlighted in green.

Under the column Transactions you see the number of items in this transaction, the total amount, the status and the payment method) and can click to see the invoice. The column pending also shows the items for which a payment is pending.

Mark a transaction as paid

When the cheque is received, you can mark it as paid to stay organized. Click on the Validate payments button in the actions column (credit card icon), then click Paid and confirm.

An email will be immediately sent to the participant with a receipt.

Delete a transaction

Sometimes a participant wants to change the payment method and, for example, pay online rather than by cheque.

  1. Click on the Validate payments button in the actions column (credit card icon).
  2. Click Delete.

The items are no longer associated with any invoice and are marked as unpaid. You will be available to create a new invoice with them or pay them by credit card through the registration form of the participant to whom the items belong.

Create a new invoice

When items are unpaid (there are no transaction associated with them), for example if you deleted the transactions associated with the items, they can be assigned to a new invoice or receipt.

In the example below, the participant has unpaid items as we can see from the Registration Status and the Not paid column in the participant table.

A new invoice can be created:

  1. Click the Validate payments action icon.
  2. Select items.
  3. For each item, choose the amount: regular or late fee (if any).
  4. Select the payment status and the payment method.
  5. Click on create invoice.

A new invoice will be create if the payment status chosen is Pending or a receipt if the status chosen is Paid.

Export payments

You can export your payments by clicking Export. Before exporting, you can filter your list or select specific payments. You can also sort your list to export payments in a specific order.

What does an invoice/receipt look like?

Receipts and invoices are for paid and pending transactions respectively. Depending if the receipt/invoice is for an online or a cheque transaction, the information shown can vary, but include:

  • Receipt or Invoice designation
  • Unique transaction ID
  • The banner of the event.
  • Payment status: Pending or Paid for invoices and receipts respectively.
  • Payment method: online, cheque, alipay.
  • Card info: card type (Visa, Master Card, etc.), name on the card and last 4 digits.
  • Date of the transaction.
  • Name of the participant.
  • Name of the event.
  • Payment instructions. For cheque transactions, the payment instructions (set under the Payments section of the organizer panel) will display.
  • Organization information and tax numbers (set under the Payments section of the organizer panel).
  • Every item associated with the transaction and their respective amount.
  • The total of the transaction.
  • The currency.

How can I register a participant that doesn't need to pay?

From the Participants Data section, add the participant using the Add button. If the participant already exists in your data, click the Edit registration from the Actions column.

For a new participant, fill the form up to the checkout page. If the registration already has unpaid items, a message will display on the right hand side. Click Pay now to get to the checkout page.

Select Ignore from the Payment method dropdown menu then click Finish transaction.

How can I refund a payment?

Refunds for online payments can be made easily:

  • Sign in to your Stripe account on Stripe.com.
  • Search for the payment you want to refund.
  • Click Refund.
  • Enter the amount to refund and the reason. You can write a note for future reference.

Refunds are irreversible so make sur you select the correct payment. Refunds are processed within 5-10 days on the credit card's statement. Transaction fees are non refundable.

Refunds through Stripe are synchronized on Fourwaves

Your accounting data on Fourwaves is automatically synchronized with refunds through Stripe. You will see the total amount refunded to the participant and the origin the refunded amount (you, Stripe and Fourwaves). Most of the time transaction fees are non-refundable yielding a net profit that is negative for the payment.

In the example below the payment was refunded with all transaction fees and the Profit is 0.00$.