Settlement Detail Report

Modified on Mon, 14 Apr at 11:34 AM

TABLE OF CONTENTS

Overview
Key Features & Functionality
Scheduling Report for Delivery
Frequently Asked Questions (FAQ)
Report Vocabulary & Calculation Definitions
Report Calculation Definitions

Overview

The Settlement Detail Report provides a transaction-level breakdown of all financial activity tied to your settlements. It’s designed to support reconciliation, accounting, and auditing by showing exactly what was processed, settled, and paid out. It also gives visibility into wallet usage, validations, free parking transactions, and related fees - helping you quickly resolve discrepancies and align with third-party systems.

Key Features & Functionality

Full breakdown of transaction-level settlement data across all product types
Clear distinction between activity data (e.g., parking sessions) and financial data (settled payments)
Filters by Settlement Date, Batch ID, Transaction Type, Entry Mode, Card Type, and more
Insight into system and manual adjustments, with detailed notes
Visibility into convenience, service, and processing fees
Support for reconciliation through Batch ID and Reconciliation ID
Timestamped transaction tracking and card metadata (Card Tail, Card Type)

Scheduling Report for Delivery

You can schedule this report to automatically send to your inbox or team members. Here's how to set it up:

1. Open the Schedule Delivery Menu

Navigate to the report and click Schedule Delivery in the top right corner

2. Name the Report

Add a descriptive name (e.g., “Weekly Settlement Detail Report”) to help identify it later

3. Set Delivery Frequency

Choose how often you want the report delivered i.e. Daily, Weekly, Monthly, or custom dates/time

4. Add Recipients

Enter one or more email addresses to receive the report

5. Choose a File Format

Pick one format per schedule:
- PDF: Printable format
- CVS: Ideal for analysis
- PNG: Visualization (e.g., charts)

6. Apply Filters (Optional)

Customize the report by applying filters (e.g., specific date ranges or product types)
Filters can be combined, but results will reflect all selected criteria

7. Expand Data (Recommended)

Under Advanced Options, select “Expand Tables to show all rows” to avoid row limits

8. Add a Custom Message (Optional)

Include a note in the email (e.g., “Here’s your weekly transaction detail report.”)

9. Test the Delivery

Use Test Delivery to preview formatting, attachments, and message content before going live

10. Save and Manage Your Schedule

Click Save when ready
Manage your active schedules by clicking Scheduled Deliveries:
- Edit to make updates
- Delete to remove a schedule
- Duplicate to reuse a template

Troubleshooting Tips

Not receiving the report? Check email spelling, spam folders, or whether the schedule is active.
Wrong data? Recheck your applied filters.
Attachment issues? Use CSV if the file is large or not rendering correctly.

Best Practices

Use clear naming conventions (e.g., “[City] Monthly Settlement Report”)
Schedule reports only as frequently as needed
Always test before sending to a wider group
Periodically verify data accuracy in scheduled reports

Frequently Asked Questions (FAQ)

How can I view all settlement transactions for a specific Settlement Date?

Option 1 (All Products):

Use the Settlement Date filter
Ensure all relevant Transaction Types are selected
Click Run Report

Option 2 (Single Product):

Open the Settlement Summary Report and copy the Batch ID
Paste the Batch ID into the Settlement Detail Report filter
Click Run Report

What does the “manual_adjustment” transaction type mean?

This is created manually by Passport’s Payments team to account for missing settlement amounts, delayed processing, or fee corrections.

What is a Batch ID and how is it used?

Every settlement batch has a unique Batch ID. You can use it to:

Filter the report and view batch-specific details
Reconcile against settlement summaries
Track funding for a specific remittance group

How can I verify that totals in my Settlement Summary report match?

Copy the Batch ID from the Settlement Summary Report
Paste it into the Settlement Detail Report
Set all other filters to “Is Any Value”
Click Run Report
Still seeing mismatches?
- For invoicing/fee questions: billing@passportinc.com
- For all other support: Submit a Support Ticket

How can I find settlement transactions for a specific card type?

Select a Transaction Date or Settlement Date
Choose a Card Type (e.g., Visa, Mastercard)
Click Run Report

How do I find specific settlement activity within a date range?

Use the Settlement Date filter to set your range
Select any applicable Transaction Types
Click Run Report
Use the Reset Filter option (•••) if needed to start fresh

How do filters work in the Settlement Detail Report?

The report defaults to Settlement Date = Last 30 Days, but you can update filters as needed. Changes won't be saved between sessions. You can apply filters individually or combine them to narrow results. To reset everything back to default, click the ellipsis (•••) in the top right and select Reset Filter. Available filters include:

Batch ID
Settlement Date
Transaction Timestamp
Operator Name
Account Name
MID
Product Type
Entry Mode
Transaction Type
Merchant Reference Number
Reconciliation ID
Card Type
Card Tail

Report Vocabulary & Calculation Definitions

Settlement Date: Specific date on which a group of transactions is processed and settled
Batch ID: A unique identifier assigned to a group of payment transactions processed together for tracking, reconciliation, and reporting
Product Type: The Product associated with the transaction.
- Parking
- Enforcement
- Permits V1
- Permits V2
- SpotBlock™
Transaction Type: Defines the activity or stage of the order that the record refers to
- Chargeback: A transaction dispute initiated by a customer through their bank to request a refund
- Refund: The return of funds to a customer initiated by a merchant to resolve a transaction issue
- System Adjustment: A correction applied by the Payments Operations team to address an exception or discrepancy in the settlement amount
- Transfer: The transfer of funds from a customer to a merchant in exchange for goods or services
Gateway Count: Total number of individual authorizations and extensions processed within a batch or time period
Gross Revenue: Total income from a payment transaction before deductions like fees or chargebacks; Includes the full payment value, transaction fees, service charges, and convenience fees
Net Fees: Total deductions from Gross Revenue based on the Daily Net fee schedule; Includes processing, service, gateway, and convenience fees
Net Settlement Amount: The final payout transferred to the merchant after all applicable deductions. Calculated as Gross Revenue minus Net Fees
Transaction Amount: Value of the transaction at the point of sale, excluding any added convenience or service fees
Adjustment Amount: Any changes made to the batch amount due to manual or system adjustments
Convenience Revenue: Revenue from fees charged to customers for using alternative or convenient payment methods (e.g., mobile or online)
Service Fee Revenue: Revenue generated from fees for providing services through the platform
Net Transaction Fees: All deductions from Gross Revenue tied to net remittance, including transaction, service, processing, and gateway fees
Merchant Percentage Fee: A percentage-based fee that merchants pay for processing transactions, covering things like processor and network costs
Merchant Transaction Fee: A flat fee charged to the merchant for each processed transaction, regardless of amount
Gateway Transaction Fee: A fixed fee for each transaction processed through a payment gateway, covering secure transmission of payment data
Net Payment Service Fee: A fixed service fee passed to the customer, replacing traditional merchant fees
Transaction Timestamp (Local): Local date and time the transaction or order stage occurred
Card Type: The associated card network used in a transaction
- Visa
- Mastercard
- American Express
- Discover
- Union Pay
- JCB
Card Tail: The last four digits of the card used in the transaction (also known as the card suffix)
Card Expiry: Expiration month and year of the payment card
Reconciliation ID: A unique identifier used to track a transaction throughout its entire lifecycle
Merchant Reference Number: A unique ID from the processor used to track transactions and link related activities, like chargebacks
Invoice Fee: Deductions from Gross Revenue based on a monthly billing schedule. Includes transaction, service, processing, and gateway fees
Account Name: A label created by the payment system to quickly identify the operator and product associated with the transaction
Account Key: A unique identifier assigned when an account configuration is created for an operator
Record ID: The unique transaction ID assigned by the Passport payment platform
Related Record ID: For chargebacks, this is the ID of the original transaction being referenced
Operator Name: The name of the contracted Passport customer (e.g., city or operator)
MID (Merchant Identifier): A unique alphanumeric code assigned by the processor or acquiring bank to identify the merchant within the payment ecosystem
Entry Mode: Classification of how the transaction was entered (e.g., card-present)
Processor Match Settlement Date: The settlement date recorded by the processor, typically one day (T+1) after the transaction date

Report Calculation Definitions

Gross Revenue: The total value of a transaction, including the base Transaction Amount, Convenience Revenue (Net), and Service Fee (Net)
Net Fees: The total of all deducted fees, calculated as the sum of:
- Net Transaction Fee
- Net Merchant Processing % Fee
- Net Merchant Transaction Fee
- Gateway Transaction Fee
Net Settlement Amount: The final amount paid out to the merchant calculated as:
- Gross Revenue - Net Fees
Transaction Amount: The amount charged at the point of sale, excluding any added service or convenience fees
Net Merchant % Fee: A percentage-based deduction calculated as:
- Gross Processing Revenue x Merchant % Fee
Net Merchant Transaction Fee: A fixed fee applied per transaction, regardless of transaction size
Gateway Transaction Fee:Calculated as:
- Gateway Fee x (Authorization Count + Extension Count)