Reviewing Money Received, Payouts and Payout Invoices

Arbor lets users review and export money received, filter transactions, inspect card payments, and monitor settlements, payouts, refunds, and statuses. Paid payouts include downloadable Payout Invoices (formerly VAT invoices).

Permissions

• Finance: View - Lets you access the payment pages
• Finance: Administer - Lets you regenerate Payout Invoices

If you don’t have these permissions, ask your admin team to grant them using these instructions. 
 

Reviewing Money Received

You can review money received via Cash, Cheque and Card and download reports to Excel from School > Payments > Reconciliation > Money Received. This page includes top ups to a child's Meals account, payments against Invoices for other items (such as School Clubs or Trips), and refunds.

You can see a report split by transaction type by using the tabs at the top of the page. Just select the Cash, Cheque, Card Transactions or Bank Transfer, or Voucher (if you have set this up).

You can restrict the information shown using the filters at the top of the page.

Click on a transaction to view its details. Click the More information button to view more information about a card transaction or to attach a file if needed.

• If a card transaction has failed, you will see the reason for its failure. It will be displayed underneath the Card transaction status.
• The paid amount is the amount paid by the bill payer. It indicates the amount which the Customer Account will be topped up by, or the amount paid for a trip or club. The net amount is the paid amount, minus the transaction fee amount and the 20% VAT on a card transaction fee amount. This net amount is the amount which will be paid out to the defined bank account.
• The estimated payout date is the estimated date when the money received from this card transaction will be paid out to the bank. If the payout has already happened, the estimated payout date then shows the date the payout was actually made. Note, the estimated payout date may change because of the way Stripe processes card payments.

Seeing all payments

You can view all payments and refunds settled onto your bank account by going to School > Payments > Reconciliation > Card Payments > Settlement Statement.

Card payments and refunds settle on your bank accounts in three-four business days after the payout happens. Once these funds are settled, you will be able to see them in the Settlement Statement. Select the date interval to include only those transactions which were settled in this date range.

Payouts

You can also view payments that are going to be settled or due to be settled in School > Payments > Reconciliation > Card Payments > Payouts Overview.

You can filter the list of payouts by defining the date interval or selecting banks of interest (if there is a need to see payouts made to a specific bank account).

Possible payout statuses:

• Scheduled - The payout is planned for a future date
• Paid - the payout was made successfully
• Pending - The payout is being processed
• In Transit - The payout is submitted to the bank
• Cancelled
• Failed

Click on a payout to view its details. The page includes lists of all card transactions that are included into this payout, and successful and failed refunds affecting the final Payout amount.

• The initiated date is the date when this payout has been initiated, or when the payout to the bank was scheduled. If this date is in the future then this payout is scheduled.
• The total paid amount is the sum of paid amounts of all card transactions in this payout. The payout amount is the total amount that is paid out to the chosen bank account. This is calculated as the total paid amount plus the amount of all linked failed refund transactions, minus the total fees amount all the card transaction fees and the total VAT amount on all card transaction fees, and minus the amount of all linked refund transactions. 
   

What causes a payout to be cancelled?

Please see our guidance here: Cancelled card payment payout

Payout Invoices (VAT invoices)

Payout Invoices (formerly known as VAT invoices) are created on a weekly basis after funds are successfully paid out to bank accounts. They include information about card transaction fees and VAT on fees for all card transactions that were successfully paid out to banks.

Each payout creates a separate Payout Invoice (formerly VAT invoice) once the payout's status changes to "Paid".

So, if two payouts happen on the same day (paying out money to different bank accounts), two Payout Invoices are generated (one for each) once these payouts are successful.

Downloading Payout Invoices

Payout invoices are available directly from each payout. 

• Go to School > Payments > Reconciliation > Card Payments > Payouts Overview
• Click on the relevant payout (it must have the status Paid)
  
  
   

• Click Download Payout invoice in the top-right corner
  
  

   

• If the invoice opens on a separate tab in a PDF viewer (rather than downloading straight to your device), you can use the Download or Print buttons on screen to save it.

Why can't I see the Payout invoice I need?

• If you cannot see the payout you are looking for on the School > Payments > Reconciliation > Card Payments > Payouts Overview page at all, check your filter settings to see if it includes the date you are looking for; the filter defaults to the current academic year.
  
  
   
• Payout Invoices are only available for Payouts with the PAID Status. Please double-check that this is the case. For payouts with a "Scheduled" status, check back later once the status has changed.
  
  

Regenerating a Payout invoice

1. Go to School > Payments > Reconciliation > Card Payments > Payouts Overview
2. Click the payout to open it
3. Click the red Regenerate invoice button
   
   
    
4.   A confirmation message appears. Confirm to continue by clicking the Regenerate invoice button
   
   
    
5. Wait a few minutes while the new invoice is created in the background.
6. Click Download Payout invoice to download the new invoice.

What happens to the original invoice?

• The original invoice is cancelled, not deleted. A PDF marked Cancelled is kept for your records.
• The new invoice takes the next invoice number in sequence.
• Download Payout invoice always gives you the latest invoice.
• You can download Cancelled invoices by clicking on them in the Invoice History  table of the Payout's Overview