The CivicPay Online Payments List page is used to track, report on, reverse, and print payments. The Payments List page can be accessed via the main menu at the left of the new CPO interface.

Filter the Payments data

• Use the filter at the top of the page to filter the payments that display in the data grid below.

• The Start Date and End Date fields are used to filter the payments displayed on the page by the payment date.
• Click the Apply button to display the payment results filtered by the specified date range.
• Click the Filters button to open a more extensive set of payment filters.

• The Date Range is specified on the Payments List page and is used to filter the payments displayed on the page by the payment date.
• The Cutoff Time field is used to determine how the date range will be calculated.
  • Select Midnight to filter the payments from midnight to midnight on the dates selected. This is the standard calendar date filter.
    • In the filter example above, payments from midnight on 01/06/2023 to midnight on 01/10/2023 would be displayed.
  • Select Batch to filter the payments by the batch cut off time on the dates selected. The batch cut off time is set on the My Organization tab.
    • If your batch cut off time is set to 5:00 PM, the filter example above would display payments from 5:00 PM on 01/06/2023 to 5:00 PM on 01/10/2023.
    • Selecting Batch will limit the payment transaction included in the filtered results to only Utility account transactions. PayPad transactions will not be included.
• The Merchant Account field is used to filter the payments by merchant processor.
  • When Midnight is selected in the Cutoff Time field, there are four Merchant Account options:
    • Select Any to include all merchant accounts.
    • Select Utility to include only transactions processed through Springbrook Utility Billing.
    • Select PayPad to include only transactions processed through your PayPad terminal.
    • Select Municipal to include only transactions processed as part of the Springbrook Municipal Payments Collection process.
  • When Batch is selected in the Cutoff Time field, there are three Merchant Account options:
    • Select Utility to include only transactions processed through Springbrook Utility Billing.
    • Select Municipal to include only transactions processed as part of the Springbrook Municipal Payments Collection process.
    • Select Both to include both Utility and Municipal transactions.
• The Payment ID field is used to enter a specific payment ID in order to find a specific payment record.
• The Account field is used to enter a specific account number in order to filter the displayed payments by account.
• The Last 4 field is used to enter a specific last four digits of an account in order to find a specific payment record or set of payment records associated with that account.
• The Name field is used to enter a specific customer name in order to display payments associated with that name.
• The Source toggles are used to filter the payments by the sources where the payments originated.
• The Amount fields are used to specify a minimum and maximum payment value in order to filter the displayed payments by amount.
• The Status toggles are used to filter the payments by status.
  • Pending - Payment has been authorized and is awaiting settlement.
  • Refunded - Payment settled and was subsequently reversed.
  • Failed - Authorization was declined or there was an error in processing.
  • Canceled - Payment was reversed and did not settle.
  • Settled - Funding completed.
  • ACH Declined - (ACH only) Payment was rejected and did not settle.
  • Returned - (ACH only) Payment settled but subsequently returned.
  • Late Returned - (ACH only) Payment settled and funded to agency account, included in a deposit, then returned later.
• The Payment Type toggles are used to filter the payments by individual credit card or ACH payment type.
• The Clear button is used to reset all filters.
• Click the Apply button to filter the payments according the criteria entered above.
• Agencies that use Bluefin as their payment provider can display up to 20,000 payment records at a time. If that number is exceed, a warning message will display and the filter criteria should be adjusted.
• Once the filtered payments are displayed, click the Export button to export the filtered payments in an Excel spreadsheet or a .CSV file.

Investigate the Payments data

• Once the payments have been filtered, the date range, number of payments, and total amount of those payments will display across the top of the page.
• Use the column headings to sort the displayed payments.
• Click a payment to open the payment detail window.

• The payment detail window will include all the payments details displayed on the Payments List page as well as:
  • Refund Date and Refund Settlement - Refund date and settlement in the event of a refunded payment.
  • SB Lookup - A CivicPay ID generated and assigned by CivicPay and passed as a payment ID number into Springbrook. This number can be found in the cr_reciept.payment_id field in CR QBE or the UB Account History Payment Description field.
  • Bill Amount - Amount applied to citizen's account in Springbrook.
  • Fee Amount - Amount of convenience or service fee charged by the agency.
    • The sum of the UB Amount and Fee Amount is the amount passed to the gateway for processing against the citizen's credit card or checking account.
    • The UB Amount and Fee Amount fields will not display when the payment in question was generated through a PayPad transaction, as indicated in the Merchant Account field.
  • Gateway details:
    • Authorizing Network Response - Coded response from the authorizing network.
    • Payment Settlement Date - Date the payment was funded.
    • AVS Response (credit card payment only) - Single-letter code returned by the card issuer indicating the degree to which the address information provided in the next two fields matches the address information they have on file for the credit card.
    • AVS Address and AVS ZIP (credit card payment only) - Street address and ZIP code the card issuer has on file for the credit card.
    • ACH Return Code (ACH payment only) - Code and explanation indicating the reason an ACH payment was returned.
    • ACH Return Date (ACH payment only) - Date an ACH payment was returned.
    • Submission Source - How the payment was initiated, e.g. keyed, recurring, saved profile.
• The Reverse Payment button will open the Reverse Payment window.
• The Print Receipt button will open a print-friendly version of the receipt that can be printed or saved as a PDF.
• The Email Receipt button allows you to enter an email address where the receipt will be emailed.