Transactions and reports

Transactions and reports

The Transactions and Reports tab is where information about transactions, bank statements, payment tools and other reports are located.

Recent transactions

This page allows you to view the last 20 transactions for your facility for a single business. View the last 20 transactions for another business by changing the Business filter.

See Find or Refund Transaction - Actions for the actions you can take on this page.

Recent Transactions Page

Find or refund a transaction

The Find or Refund a Transaction page allows you to search for transactions. By default, the page will show you all transactions for the current settlement date.

You can choose from three different search types:

  1. Settlement Date
  2. Reference
  3. Account Details

Find a transaction by reference

Search by settlement date

The Settlement Date is the actual date on which the transaction was banked with Westpac.

Search by reference

The reference can be the:

  • Customer Reference Number; or
  • the Payment Reference Number; or
  • the QuickStream Receipt Number

Search by account details

Enter the account details to find transactions taken from that account.

  • Search by credit card by entering the full or partial card number.
  • Search by bank account by entering the BSB and Account Number for Australia, or Bank Code, Branch Code and Account Number for New Zealand.
  • If your facility is enabled for QuickVault you can enter the Account Token.

Advanced options

Select "Show Advanced Search" to display extra search options. You can use these options in conjunction with each search type.

  • If you have many supplier businesses, you can specify which business to search on. If you only have one supplier business, this option will not appear.
  • If you have many accounts assigned to your QuickStream Portal facility, you can specify this in the search.

Search results

QuickStream Portal displays a table of relevant results after performing a search.

The table has the following information:

Column Name Description
Receipt Number QuickStream allocates a unique receipt number for each transaction. Click to view the transaction details.
Customer Reference Number A customer level reference number. This number identifies your customer.
Payment Reference A payment level reference number. This number identifies the payment, for example, an invoice number.
Transaction Time The date and time the transaction was completed by Westpac.
Status The transaction status as received by Westpac from the account holder's bank.
Amount The currency and amount of the transaction. QuickStream Portal displays a refund as a negative value.

Tips

  • Hover over the transaction status to view more information. A pop-up shows the response code and description received from the other bank.

Transaction status pop-up

  • Click the "..." button that appears on each line to view actions you can take for a transaction. The actions you can choose from are different for each status.

Transaction context menu

Actions

Clicking the receipt number will allow you to view the transaction details. Depending on the transaction status you will be able to take a number of actions that include:

  1. Enter an email address and send an email receipt.
  2. Print the receipt as a PDF.
  3. Refund the transaction. Return the money to the payer's account. This action is available for credit card transactions after the bank cut-off time. This action is available for bank account payments 4 banking days after the original payment date.
  4. Void the transaction. Stop the transaction from being included in the settlement. No money will be exchanged. This action is available for credit card transactions prior to the bank cut-off time and for direct debit transaction prior to them being sent to the bank for processing.
  5. Cancel the transaction. This will mark the suspected fraud payment as "Voided" and the transaction will not be attempted. The transaction will no longer be shown in the Review Suspended Transactions page.
  6. Complete the transaction. This will by-pass Fraud Guard and attempt the credit card payment.
  7. Retry the transaction. When a credit card transaction has "soft-declined" this button will be available and you may attempt the transaction again.

Transaction Details Page

You can also take common actions from the context menu in the search results:

Transaction context menu

Review suspend transactions

The Review Suspended Transactions page is available when you have Fraud Guard. The page allows you to action transactions that were suspended due to suspected fraud.

By default, the page displays the suspended transactions for the current month. You can filter the results by:

  1. Business
  2. Choose a specific month
  3. Jump backwards and forwards through nearby months

Review Suspended Transactions

Search results

QuickStream Portal displays a table of relevant results after performing a search.

The table has the following information:

Column Name Description
Receipt Number QuickStream allocates a unique receipt number for each transaction. Click to view the transaction details.
Customer Reference Number A customer level reference number. This number identifies your customer.
Payment Reference A payment level reference number. This number identifies the payment, for example, an invoice number.
Transaction Time The date and time the transaction was completed by Westpac.
Status The transaction status as received by Westpac from the account holder's bank.
Amount The currency and amount of the transaction. QuickStream Portal displays a refund as a negative value.

Tips

  • Hover over the transaction status to view more information. A pop-up shows the response code and description received from Fraud Guard.

Transaction status pop-up

  • Click the "..." button that appears on each line to view actions you can take for a transaction. The actions you can choose from are different for each status.

Transaction context menu

Actions

Click on the receipt number to view the transaction details. From the transaction details page you can:

  1. Enter an email address to send an email receipt.
  2. Print the receipt as a PDF.
  3. Cancel the transaction. This will mark the payment as "Voided" and the transaction will not be attempted. The transaction will no longer be shown in the Review Suspended Transactions page.
  4. Complete the transaction. This will by-pass Fraud Guard and attempt the credit card payment.

Review Suspended Transactions

You can also take common actions from the context menu in the search results

Transaction context menu

Find payment files

This page displays batch payment files that have been processed by QuickStream. To search for batch payment files choose a time period or select specific dates. By default, you will be shown payment files processed this week.

Payment files are displayed in a table with the following columns:

  1. File Name is the name of the file processed by the system. If QuickStream can not determine the file name it will be displayed as "Not Provided".
  2. Created On is the date and time the file was created in QuickStream.
  3. File Status is the current status of the file.
  4. Number of Batches is the total number of payment batches in the payment file.
  5. Total File Amount is the net total of all transactions in the file.

Payment Files

To view the payment batches in the file, click on the File Name. This page is the "Payment File Summary". This page displays the further details about the payment file, including the total approved and declined transaction amounts.

Each payment batch in the file is listed in a table under the following headings:

  1. Batch Code is the unique identifier given to the payment batch inside your payment file.
  2. Settlement Date is the settlement date of the transactions in that payment batch.
  3. Payment Method is the type of payments inside the payment batch. This will be either Credit Card or Bank Account.
  4. Batch Status is the current status of that payment batch.
  5. Number of Transactions is the total number of transactions in the payment batch.
  6. Total Amount is the net total amount of the transactions in the payment batch.

Payment File Summary

To view the transactions in that payment batch, click on the Batch Code. This page is the "Payment Batch Summary". This page allows you to view a breakdown of the approved and declined transactions.

On this page, you can view a summary of the transactions by:

  1. Declined Transactions.
  2. Approved Transactions.
  3. Card Scheme (for credit card payment batches only)

Payment Batch Summary

You can view the summary in a table or a chart by clicking the Table or Chart toggle toggle.

By default, you will be displayed a summary of the declined transactions in the payment batch. The transactions are grouped by Response Code and Description. The Response Code is the code returned by the account holder's financial institution.

Declined Transaction Summary

Select the red Expand Icon icon to expand each response into the transactions. Click on the Receipt Number to view the transaction details or take action immediately from the context menu.

Retry failed transactions

This page displays recurring or batch transactions that have been soft-declined by the account holder's financial institution. A transaction that has soft-declined can be retried and may be successful in the future.

Retry Failed Transactions page

This page displays the transactions that can be retried for the current month. You can search for transactions up to 6 months in the past. The transactions that can be retried are displayed in a table with the following headings:

  1. Receipt Number is the unique transaction identifier allocated by QuickStream.
  2. Customer Reference Number is the customer-level identifier for the transaction.
  3. Payment Reference is the payment-level identifier for the transaction.
  4. Transaction Time is the date and time the transaction was performed.
  5. Status will always display "Declined". When you hover over the status more information is displayed.
  6. Amount is the failed transaction amount.
  7. Automatic Retry Date is the next date the transaction will be automatically retried. This is applicable only when you have set up an Automatic Retry of Failed Payments schedule.

You can view details of the transaction by clicking the Receipt Number. You can also jump to available actions on a transaction via the context menu.

Context menu

The available actions on this page are:

  1. Retry a Failed Transaction
  2. Cancel Automatic Retry for a Transaction
  3. Change your Automatic Retry Schedule

Retry a failed transaction

To manually retry a failed payment, click on the "Receipt Number to view the transaction details. On this page you can:

  1. Retry the transaction with the same account details
  2. Change the account details and retry the transaction
  3. Change to a credit card or a bank account and retry the transaction.

Retry a Failed Transaction

Cancel automatic retry for a transaction

To cancel automatic retries for a transaction, open the context menu for the transaction and click "Cancel automatic retry".

Context menu

You will then be asked to confirm.

Cancel and Automatic Retry for a Transaction

Automatic retry of failed payments

QuickStream Portal can automatically retry soft-declined recurring or batch payments on a schedule. You can modify the schedule in the Facility Settings section of the application. If you have access to Facility Settings you will be presented a link on the "Retry Failed Transactions" page.

Manage your Automatic Retry of Failed Payments Schedule

On the Facility Settings page, scroll down to the "Automatic Retry Of Failed Payments" section. This option enables the automatic re-processing of failed payments within 4 banking days after the original payment. Payments are not reprocessed if the response code indicates a problem with the customer's details (e.g. expired card, invalid account number). When this option is enabled, any failed payments that occur from that point onwards are subject to retries.

Manage your Automatic Retry of Failed Payments Schedule

Open pre-auths

This page lists any approved pre-authorisation transactions that have not yet been captured. To capture a pre-authorisation, select it from the list then press the Capture button.

Open Pre-Auths page showing 3 pre-authorisation transactions that have not been captured.

See Mastercard and Visa pre-authorisation enhancements for information about validity periods, use-cases and support.

Export transaction reports

Select Transactions and Reports -> Export Transactions to view the Export Transactions page.

Export Transaction Reports

Select the dates and other options for the type of export you wish to download. Wait until your report finishes generating and download it to your computer. If the report is taking a long time, you can come back later and download it from the Recent Exports section.

Transaction exports will remain available for 2 days.

Administrator users can configure the columns available in the report so that your staff see only required information.

See CSV transaction report for the file format specification and how it can be generated using the QuickStream REST API.

Make a credit card payment

This function allows you to take a credit card payment. To make a credit card payment, enter the following details and click the 'Next' button:

Make a Credit Card Payment

  1. Merchant: Select the merchant to settle the funds to. You may have one or more merchants attached to your facility.
  2. Customer Reference Number: Enter a customer-level reference number. This should uniquely identify the customer you are taking the payment from. This will appear in payment reports and can be used for allocation in your systems.
  3. Payment Amount: Enter the amount to take from your customers' credit card.
  4. Cardholder Name: (Optional) Enter the cardholder name.
  5. Credit Card Number: Enter the credit card number. The accepted card schemes (e.g. Visa, MasterCard, UnionPay, Amex, JCB or Diners) are displayed below the field.
  6. Expiry Date: Enter the four digit expiry date. In the first field, enter the two digit month (e.g. For February, enter 02). Enter the two-digit year in the second field (e.g. For 2019, enter 19).
  7. Card Verification Number: (Optional) if you have the CVN, enter the three digit (for Visa, MasterCard and UnionPay) or four-digit (for Amex and Diners) number.
  8. Comment: (Optional) Enter additional information about the payment. This will appear in payment reports and can be used for allocation in your systems.

You will then be asked to confirm the payment. Review the payment details and click the Confirm button and the payment will be attempted and you will be shown the result of the payment on the Transaction Details page.

Transaction Details Page

On this page, you can send a receipt to your customer via email, void the payment or print a receipt. See Find or Refund a Transaction for details about finding transactions and the actions you can take on them.

Make a bank account payment

This function allows you to take a bank account payment. To make a credit card payment, enter the following details and click the 'Next' button:

Make a Bank Account Payment

  1. Direct Debit Account: Select the direct debit account to settle the funds to. You may have one or more accounts attached to your facility.
  2. Customer Reference Number: Enter a customer-level reference number. This should uniquely identify the customer you are taking the payment from. This will appear in payment reports and can be used for allocation in your systems.
  3. Payment Amount: Enter the amount to take from your customers' bank account.
  4. Account Name: (Optional) Enter the account holder's name.
  5. Account Details: For Australian accounts, enter the BSB and Account Number. For New Zealand accounts, enter the Bank Code, Branch Code and Account Number.
  6. Direct Debit Request: Tick the checkbox to confirm that you have permission to debit the customer's bank account for your facility.
  7. Comment: (Optional) Enter additional information about the payment. This will appear in payment reports and can be used for allocation in your systems.

You will then be asked to confirm the payment. Review the payment details and click the Confirm button and the payment will be attempted and you will be shown the result of the payment on the Transaction Details page.

Transaction Details Page

On this page, you can send a receipt to your customer via email, void the payment or print a receipt. See Find or Refund a Transaction for details about finding transactions and the actions you can take on them.

Make a payment for an existing customer

This function allows you to take a credit card payment for an existing customer stored in the system. To take a payment from an existing customer, you must first find the customer by their details:

Search for a Customer

On this page you can:

  1. Search on customer details: Enter the customer name, name and/or email address to find the customer in the system.
  2. Search on schedule: Enter the Payment Schedule Code. This is a unique identifier for a Recurring Payment Schedule (when you have QuickTerminal Recurring).
  3. Search on account token: Enter the Account Token (aka Preregistration Code). This is a unique identifier for a QuickVault account (when you have QuickVault).

Click the Search button to find the customer you wish to take a payment for. When you select the customer, you will be on the Payment Details page. Their account will have been pre-filled in the format.

Enter the missing or updated details:

For a credit card payment:

  1. Customer Reference Number: Enter a customer-level reference number. This should uniquely identify the customer you are taking the payment from. This will appear in payment reports and can be used for allocation in your systems.
  2. Payment Amount: Enter the amount to take from your customers' credit card.
  3. Expiry Date: Enter the four digit expiry date. In the first field, enter the two digit month (e.g. For February, enter 02). Enter the two-digit year in the second field (e.g. For 2019, enter 19).
  4. Card Verification Number: (Optional) If you have the CVN, enter the three digit (for Visa, Mastercard and UnionPay) or four-digit (for Amex and Diners) number.
  5. Merchant: Select the merchant to settle the funds to. You may have one or more merchants attached to your facility.
  6. Comment: (Optional) Enter additional information about the payment. This will appear in payment reports and can be used for allocation in your systems.

For a bank account payment:

  1. Customer Reference Number: Enter a customer-level reference number. This should uniquely identify the customer you are taking the payment from. This will appear in payment reports and can be used for allocation in your systems.
  2. Payment Amount: Enter the amount to take from your customers' credit card.
  3. Account Details: For Australian accounts, enter the BSB and Account Number. For New Zealand accounts, enter the Bank Code, Branch Code and Account Number.
  4. Direct Debit Request: Tick the checkbox to confirm that you have permission to debit the customer's bank account for your facility.
  5. Direct Debit Account: Select the direct debit account to settle the funds to. You may have one or more accounts attached to your facility.
  6. Comment: (Optional) Enter additional information about the payment. This will appear in payment reports and can be used for allocation in your systems.

Enter Payment Details for a Customer

Once you have filled in the details, click Next:

You will then be asked to confirm the payment. Review the payment details and click the Confirm button and the payment will be attempted and you will be shown the result of the payment on the Transaction Details page.

Transaction Details Page

On this page, you can send a receipt to your customer via email, void the payment or print a receipt. See Find or Refund a Transaction for details about finding transactions and the actions you can take on them.

Daily settlement

This page displays an indicative settlement amount for transactions through QuickStream. The settlement amounts are calculated based on the transactions taken through the system on any given banking day. They are displayed indicative of how the settlements will appear on your bank statement.

On this page, you can view the daily settlement for a banking day in the past. To change the banking day:

  • Enter a settlement date, or
  • Jump to a recent settlement date. By default, the previous settlement date is selected.

If you have multiple businesses under your facility, you can change view the Daily Settlement report per business.

Daily Settlement

In the last section of the page, relevant daily transaction reports will appear. If you do not receive transaction reports or BankRec Bank Statements via QuickStream Portal this section will not appear. Any custom reports can be downloaded using the Facility Reports page.

The page typically shows up to 10 reports at a time. To view the next 10 reports click the Next 10 link. Click the File link next to the report to download a raw file. Alternatively, you can click the Zip link to download a compressed version of your report.

Weekly settlement

This page displays an indicative settlement amount for transactions through QuickStream. The settlement amounts are calculated based on the transactions taken through the system on any given banking day for a settlement week. They are displayed indicative of how the settlements will appear on your bank statement.

On this page, you can view the daily settlements for weeks in the past. To change the settlement week:

  • Choose a Settlement Week , or
  • Jump to the week beginning date.

If you have multiple businesses under your facility, you can change view the Weekly Settlement report per business.

Weekly Settlement

You may also view the daily settlement report for any day in the week.

In the last section of the page, relevant weekly transaction reports will appear. For instance, if you have a Weekly Transaction Report it will appear in this list.

The page typically shows up to 10 reports at a time. To view the next 10 reports click the Next 10 link. Click the File link next to the report to download a raw file. Alternatively, you can click the Zip link to download a compressed version of your report.

Monthly settlement

This page displays monthly transaction reports containing the breakdown of transactions made over a settlement month. Note: You will only have access to this page if you have requested a monthly transaction report.

Standard Monthly Settlement Reports are available on the 3rd banking day of the month at 10:00am AEST for the previous month.

On this page, you can view the monthly reports for each month of the year in the past. To change the month:

  • Select a settlement month , or
  • Jump to a recent month.

By default, the previous month is selected.

Monthly Settlement

The page typically shows up to 10 reports at a time. To view the next 10 reports click the Next 10 link. Click the File link next to the report to download a raw file. Alternatively, you can click the Zip link to download a compressed version of your report.

Bank statements

This page provides a list of your bank statements. Each line represents a bank statement for a particular day. Summary information including the number of payments already allocated is shown against each bank statement. More detailed information can be viewed by clicking the link under the 'Date' column.

The list of bank statements is sorted based on date. The page typically shows 10 statements at a time. To view the next 10 click the 'Next 10' link at the bottom of the page.

Search Bank Statements

The following table explains the data that is shown under each column:

Column Description
Date The date the bank statement was created. Click this link to view more information about the statement.
Opening Balance The amount of funds in the account at the beginning of the day.
Closing Balance The amount of funds in the account at the end of the day.
Credits The number of credits included in the bank statement.
Debits The number of debits included in the bank statement.
Allocations The first number represents the number of transactions that have already been allocated to customers. The second number represents the total number of transactions.
For example, 2/97 indicates that 2 out of 97 transactions have been allocated to customers, meaning 95 transactions are still unallocated.
Status The current status of the bank statement.

Select the Date to view details of the statement.

Statement details

This page displays all the information about a particular bank statement. The top section provides a summary of the bank statement, while the bottom section lists each transaction and shows whether the transaction has been allocated to a customer.

To view more information about a particular transaction, click the arrow to the right of the transaction. If it has already been allocated to a customer, it will show you the name of the person who allocated the transaction. If it is still waiting to be allocated to a customer, you can allocate it by entering the correct value into the 'Apply to Customer Number' field then click the 'Allocate' button.

A maximum of 10 transactions is displayed on the page at any given time. To view more transactions click the 'Next 10' link. Alternatively, you can search for a particular transaction by entering the narrative into the 'Filter by Narrative text'.

Search Bank Statements

The following table explains the data that is shown at the top of the page.

Field Name Description
Account The account that the money was deposited into.
Value Date The date the bank statement was created.
Status The current status of the bank statement.
Opening Balance The amount of funds in the account at the beginning of the day.
Closing Balance The amount of funds in the account at the end of the day.
Credits The amount and number of credits included in the bank statement.
Debits The amount and number of debits included in the bank statement.
Allocation Count The first number represents the number of transactions that have already been allocated to customers. The second number represents the total number of transactions.
For example, 2/97 indicates that 2 out of 97 transactions have been allocated to customers, meaning 95 transactions are still unallocated.
Transaction Types This field allows you to filter the transactions based on whether they have been allocated or not. You can choose one of the following options:
  • All (all transactions on the bank statement - allocated and unallocated)
  • Allocatable (transactions that are waiting to be allocated to a customer)
  • Allocated (transactions that have been linked to a customer)
  • Unallocated (transactions that haven't been linked to a customer)
Filter By Narrative Text This field allows you to filter the transactions based on a particular narrative. The narrative is normally specified by the payee at the time of payment.

Facility reports

This page allows you to view reports that have been created for your organisation. The filters can be used to restrict the list of reports.

To search for your reports do the following:

  • Enter the required values into the search fields.
  • Click the View Reports button
  • A list of reports will appear. The page typically shows up to 10 reports at a time. To view the next 10 reports click the Next 10 link.
  • Click the File link next to the report to download a raw file. Alternatively, you can click the Zip link to download a compressed version of your report.

Facility Reports