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Manage billing statements

Search, review, and export billing statements using the Merchant Console.

Introduction

Billing statements provide a consolidated summary of financial activity over a defined period. They typically include transaction totals, fees, adjustments, and other relevant billing data associated with one or more merchant accounts, breaking down how your revenue turns into the final payout. Billing statements calculate the net amount, and settlements are the actual transfer of those funds based on that calculation.

Billing statements are essential for financial operations. You use them to validate financial activity against your internal records, support reporting processes, and maintain accurate audit trails for compliance and review purposes.

In this article, you will learn how to use the Merchant Console to:

  • search for billing statements
  • review statement-level financial totals
  • understand the detailed breakdowns that make up a billing statement
  • move from statement-level totals to the related billing transactions
  • download billing statements and EPA reports for reconciliation, reporting, and record-keeping

Search for billing statements

To search for billing statements:

  1. Open the Merchant Console.
  2. Select Billing > Billing statements in the navigation menu on the left.
  3. Expand the Search section above the billing statements list.
  4. Click Add search filter to add one or more filters for your search.
  5. Configure any enabled filters.
  6. Click the Search button.

Filters

You can apply the following filters to your search:

  • Start Date – Search for billing statements whose billing period starts on or after this date and time. This filter uses UTC.
  • End Date – Search for billing statements whose billing period ends on or before this date and time. Use together with Start Date to define a specific time range.
  • Currency – Search by the currency in which the billing statement is issued.
  • Status – Search by the statement’s settlement status: Pending, Paid, or Bounced. Note that Open statements don’t show on the Billing Statements page.
  • Payment Method – Search by the payment method used for the billing statement (e.g. Visa, Mastercard, or other supported methods). Enter the payment method name as it appears in the portal, including spaces and capital letters.
  • Statement ID – Search by the unique identifier assigned to a specific billing statement.
  • Created at – Search for billing statements by the date range during which they were created in the system. This date uses UTC.
  • Master Account Name – Search by the master account name associated with the billing statement.
  • Reseller ID – Search by account reseller, if applicable.
  • Value Date – Show billing statements that match the date when the funds are effectively settled or booked for payout.

Results

The search results table features the following columns:

  • Actions – The available actions for each billing statement, such as viewing detailed information or downloading the statement.
  • Statement ID – The billing statement’s unique reference identifier.
  • Merchant – This field aligns with the business name on the MSA (Merchant Service Agreement). Click the link to open the Merchant Details page, typically accessible from Configuration > Merchants.
  • Payment Method – The payment method associated with the billing statement.
  • Master Account Name – The name of the account associated with the billing statement. This is stored in Configuration > Companies and contains all the information (including MIDs/Terminals) associated with the merchant.
  • Currency – The currency in which the billing statement is issued and settled.
  • Start Date – The beginning of the billing period covered by the statement, indicating when transaction activity starts.
  • End Date – The end of the billing period covered by the statement, indicating when transaction activity ends.
  • Status – The statement’s status can be Pending, Paid, or Bounced. Note that Open statements don’t show on the Billing Statements page.
  • Net Settlement Amount – The settlement amount for the statement in the billing currency of the account, after all applicable debits, credits, fees, reserves, taxes, and adjustments are applied.
  • Value Date – The date on which the settlement funds are effectively booked or expected to be credited to the merchant’s account.
  • Supermerchant/Reseller – The parent entity or reseller associated with the merchant account, if applicable.

View a billing statement

To view a billing statement:

  1. Locate the statement in the results table.
  2. Click Actions to the left of the statement and select View Details.
  3. The Billing Statement Details page opens, with information about the selected billing statement.
     
  4. The UI is organised into panels that correspond to the main groups in the billing statement API response, although some API fields may not be visible in the UI at all times. Fields are displayed when the relevant data is available for the selected billing statement:
    1. Billing Statement – The Billing Statement panel displays the main identifying and account-level information for the statement.
    2. Summary – This panel displays high-level financial totals for the billing statement.
    3. Details – Detailed breakdowns that support the summary figures.
    4. Transaction Types Breakdown – Transaction totals grouped by transaction category and transaction type.
    5. Sales Breakdown by Discount Type – Discount-related sales information grouped by discount type.
    6. Distributed Fees – This panel displays acquirer, issuer and card-scheme fees distributed across master accounts and associated billing statements.
    7. Transaction Fees – Fee breakdowns by billing transaction type and by associated billing statements.
    8. Service Fees – This panel displays applicable non-transaction service fees.
    9. Distributed Discounts – Discounts that are distributed to or from associated billing statements.
    10. Manual Adjustments – Manual balance adjustments applied to the billing statement.
    11. Reserves – Withheld and released rolling reserves for the billing period.

See the following sections for details to help you understand your billing statements.

Billing statement

The Billing Statement panel defines the identity and scope of the billing statement:

  • Actions – Available actions, such as List Related Billing Transactions to view all transactions included in the statement, and various options to export the statement to PDF or export an EPA report in CSV, XLS, or XML.
  • Statement ID – The billing statement number.
  • Company – The trading name associated with the billing statement.
  • Status – The statement’s settlement status:
    • Pending – The statement is being processed.
    • Paid – The statement has been settled.
    • Bounced – The payout failed.
  • Master Account Name – The name of the master account associated with the billing statement.
  • Master Account Currency – The currency of the master account.
  • Value Date – The expected settlement payment date.
  • Creation Date – The date when the billing statement was created.
  • Currency – The currency of the billing statement.
  • Payment Method – The payment method used for the settlement.
  • Processing Period – The start and end date and time of the billing period covered by the statement.

Summary

The following details may be available under the Summary table:

  • Gross Volume – The total amount of Settlement Approved or Sale Approved transactions, also referred to as total turnover
  • Debit – The total amount of debit transactions, such as refunds, CFTs, payouts and chargebacks. These amounts are deducted from the final settlement amount.
  • Credit – The total amount of credit transactions, such as chargeback reversals. These amounts are added to the final settlement amount.
  • Fees – The total amount of fees charged and deducted from the final settlement amount.
  • Taxes – The associated taxes amount, where applicable.
  • Net Reserves – The net balance of withheld rolling reserves and released rolling reserves.
  • Withheld Settlement until – Adjustment-style settlement entry displayed in the summary when an amount is withheld from settlement.
  • Adjustments – The total amount of adjustments made to reflect the net settlement amount. Adjustments may be credits or debits.
  • Release Settlement – Adjustment-style settlement entry displayed in the summary when a previously withheld settlement amount is released. Click the link to view the associated billing statement.
  • Net Settlement – Settlement amount of the statement in the billing currency of the account.
  • PaymentFxConversionFee – A foreign exchange fee due as a result of settlement amount conversion, where applicable.
  • Payment Amount – The settled amount in the currency of the merchant bank account, if different from the agreed billing currency.
  • Payment Currency – The payment currency.

Details

The Details section provides a detailed breakdown of the transactions, fees, discounts, adjustments and reserves that make up the billing statement. It expands on the high-level values shown in the Summary panel and allows you to review how the statement totals are calculated.

The Transaction Types Breakdown consists of transactions grouped by type and separated into Credit and Debit categories. Credit transaction types represent amounts that increase the statement balance. Debit transaction types represent amounts that reduce the statement balance.

  • Credit Types Breakdown / Debit Types Breakdown – The category of the transaction.
  • Transaction type name – A specific type of transaction, such as sales, refunds, chargebacks, reversals or payouts.
  • Count – The number of transactions for the transaction type.
  • Amount – The total amount for the transaction type.

Sales Breakdown by Discount Type

The Sales Breakdown by Discount Type panel shows sales and discount amounts grouped by discount type. It helps you understand how discounts have been applied across different card types, pricing models or transaction groups:

  • Discount Type – The type of discount applied, such as Visa Credit, Visa Debit, MasterCard Credit, MasterCard Debit or another configured discount category. Click the link to view the associated transactions on the Billing Transactions page.
  • Transactions – The number of transactions included in each discount type.
  • Rate – The discount rate applied to the relevant transactions, where applicable.
  • Sales Amount – The sales amount used to calculate the discount.
  • Amount – The total discount amount for the discount type.
  • Subtotal – The combined transaction count and total discount amount for the panel. Click the link to view all of those transactions on the Billing Transactions page.

Distributed Fees

The Distributed Fees panel shows fees distributed across related billing statements, master accounts or billing periods. These may include acquirer fees, issuer fees, card scheme fees or interchange-related fees:

  • Category – Describes the distributed fee. The text may include the fee type, billing statement number, billing period, and master account. Click the link to view the associated transactions on the Billing Transactions page.
  • Transactions – The number of transactions the fee applies to.
  • Sales Amount – The sales amount associated with the distributed fee, where available.
  • Amount – The distributed fee amount. In some cases, the column name may reflect the pricing model, such as Int++ Amount.
  • Subtotal – The total amount of distributed fees displayed in the panel.

Transaction Fees

The Transaction Fees panel shows transaction-related fees charged for the billing statement. The panel can include fees grouped by transaction type, as well as fees charged to or from associated billing statements:

  • Category – The transaction fee category, such as Sale Approved, Sale Declined, Refund Approved, Visa RDR or another transaction-related fee type. Click the link to view the associated transactions on the Billing Transactions page.
  • Transactions – The number of transactions the fee applies to.
  • Rate – The fee rate applied to the transaction type, where applicable.
  • Currency – The currency in which the fee is charged.
  • Amount – The total fee amount for the fee category.
  • Charged to Billing Statement – Fees charged to another associated billing statement. The description may include the statement number, processing period, master account and currency. Click the link to view the billing statement.
  • Charged from Billing Statement – Fees charged from another associated billing statement. These entries may include their own detailed breakdown by category. Click the link to view the billing statement.
  • Subtotal – The total transaction count and total fee amount for each fee grouping. Click the link to view all of those transactions on the Billing Transactions page.

Service Fees

The Service Fees panel shows non-transaction service fees applied to the billing statement. These are charges that are not tied directly to an individual transaction type:

  • Category – The service fee category, such as wire transfer fee, setup fee, maintenance fee, processing FX conversion fee or statement fee.
  • Amount – The amount charged for the service fee.
  • Subtotal – The total amount of all service fees in the panel.

Distributed Discounts

The Distributed Discounts panel shows discount amounts distributed to or from associated billing statements. This panel provides additional detail for discounts that are linked to another billing statement, master account or billing period:

  • Category – The transaction category the discount applies to. This may include information such as commission rule type, region type and card type.
  • Transactions – The number of transactions the discount applies to.
  • Rate – The discount rate.
  • Sales Amount – The sales amount the discount applies to.
  • Amount – The distributed discount amount.
  • Discounts Charged To – Discounts charged to an associated billing statement. Click the link to view the billing statement.
  • Discounts Charged From – Discounts charged from an associated billing statement. Click the link to view the billing statement.
  • Subtotal – The total transaction count, total sales amount and total discount amount for the displayed discount grouping.

Manual Adjustments

The Manual Adjustments panel shows manual balance adjustments applied to the billing statement. These entries are used to increase or decrease the statement balance outside the standard transaction, fee or reserve calculations:

  • Description – A description of the manual adjustment.
  • Amount – Shows the value of the manual adjustment. Positive and negative amounts indicate whether the adjustment increases or decreases the statement balance.

Reserves

The Reserves panel shows withheld and released reserve amounts for the billing period. These amounts affect the reserve balance and may contribute to the Net Reserves value in the Summary panel.

  • Category – The reserve type. If it’s a released reserve from another billing period, you can click the link to the originating reserve entry in its associated billing statement.
  • Maturity Date – The date when the reserve is expected to be released, where applicable.
  • Rate % – The reserve rate percentage applied.
  • Amount – The amount withheld in reserve or released from reserve.
  • Total Reserve Balance – The total reserve balance for the billing statement.

Download billing statements

To download billing statements:

  1. Search for billing statements.
  2. To export all your statements in a single CSV, Excel, or PDF file, click the Export All Files button to the right and select the corresponding option.
  3. To export a specific statement, locate it statement in the results table, then click Actions to the left of it and choose your preferred file format. The PDF option mirrors the standard statement layout, while the other options generate an EPA report in different formats.
  4. You will be redirected to the Export Files page, where the file will be generated. Refresh the page to update the Status, and once it’s Completed, click the Download button to save the file to your device.

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