Transactions

The transactions section provides a complete view of all financial activity in your account. You can see payments, payouts, fees, and tax invoices in one place.

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Payments

Payments are collected when customers pay for their orders. The system supports multiple payment methods and handles the entire payment flow from initiation through to collection and payout.

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Payment flow

When a customer pays for an order:

1. Payment intent created — The system creates a payment intent for the order amount
2. Payment method selected — Customer chooses how to pay (PayTo, Card, or BECS)
3. Payment submitted — The payment is sent to the payment provider
4. Collection — Funds are collected from the customer’s account
5. Payout — Funds are paid out to you (the supplier)

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Payment methods

PayTo — Instant bank transfers. Payments are collected immediately when the customer authorises the payment. Card — Credit or debit card payments. Processed through the payment gateway and typically collected within a few seconds. BECS Direct Debit — Direct debit from the customer’s bank account. Takes 1-3 business days to process and collect.

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Payment status

Payment status shows where each payment is in the collection process:

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Failed payments

Sometimes payments fail to collect. Common reasons include:

• Insufficient funds — The customer’s account doesn’t have enough money
• Payment method issues — Invalid, expired, or restricted payment methods
• Bank processing errors — Temporary issues with the bank or payment provider
• Authorisation declined — The customer’s bank declined the payment

When a payment fails:

• The payment status is updated to “Failed”
• The order remains unpaid
• The customer can try paying again with the same or a different payment method

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Payouts

Payouts are how you receive funds from collected payments. Once a customer’s payment is successfully collected, a payout is automatically created to transfer those funds to your bank account.

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How payouts work

When a payment is collected:

1. Payout created — A payout is automatically created for the payment amount
2. Submitted — The payout is submitted to the payment provider
3. Processing — Funds are being transferred to your bank account
4. Paid — Funds have been successfully transferred to your account

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Payout schedule

Payouts are processed according to your payout schedule. The time between payment collection and payout depends on:

• Your payout schedule (daily, weekly, etc.)
• Bank processing times
• Business days (payouts may be delayed on weekends or holidays)

Payouts can be scheduled at different frequencies:

• Daily — Payouts are processed every business day
• Weekly — Payouts are processed on a specific day each week
• Monthly — Payouts are processed on a specific date each month

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Payout status

Payout status shows where each payout is in the transfer process:

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Bank account details

To receive payouts, you need to have valid bank account details configured in your supplier account. The system uses these details to transfer funds.

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Tracking payouts

You can track all your payouts to see which payments have been transferred to your bank account and which are still processing. Your payouts list shows:

• All payouts created from collected payments
• Current status of each payout
• Payout amounts
• Dates (created, submitted, paid)
• Related payment and order information

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Transaction activity

The activity view shows all transactions in chronological order, giving you a complete picture of money flowing in and out of your account.

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What’s included

The activity view combines:

• Payments — Customer payments collected
• Payouts — Funds transferred to your bank account
• Fees — Processing fees collected
• Other transactions — Any other financial activity

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Using the activity view

The activity view is useful for:

• Reconciliation — Match transactions with bank statements
• Audit trails — See the complete history of all financial activity
• Reporting — Export data for accounting or analysis
• Troubleshooting — Identify missing or unexpected transactions

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Transaction status

Each transaction shows its current status:

• Succeeded — Transaction completed successfully
• Pending — Transaction is being processed
• Failed — Transaction failed to complete
• Reversed — Transaction was reversed

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Tax invoices

Tax invoices are generated for orders and can be synced with accounting systems like Xero. They provide a record of sales for tax and accounting purposes.

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Invoice generation

Invoices are typically created automatically when:

• An order is placed
• A payment is collected
• You manually trigger invoice creation

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Invoice details

Each invoice includes:

• Invoice number
• Order details
• Line items (products and quantities)
• Pricing and totals
• Tax information
• Customer information
• Date and payment status

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Xero integration

If you have Xero connected:

• Invoices are automatically created in Xero
• Invoice numbers are synced between systems
• Payment status updates automatically
• You can view invoices in both FikaTrade and Xero

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Viewing invoices

You can view all invoices in the transactions section. Filter by:

• Date range
• Order number
• Customer
• Payment status
• Invoice number

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Collected fees

Collected fees are processing fees charged on payments. These fees are collected when payments are successfully processed and are shown separately from the payment amounts.

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Fee calculation

Fees are calculated as a percentage of the payment amount. The exact fee structure depends on:

• Payment method used (PayTo, Card, or BECS)
• Your account settings
• Any negotiated rates

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Viewing collected fees

The collected fees view shows:

• Fee amount for each payment
• Payment method used
• Date the fee was collected
• Related order and customer
• Payment status

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Fee status

Fees can have different statuses:

• Collected — Fee has been successfully collected
• Scheduled — Fee is scheduled to be collected when payment completes

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Viewing transactions

You can filter and sort transactions by:

• Date range
• Transaction type
• Status
• Amount
• Customer or supplier
• Order number

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Transaction details

Each transaction shows:

• Amount
• Date and time
• Status
• Related order (if applicable)
• Payment method used
• Customer or supplier information