About This Guide {#about_this_guide} ==================================== This section describes this guide and where to find further information. Audience and Purpose : This guide is intended for merchants on the Visa Acceptance platform. Conventions : This statement appears in this document: > An *Important* statement contains information essential to successfully completing a task or learning a concept. This guide instructs you on the introductory processes and best practices for the partner platform, and it provides you with the core processes necessary to use it effectively. It also contains training on the tools and systems designed specifically for partner workflows, such as how to create, view, and manage one-time and recurring reports and describes how they integrate with platform processes and features. Recent Revisions to This Guide {#reference.dita_bf7f009c-6cb6-42c4-9fc7-edcc89310910} ===================================================================================== 26.06.5 ------- Added Reports Reference Information. : Updated documentation content for the platform's release to include Reports reference information and expanded "Managing Recurring Reports" section. 26.04.23 -------- Previous platform Version. : Initial release. {#reference.dita_bf7f009c-6cb6-42c4-9fc7-edcc89310910_dl_igx_rjq_ljc} What Are Reports? {#vas-smb-what-are-reports} ============================================= Reports provide detailed information about your payment processing activities, helping you track transactions, reconcile payments, and maintain business records: Track Transactions : View all payment activities in one place. Reconcile Payments : Match transactions with bank deposits. Monitor Processing : Identify successful and failed transactions. Maintain Records : Keep detailed records for accounting and compliance purposes. All reports are retained for 12 months. They are automatically deleted after this time period. Download and save reports regularly to maintain records. Access Reports {#vas-smb-accessing-reports} =========================================== Follow these steps to view and manage your generated reports: 1. Log in to the platform. 2. Click **Reports**. The Reports landing page opens listing all generated reports. Report Status Indicators {#vas-smb-report-status} ================================================= Us this list as a quick reference for report status indicators: Ready : Report is complete and available. Processing : Report is being generated. Queued : Report is waiting to start processing. Error : Report generation failed. Review error details, verify date range, and try again. No Data : No transactions were found for date range. Verify date range and whether there was activity during that period. Report Generation Options {#vas-smb-report-generation-options} ============================================================== One-time and recurring reports have different generation processes: One-Time Reports ---------------- Generate a report for a specific date range. Used for impromptu analysis, historical reviews, or specific inquiries. Recurring Reports ----------------- Automatically generate reports on a schedule (daily, weekly, or monthly). Use for regular reconciliation, ongoing monitoring, and automated workflows. You can have a maximum of 20 active recurring reports. You can pause or delete unused reports to stay within this limit. Report Formats {#vas-smb-report-formats} ======================================== Reports are available in two formats: CSV : Open in Excel, Google Sheets, or other accounting software. Use for data analysis and spreadsheet manipulation. XML : Structured data format for system integration. Use for automated processing and technical applications. Report Types {#vas-smb-report-types} ==================================== Four essential report types are available: Transaction Request : Transaction request reports gather daily transaction-level details, including authorization results, customer information, and transaction status. They collect customer inquiries, audit trails, and complete transaction histories. Payment Batch Detail : Payment batch detail reports are daily transaction-level reports of sales and refunds submitted for settlement. They combine settlement tracking, batch reconciliation, and funding prediction. Processor Events Detail : Processor events detail reports collect payment notifications from your processor for events like chargebacks, refunds, and adjustments. They monitor chargebacks, track refunds, and handle exceptions. Transaction Exception Detail : Transaction exception reports track detail failures that occur after follow-on transactions are submitted to the payment gateway. Use them to investigate errors, resolve problems, and monitor quality. Create a Report {#vas-smb-report-configuration} =============================================== When creating a report, you must configure its fields to choose the report's name, time-based data range, the report content, and how the report generates. Name the Report {#vas-smb-report-name-config} ============================================= Enter a unique, descriptive name for your report. Follow these steps to name a report: 1. Click the Reports tab. 2. Click **Create report**. 3. Click the **Report type** drop-down menu, and choose the report type. 4. Enter the report name. #### ADDITIONAL INFORMATION To avoid a duplication error, ensure that the report's name is unique. Still-processing reports are also considered for the name's uniqueness. When these steps are complete, continue to [Choose a Schedule](/docs/anetvap/en-us/smb-partner/merchant-boarding/all/na/vas-smb-reports-user-guide/vas-smb-create-a-report/vas-smb-report-schedule-options.md ""). Choose a Schedule {#vas-smb-schedule-options} ============================================= This table provides information regarding the frequency of reports: * |--------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | **One-time** | This frequency is selected by default. Choose one of the following data data ranges: * **Last day**: All data from the most recent completed day's 24 hours, from 00:00 to 23:59 system time. * **Last week**: All data from the most recent completed week, from Monday 00:00 to Sunday 23:59 system time. * **Last month**: All data from the most recent completed calendar month, from the first day at 00:00 to its last day at 23:59 system time. * **Custom**: All data from a custom date range. Enter a start date and time and an end date and time. {#vas-smb-schedule-options_ul_nw3_n2l_mjc} | | **Daily** | Choose which time of day the report will begin processing from the drop-down menu . This range contains data from the previous 24 hours. | | **Weekly** | Choose a day of the week, and click the drop-down menu to choose which time of day the report will begin processing. This range contains data from the past 7 days. | | **Monthly** | Click the **On the** drop-down menu to choose the date. Click the **At** drop-down menu to choose the time. The chosen date and time determine when the report will begin processing. This range contains data from the past month. | [Report Frequency Choices] For custom ranges, the default start time is 12:00 AM, but you can change it to any valid time. The entered date range cannot exceed 31 days. Only the data from the past 12 months is available, and future dates are not valid. When your report frequency is chosen, continue to [Generate the Report](/docs/anetvap/en-us/smb-partner/merchant-boarding/all/na/vas-smb-reports-user-guide/vas-smb-create-a-report/generate-report.md ""). Generate the Report {#generate_report} ====================================== Follow these steps to complete and generate your report: 1. Click **CSV** or **XML** to choose the file format of the report. * *.CSV*: Recommended. Opens in Excel, Google Sheets, and most other spreadsheet software. * *.XML*: Best for technical users or system integration. 2. Click **Generate report** . A message stating *Your report is processing* appears, and the report should populate at the top of the list with the status **Processing**. #### ADDITIONAL INFORMATION If you receive the error message *Failed to create report.* , recreate your report. If you receive the error message *Duplicate report exists.*, ensure that there are no other reports with the same name or other overlapping parameters. Managing Reports {#managing_reports} ==================================== This section describes how to view, search, filter, and download reports and how to manage recurring reports. Viewing Reports {#vas-smb-viewing-reports} ========================================== The Reports landing page has a default view showing the past 30 days, with 10 reports per page, sorted by most recent first. It displays all generated reports in a table with these columns: Created on : Date and time when the report was requested or generated. Report name : The name assigned to the report. Report type : Transaction Request, Payment Batch Detail, Processor Events Detail, or Transaction Exception Detail. Schedule : One time, Daily, Weekly, or Monthly. Data from / Data to : Start and end date and time of the data range. Status : Current status (Ready, Processing, Queued, Error, No Data). Actions : Three-dot menu ( ![]() ) for downloading and viewing details. Search, Filter, and Sort Reports {#vas-smb-search-filter-sort} ============================================================== Use the search field to find reports by name, type, or date. Results filter as you type. Search is not case-sensitive, and partial matches are accepted. Follow these steps to search, filter, and sort reports: 1. Click the Reports tab. #### ADDITIONAL INFORMATION * Optional) Click the date range drop-down menu with the default value **Last 7 days** , and select **Last day** , **Last 30 days** , **Last year** , or **Custom** to alter the date range for reports. When you select the **Custom** date range, enter the values for the start date and end date, and click **Apply** to display reports in the custom range. * (Optional) To organize the table based upon a specific column value, click one of the following column titles: Date created, Report name, Report type, Schedule, Data date range, or Status. To display the most recently created report based upon its data date range, click the **Data date range** column title once, a second time for oldest created, and a third time to reset to default. * (Optional) To search for a report, click the **Search reports by name, type or date** field, and enter a report's name, type, or date. * (Optional) Click the **Per page** drop-down menu to choose the number of reports to display in the table. 2. Click the three-dot menu icon ( ![]() ) in the **Actions** column next to a report to download it and view its details. #### ADDITIONAL INFORMATION The file downloads in the *.csv* or the *xml* file format. The option you choose when you create the report determines the download format. The file has the same name as the report. Download a Report {#vas-smb-downloading-reports} ================================================ Follow these steps to download reports: 1. Find a report in the table, and click the three-dot menu ( ![]() ) in the Actions column. 2. Choose **Download** . The file downloads in the format that you choose (*.csv* or *.xml*). * You can download only those reports with a Ready status. * You can download the same report multiple times. * Downloaded files are saved to your browser's default download location. * The file name matches your report name. * Reports are deleted after 12 months. Managing Recurring Reports {#vas-smb-managing-recurring-reports} ================================================================ This section describes how to access the Manage Recurring Reports interface to view and manage your recurring report schedules. Edit a Recurring Report {#vas-smb-editing-recurring-report} =========================================================== Modify frequency, timing, or file format for a recurring report. 1. At the top of the Reports page, click **Manage recurring reports**. 2. Fine the recurring report in the list, and click the three-dot drop-down menu ( ![]() ). 3. Choose Edit. 4. Modify frequency, timing, or file format, and click Save. Report type and name cannot be changed. To change these fields, delete the recurring report and create a new one. Pause a Recurring Report {#vas-smb-pausing-recurring-report} ============================================================ The Pause funtion temporarily stops report generation without deleting the schedule. Follow these steps to pause a report: 1. Click the three-dot drop-down menu ( ![]() ) for an Active report. 2. Choose Pause. 3. Confirm within the dialog box that appears. Paused reports remain in your list but do not generate on schedule. They still count towards your 20-report limit. Resume a Paused Report {#vas-smb-resuming-paused-report} ======================================================== Follow these steps to resume a paused report: 1. Click the three-dot drop-down menu ( ![]() ) next to a Paused report. 2. Choose Resume. The report becomes active and will generate at the next scheduled time. 3. Confirm within the dialog box that appears. Delete a Recurring Report {#vas-smb-deleting-recurring-report} ============================================================== Follow these steps to permanently delete a recurring report: 1. Click the three-dot menu drop-down ( ![]() ). 2. Select Delete. 3. Confirm within the dialog box that appears. #### RESULT Deleting a recurring report cannot be undone. Previously generated reports remain available until they expire after 12 months. If you will need the report again, use Pause rather than Delete. Managing the 20-Report Limit {#vas-smb-managing-report-limit} ============================================================= This section describes tips for managing the 20-report limit for simultaneous recurring reports. Pause Unused Reports : Temporarily pause reports you do not currently need. Delete Obsolete Reports : Remove reports that are no longer useful. Consolidate : Use comprehensive report types in place of multiple reports of limited scope. Adjust Frequency : Change daily report frequency to weekly where appropriate. Use One-Time Reports : Create one-time rather than recurring reports where appropriate. Regular Review : Regularly review recurring reports to determine which are still pertinent, and remove those that are not. Report Reference Guide {#reports_reference_guide} ================================================= The following reference materials provide important information that can be easily accessed concerning reports, common terms, and best practices. When to Use Each Report Type {#vas-smb-quick-ref-report-types} ============================================================== This section provides examples of which report type might best fit specific tasks. Transaction Request Report : See all transaction activity and details. : Look up a specific customer transaction. Payment Batch Detail Report : Track which transactions were batched for settlement. : Reconcile transactions with bank deposits. Transaction Exception Detail Report : Investigate failed transactions and errors. : Troubleshoot processing problems. Processor Events Detail Report : Monitor chargebacks, refunds, and processor events. : Understand unexpected account adjustments. Report Constraints {#vas-smb-key-limitations} ============================================= These are important limitations and constraints to reports: Report retention : Reports are automatically deleted after 12 months. Active recurring reports : Recurring reports are limited to an active maximum of 20 reports simultaneously. Custom date range : Custom report date ranges cannot exceed 31 days. Historical data access : Only 12 months of historical data is available. Processing time : Reports can take between 15 minutes and several hours to process. Daily recurring reports : Daily recurring reports typically require 6 hours from the scheduled time to generate. Report name : Report names must be unique and cannot be edited. Report type : Report types cannot be edited. Glossary {#vas-smb-glossary} ============================ Batch : A group of transactions submitted together to the payment processor for settlement. CSV : Comma-Separated Values: a file format that opens in spreadsheet applications. Lookback Period : The time period from which a recurring report retrieves data (for example, the previous 24 hours for daily reports). One-Time Report : A report generated once for a specific date range. Processor Events : Notifications from the payment processor about chargebacks, refunds, adjustments, and other post-transaction events. Recurring Report : A report that generates automatically on a regular schedule (daily, weekly, or monthly). Reconciliation : The process of matching transaction records with bank deposits to ensure accuracy. Settlement : The process of transferring funds from the customer's bank to the merchant's bank account. XML : Extensible Markup Language: a structured data format used for system integration.