This article on Transactions applies only to the Advanced Billing workflow. For Transactions in the Maxio Platform workflow, go to this article.
You can use Transactions in Advanced Billing to review, filter, and export all financial activity across your Subscriptions. Transactions help you analyze Invoices, Payments, Credits, and Refunds, customize the data you see, troubleshoot Customer billing issues, and prepare accurate financial reports. This article explains how to search, filter, sort, customize columns, export results, and understand special behaviors for Grouped Subscriptions.
The Transactions tab provides a bird’s-eye view of all Transaction activity across your Subscriptions. You can perform several tasks:
- Filter Transactions within a specific date range
- Search for a specific Subscription, Transaction, Customer, or amount
- Filter by Transaction status or Product
- Customize your results by adding or removing columns
- Review results by Transaction type, such as Invoices or Payments
- Export Transaction data so you can slice and dice information as needed
The Transactions tab houses all Transactions associated with your Advanced Billing site. The most recent Transactions appear at the top. As you scroll down, older Transactions appear. You can choose from five pages: All, Invoices, Payments, Credits, or Refunds. To see every Transaction in one view, use the All page. To focus on a specific type, such as Invoices, select the corresponding tab.
Add or Remove Columns
The screenshot above shows the default columns on the Transactions tab. Each Transaction type appears on its own page. The table below describes the default columns and where each column is available.
| Column | Description | Relevant Pages |
| Consolidation Level | Displays an icon for all Invoice Transactions indicating whether the Invoice is normal, consolidated, or a consolidated segment. This column does not have a header, but it appears in the column selector. | A, I |
| ID | The unique identifier for the Transaction. Prefixes indicate type: INV for Invoice, PMT for Payment, CN for Credit, RFD for Refund. | A, I, P, C, R |
| Customer | Displays the Customer Organization name if available, otherwise the Customer first and last name. | A, I, P, C, R |
| Date | The date of the Transaction. Invoice Transactions display the issue date. Payments, Credits, and Refunds display the creation date. | A, I, P, C, R |
| Type | The Transaction type: Invoice, Payment, Credit, or Refund. | A, I, P, C, R |
| Product | The Product associated with the Subscription. | A, I, P, R |
| Status | Indicates whether the Transaction was successful. | A, I, P, C, R |
| Amount | The Transaction amount formatted in currency. | A, I, P, C, R |
| Amount Due | The outstanding amount of an Invoice Transaction. Only Invoice Transactions include this attribute. | I |
A = All, I = Invoices, P = Payments, C = Credits, R = Refunds
Use the column selector to add or remove columns as needed. Click the More Options icon on the right side of the header bar to open the selector.
The table below lists additional columns you can add.
| Column | Description | Relevant Pages |
| Due Date | The Invoice due date. Only Invoice Transactions include this attribute. | A, I |
| Subtype | Indicates how the Transaction was generated. Invoice: automatic, remittance Payments: automatic, external, prepayment Credits: migration, component downgrade, void, refund, service, general Refunds: regular, external | A, I, P, C, R |
| Memo | A note about the Transaction. | A, I, P, C, R |
| Last Four | The last four digits of the credit card used. Only Payment Transactions include this attribute. | A, P |
| Subtotal | The Invoice amount for Product and component charges. Included for Invoices and Credit notes. | A, I, C |
| Discounts | The discount amount on the Invoice or Credit note. | A, I, C |
| Taxes | The tax amount on the Invoice or Credit note. | A, I, C |
| Subscription | The Subscription identifier associated with the Transaction. | A, I, P, C, R |
A = All, I = Invoices, P = Payments, C = Credits, R = Refunds
Filtering
You can use Advanced Billing filters to control which Transactions appear in the list. Filtering helps narrow down results and is especially useful before exporting. Amount and date filters appear on the page, and additional filters are available through the More Filters button.
| Filter | Description | Relevant Pages |
| Amount | Filter by a specific Transaction amount. Results include positive and negative values that match your criteria. | A, I, P, C, R |
| Date Range | Filter Transactions by date range. | A, I, P, C, R |
| Due Date Range | Filter by the Invoice due date range. | I |
| Transaction ID | Search for a specific Transaction. You can include the prefix or search by number only. Searching “123” returns both PMT-123 and INV-123. Exact number matches only. | A, I, P, C, R |
| Subscription ID | Filters for Transactions linked to a specific Subscription. Supports only one Subscription ID. | A, I, P, C, R |
| Customer | Search for one or more Customers and view associated Transactions. | A, I, P, C, R |
| Product | Filters by the Product on the Subscription. The report is not broken into Invoice Line Items, so only the primary Product appears. | I, P, R |
| Last 4 of Credit Card | Filters Payment Transactions by credit card last four digits. Limited to one value. | P |
| Invoice Status | Filters by one or more Invoice statuses. You cannot filter across Transaction types. Invoice status definitions appear here. | A, I |
| Payment Status | Success, Payment processed and applied Failed, Payment that did not process | A, P |
| Credit Status | Issued, Service Credits that have been issued Applied, Credit note applied to an Invoice Open, Credit note generated but not yet applied | A, C |
A = All, I = Invoices, P = Payments, C = Credits, R = Refunds
Pagination
Transactions in Advanced Billing are paginated with 50 Transactions per page. Use the page numbers at the bottom of the list to navigate. Each sub-page, Invoices, Payments, Credits, and Refunds, displays up to 500 rows. If your filtered data exceeds 500 records, the export still includes all results.
View the total number of Transaction pages in Advanced Billing.
Exporting
You can export Transaction data from the Transactions tab. Results are limited to the filters applied at the time of export. For details on which data appears in the export, see the documentation here.
Grouped Subscription Considerations
Transactions processed as part of Grouped Subscriptions function differently from stand-alone Subscriptions. This section explains how they appear on the Transactions tab.
- Invoices, All Invoices appear on the Transactions tab and show an icon indicating whether each Invoice is normal, consolidated, or a consolidated segment. When reviewing totals, remember that parent and child Invoices appear separately. For example, INV-11 for $250 consolidates segment Invoices INV-12 for $200 and INV-13 for $50. The list shows all three, totaling $500, even though the actual balance impact is $250. You can use the Consolidation Level column in exports to filter as needed.
- Payments, Payments applied to a consolidated Invoice are reposted to the segment Invoices. Using the example above, PMT-1 is applied to INV-11 for $250. Two additional Payments are created, PMT-2 for $50 to reapply amounts to child Subscriptions, and PMT-3 for $50 applied to Customer B. These additional Payments include memos explaining the action, such as Splitting payment with other subscriptions on INV-11.
- Credits, Credit Transactions are created at the child account level. For example, CN-22 applied to INV-123 appears on the consolidated Invoice INV-122.
- Refunds, Refunds follow the same logic as Payments. Refunds applied to consolidated Invoices generate additional Refunds for segment Invoices. Memos indicate why the Refund was generated, such as Splitting refund with other subscriptions on INV-11.
FAQ
Can you filter based on multiple criteria? Yes. You can combine multiple filters. Some filters support multiple selections, such as Customer and Product, while others, like Transaction ID, allow only a single value.
Can I identify remittance versus automatic Invoices? Yes. The Subtype field indicates whether an Invoice is remittance or automatic.
How do I locate my exports? Click your user name in the upper right corner, then select Downloads.
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