This feature is available with all subscription plans:
- Standard
- Pro
- Expert
This article summarizes the order approval through bank deposit flow and how you can use the transaction report within your dashboard to reconcile bank disbursements.
MAY 2024 UPDATE - New Payments Section
We have added a Payments section to the merchant dashboard to simplify the reconciliation process. Read more here!
MARCH 2024 UPDATE - Reconciling Braintree and Adyen
We are in the process of adding support for multiple processors and are migrating to Adyen as our primary payment processor. During the migration, you will likely receive disbursements from both, Braintree and Adyen. To simplify the reconciliation, we highly recommend separating the disbursements.
Disbursements from Braintree will say "FUNDING" in the descriptor. Disbursements from Adyen will say "PAYOUT" or “A -<your-account-name>” in the descriptor.
When you pull your transaction report (instructions below) from the dashboard, you can use Column D 'Transaction Processor' to differentiate between Braintree and Adyen.
Please be aware, Braintree disbursements are generally deposited 1-2 business days after the disbursement date. Adyen disbursements are currently reflecting as deposited the same date as the disbursement date (after onboarding is complete).
Lastly, refunds processed through Braintree were separately withdrawn from your account, whereas refunds through Adyen will be deducted from your upcoming disbursement. You can filter the transaction report for refunded transactions (Column AI 'Order Status') to help with reconciling these amounts.
We are working on further enhancing the reporting around this and updating our knowledge base materials to reflect all changes.
If you believe you are missing any disbursements, please confirm that you have completed the steps outlined here to resume disbursements. If you are still having trouble reconciling, please reach out to our team at support@cityhive.net.
Disbursement Overview
When an order is approved, we immediately send it for settlement to Adyen. Transactions are submitted for settlement each day and disburses around 11:30pm ET. Deposits are typically two business days after a transaction settles.
In summary, you can expect to see funds deposited to your bank about two business days after an order is approved.
Transaction Reports
Utilize transaction reports to reconcile your bank disbursements to your orders. This is found in the Overview Section of your dashboard, by selecting Reports.
You have the ability to download reports from the All Reports section as it will showcase all report activities. If you prefer to use what you have used in the past, you can go to Legacy Reports to proceed!
City Hive transaction fees, credit card fees, and insurance fees (if applicable) are deducted prior to disbursement for each transaction (i.e., for each order). These details can be reviewed in your report.
Downloading the Transaction Report
Follow the steps below to download the transaction report. This will go over how to download from the All Reports section.
1. Begin on Overview > Reports and go to All Reports or Legacy Reports at the top depending on how you prefer to search
2. Go to Transaction Report in the middle of the page and click "Get Report"
2. Go to Transaction Report in the middle of the page and click "Get Report"
3. Choose how you would like to filter the date range. For example, if you select, Get Range By "Disbursement Date," this means that only orders disbursed within the date range that you select will be included
4. Choose the date range that you would like to review. You can also scroll down to the bottom and choose "Custom" if you would like to select your own date range 
We recommend waiting at least three business days after an order is accepted to review your bank deposits against the Transaction Report.
E.g., You can run this report by disbursement date on Wednesday to account for the orders between Sunday and Saturday of the prior week. This allows Friday night and Saturday’s transactions to have been disbursed on Monday and deposited to your bank by Tuesday.
E.g., You can run this report by disbursement date on Wednesday to account for the orders between Sunday and Saturday of the prior week. This allows Friday night and Saturday’s transactions to have been disbursed on Monday and deposited to your bank by Tuesday.
5. Go to Details and click the small down arrow to add or remove details from your report. For example: You would like to see what the driver's were tipped for orders. You can add that detail and driver name to the report. See more information below in the Transaction Report Details section
6. Select "Get Report" once you have everything you want for the report
7. Select "Download" to get the report
If you would like to review a report for a different date range, please make sure to refresh the page prior to selecting the new date range.
Reconciling Bank Disbursements
We recommend opening the CSV file using Excel or Google Sheets. To review your transactions against your bank disbursements, create a pivot table following the steps below:
1. Select all of the data in the spreadsheet (Ctrl+A)
2. Select Insert > Pivot Table > OK
3. Set up the pivot table to include the Disbursement Date as a Row and the Sum of Disbursed to Your Account as a Value, as shown below
4. Reconcile the disbursement amounts to the deposits in your bank account. As a reminder, deposits typically occur one business day after disbursement
Transaction Report Details
You can add or remove columns in the transaction report by clicking the down arrow under the details section. Then you can select which Customer, Price, Product, or Order Information details you would like to include in the report.
The table below provides an overview of the columns that can be included in the transaction report:
Column
|
Definition |
|
Time
|
Local time the order was placed
|
|
Order ID
|
City Hive ID for the order
|
|
Transaction ID
|
ID provided by our Processor (Braintree), one order can have multiple Transaction IDs (e.g., if processing refunds)
|
|
Merchant Name
|
Name of the merchant that processed the order
For chains, this specifies the location that processed the order
|
|
Merchant ID
|
ID of merchant who processed the order
|
|
Confirmed At
|
Local time the order was approved
(Note: This action submits the order for settlement)
|
|
[Subtotal, Discount, Delivery Fee, Shipping Fee, Tax, Tip, Total] Price When Confirmed
|
This is a snapshot of the prices at time of confirmation
|
|
Sub-Total Amount
|
Sub-total amount of the order
|
|
[First Time, City Hive, Other] Coupon
|
Coupon amount if a coupon of specific type was applied
|
|
Referral Discount
|
Discount amount from a referral code
|
|
Split Coupon City Hive
|
City Hive’s portion of the split coupon
|
|
Split Coupon You
|
The merchant's portion of the split coupon
|
|
Coupon Name
|
Name of coupon
|
|
Underlying Discount Rule
|
These are automatic discounts of the store. This shows the price of any auto discounts that were applied
|
|
Underlying Discount Name
|
Name of automatic discount
|
|
Manual Discount
|
Price of discount that is applied through the Universal Dashboad
|
|
Discounted Subtotal
|
Subtotal amount less any applied discount
|
|
Store Credit Used
|
Amount of store credit applied to this order
|
|
Tax Amount
|
Amount of taxes
|
|
Tip Amount
|
Amount of tip
|
|
Delivery Fee
|
Amount of delivery fee
|
|
Shipping Fee
|
Amount of shipping fee
|
|
Drivers Tip
|
Amount applied to driver
|
|
Delivery Driver
|
Name of delivery driver
|
|
Delivery Service Fee
|
Fee from the delivery service used
|
|
Delivery Service Name
|
Name of delivery service used
|
|
City Hive Fee
|
Amount of City Hive fee for the order
|
|
Credit Card Fee
|
Amount of Credit Card Fee for the order
|
|
Fraud Insurance
|
Amount of Insurance Fee for the order
|
|
Total Amount
|
Total amount charge to the customer
|
|
Total Collected
|
Total amount to be disbursed to merchant (this amount will populate prior to disbursement, whereas "Disbursed to Your Account" will only populate after disbursement occurs)
|
|
Standing Balance
|
Total amount without City Hive Credit
|
|
Disbursement Date
|
Date the transaction was disbursed
|
|
Disbursed to your account
|
Final amount that was disbursed to the merchant's bank account
|
|
City Hive Credit
|
Amount of city hive credit applied to the order
|
|
Disbursement Plus City Hive Credit
|
Disbursement amount plus the credit earned from city hive discount credit
|
|
Number of Products
|
Number of products in the order
|
|
Product Barcodes
|
List of barcodes on this order
|
|
Product Names
|
List of names of products on this order
|
|
Original Product Quantity
|
Number of products before order edit
|
|
Original Product Subtotal
|
Sub-total of order before edit
|
|
Current Product Quantity
|
Number of products after edits
|
|
Current Product Subtotal
|
Sub-total of order after edit
|
|
Order Status
|
State the order is in (Confirmed/Declined/Refunded)
|
|
Order Type
|
What type of order (Shipping/Delivery/Pick Up)
|
|
Order Options
|
List of order options applied to this order
|
|
Customer Address
|
Address of customer
|
|
Customer Address District
|
County of customer’s address
|
|
Customer Phone Number
|
Phone number of customer
|
|
Customer Email
|
Email of customer
|
|
Customer Name
|
Name of customer
|
|
Tracking Number
|
Tracking number of shipping order
|
|
Weight x Size
|
Dimensions and weight of package
|