Generate a Transaction Report

Applicable to: All Administrators

Application(s): Admin Portal > Reports > Financial

This article will cover the following:

1. Understanding what transaction data is included
2. Generating your transaction report
3. Using transaction data for financial reconciliation
4. Understanding transaction report fields

Related articles:

• Generate reports for your organisation - All available reports by category
• Generate a Payout Report - Track transfers to your bank account
• Generate an Orders Report - Product and registration sales data

Overview

The Transaction Report provides detailed information on all financial transactions processed through your organisation in PlayHQ. This includes registrations, product sales, voucher redemptions, and payment processing details.

Use this report for financial reconciliation, understanding payment methods, and tracking voucher usage across your competitions and programs.

What's included in this report

Your transaction report includes every payment processed through PlayHQ:

• Registration payments - Competition, program, and membership fees
• Product orders - Merchandise, fundraising, social memberships, and individual payment requests
• Processing details - Transaction dates, amounts, fees, and status
• Participant information - Who made each payment and when

Step-by-step instructions

Generate the report

1. Navigate to Reports
   1. Go to Admin Portal > Reports
   2. Select Financial tab
   3. Choose Transaction Report
2. Configure date range
   1. Choose the relevant Date Filter (e.g. by Transaction or Payout)
   2. Select your Start Date and End Date for the reporting period
      • Tip: For monthly reconciliation, use first and last day of the month by Transaction Date
3. Generate and download
   1. Click Generate button
   2. Report processing will begin - you'll see a progress indicator
   3. Go to Generated Reports tab when complete
   4. Click Download to save as CSV format

⚠️ Important: Large date ranges may take several minutes to process. You'll receive a notification when your report is ready.

Using transaction data for reconciliation

Match with bank statements

• Net Amount column shows funds deposited to your account
• PlayHQ Fee column shows platform processing charges
• Payout Date indicates when funds were transferred

Track discounted fees by voucher usage

• Voucher Name and Voucher Amount show discount usage
• Government Voucher columns track discount vouchers issued by Australian state governments and redeemed for kids sport participatio

Understanding report fields

The Transaction Report includes detailed information for each payment:

Transaction Details

• Date - When the transaction occurred
• Organisation - Your organisation name
• First Name / Last Name - Participant who made payment
• Profile ID - Unique PlayHQ identifier
• Order Number - Reference for the transaction

Payment Information

• Total Sale Amount - Full amount before discounts
• Discount Amount - Total discounts applied
• Net Amount - Amount deposited to your account
• PlayHQ Fee - Platform processing fee
• Payout Status - Transfer status to your bank

Product & Registration Details

• Product Name - What was purchased (registration, merchandise)
• Membership Type - Type of membership or registration
• Season Name - Which season the transaction relates to
• Competition - Specific competition if applicable

Voucher Tracking

• Voucher Name - Name of promotional voucher used
• Voucher Amount - Discount amount applied
• Government Voucher Name/Amount - Australian state government voucher details redeemed

Common use cases

Monthly financial reconciliation: Generate report for previous month, compare Net Amount total with bank deposits, verify PlayHQ fees match your records.

Payment method trends: Review payment methods to understand participant preferences and identify opportunities to streamline registration processes.

Frequently asked questions

How do I reconcile this report with my Payout Report? The Transaction Report shows individual payments, while the Payout Report shows grouped bank transfers. Use the Payout ID field in the Transaction Report to match each bank transfer with specific transaction details.

Can I see refunds in this report? No, refunds are captured outside of PlayHQ and won't update in these reports.

How far back can I generate transaction reports? Reports can include data from when your organisation first started using PlayHQ. Reports can include up to 12 months of data. For very large date ranges, consider generating multiple smaller reports.

Next steps

After generating your Transaction Report:

• Compare with Payout Report to verify bank transfer amounts
• Use Orders Report for product-specific sales analysis
• Check Government Vouchers Report for detailed Australia state government voucher program redemptions

Need to generate other reports? Return to Generate reports for your organisation to see all available options.