The Payment by item report shows how much money was exchanged between you and your clients, and why that money was exchanged.

It includes all payment, refund and payment cancellation transactions during a given date range, along with the invoice/credit memo number and the ledger code of each item to which the transaction is reconciled.

Below are important details about this report's characteristics.

📑 Columns and rows

Include additional columns of data such as (but not limited to): taxes charged on the item invoiced, basic person information, Workstation, membership, etc. Each report generates up to 10 000 row of data.

Unlike other payment reports, this report details how each transaction was applied.


⚠️ Reconciliation affects the report

The Payment by item report relies on accurate reconciliation. If you delete a reconciliation and reconcile the transaction(s) to something new, the data in this report changes. Only admins with an understanding of how reconciliation affects your reports should be allowed to modify them.

If a transaction isn't reconciled with an invoice item or credit memo

If a payment isn't reconciled to an invoice or credit memo (or at all), it still appears in the report, albeit without additional details on how the transaction was applied.

If a transaction is partly reconciled

If a transaction is partly reconciled, the reconciled portion(s) appear on its own row(s) to show how it was applied.


💰 Amount (paid) & Transaction amount are not the same thing

You'll notice the Amount (paid) column appears by default, with the option to include the Transaction amount column. Don’t confuse the two.

  • Transaction amount is the total sum paid with 1 transaction ($500 credit card payment).

  • Amount (paid) column is the portion of payment applied to items (e.g., the same $500 credit card payment may have been applied to 5 separate $100 items).

To match this report to other payment reports, don't sum the Transaction amount column, as the same transaction may be listed in multiple rows. Rather, refer to the total under the Amount (paid) column.


💵 Tax 1, 2, 3

The Payment by item report provides columns for up to 3 different taxes, but you'll notice that the tax column name doesn't yet reflect the actual name of taxes charged at your organization.

The Tax column(s) shows the amount of tax invoiced on the item that was paid. It doesn't refer to the amount of tax paid. When an item is paid in full, it's safe to assume all the tax invoiced on the item was paid. However, in the case of partial payments, be sure not to count tax collected for every partial payment made.

  • Below, $26.05 of tax was invoiced on the $200 item. A partial payment of $150 was made. In the report, we see the partial payment and the total tax invoiced on the item that was paid.


✏️ What happens if you modify a ledger code

The Payment by item report always tracks the ledger code that was assigned to an item the moment that it was sold. If the ledger code assigned to an item is changed after the fact, it's recorded for future sales, but past sales that were recorded under the original ledger code are not changed, to maintain the most accurate history possible.

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