Sale/Payment Export

The Sale/Payment Export is designed to provide detail on all sales within a date range, complete with contributor contact and linked payment information.

Running the Report

To access the export, navigate to Reporting > Post Event Reports > Sale/Payment Export > CSV Download

Select a date range of transactions to include. Default dates will span from the first transaction to today's date.

The CSV file will be saved in your browsers downloads folder. Double click the file to open.

Exported Rows

• The export will generate one row per SALE when there is a single payment attached to a sale.
• The export will generate one row per PAYMENT when there are multiple payments attached to a sale.
• The export will generate one row per BALANCE DUE when the sale has a remaining balance due.
  When a sale has multiple payments, the Fair Market Value, Sale Price, Tax, and Total will be split proportionally to the payment amounts. This ensures that each payment receives the correct valuation in proportion to the overall package.

For example, here we have three packages, with identical values of $500.00 and sale prices of $1,000.00.

• Package 1 sold for $1,000.00 plus tax. It has a single payment for the full amount, so it has one row with the full value for the package.
• Package 2 sold for $1,000.00 plus tax. It has two payments (one for 60% of the sale and the other for 40% of the sale) so it has two rows with proportionally adjusted FM Value, Sale Price, Tax, and Total.
• Package 3 sold for $1,000.00 plus tax. It has not been paid for, so we see BALANCE DUE in the payment type column.

Special Cases

Refunds where the sale has been deleted

All payments are associated to sales in the system. When a contributor requests a full refund, the associated sale should be deleted to eliminate the balance due. However, the original payment authorization will still incur the processing fees, and the refund will also incur a $0.25 authorization fee. To account for these fees in the export, we insert two rows labeled "REFUND". Here, the first row is the refund and the second row is the original authorization.

Chargebacks

When a chargeback is initiated by the cardholder, the organization is notified so they may provide evidence to dispute the claim. In the meantime, the funds are withdrawn from the organizations bank and is returned to the cardholder. When this occurs, AES is notified of the withdrawal and we update the system to account for the chargeback. For example, here we see the original payment of $30.00 and the subsequent chargeback which incurs a $25.00 fee.

In the export, you will continue to see the original sale, but the payment, processing fees, and net deposit amounts adjusted to reflect the chargeback. You will also notice the two seperate deposit ID's and dates are accounted for here.

Incomplete Payments

Any payments that occurred prior to the software release date of 7/16/2025 will show as INCOMPLETE in the export file. This indicates that there are payments found for this contributor, but they have not been attached to specific sales yet. The export will display them as INCOMPLETE until each payment is attached to it's matching sale. To correct this issue and get a complete export file, please follow instructions here: Connecting Incomplete Payments to Sales

Exported Columns

Event/Campaign Information

• Event ID

Contributor Information

• Event Contributor ID
• Alternate ID
• Individual/Company
• Bidder Number            
• First Name      
• Last Name      
• Address 1        
• Address 2        
• City      
• State   
• Zip        
• Cell Phone      
• Email  
• Company/Sponsor Name     
• Affiliation Type              
• Contributor Type         
• VIP        
• Table Number               
• Table Name    
• Notes From Check-In              
• Group

Sale Information

• Purchase ID    
• Package Number        
• Package Name             
• Package Type
• Category          
• Coupon Code
• Fair Market Value          
• Sale Price         
• Qty       
• Tax Total            
• Total Sale

Payment Information

• Payment Amt
• Payment Type
• Last4/Check No           
• Payment ID      
• Processing Fee
• Net Amount
• Deposit ID
• Deposit Date
• Funding Status
• Invoice No       
• Approval Code             
• Payment Date/Time  
• Entered By      
• Balance Due  
• Notes From Check-Out

Pickup Information

• Pickup Status
• Pickup User Name    
• Picked up on