Roles required: FinanceAR Full or FinanceAR Read. This is the same access already needed to view customer receipts, so no additional role is needed for the gateway information described here.

Gateway Status is the record of what your payment processor did with a customer payment after the payment was accepted. A card or eCheck payment that succeeds at the moment of charge has not yet reached your bank. It settles in a batch later, and an eCheck can still be returned by the account holder's bank days after that. Gateway Status follows each payment through those stages and records the result on the receipt.

PCR Educator records Gateway Status for payments processed through Authorize.net and Stripe. For Authorize.net, a nightly process reads settlement results back from the processor. For Stripe, the processor notifies PCR Educator when a payment fails after acceptance.

Statuses

Pending. The payment was accepted by the processor and has not settled yet. Card payments normally settle the same night. eCheck payments normally settle in one to four banking days.

Settled. The payment settled in a processor batch. The settlement date and batch reference are recorded on the receipt.

Returned. The bank returned the payment after it settled, for example for insufficient funds or a closed account. The return code and the date of the return are recorded.

Failed. The processor rejected the payment.

Held for Review. The processor is holding the payment for fraud review.

Voided and Refunded. The payment was voided or refunded at the processor.

Unknown. The processor reported a status PCR Educator does not recognize. Treat these as items to review by hand.

Seeing gateway information on the receipts list

Navigate to Finance > AR > Receipts. Four columns are available and hidden by default: Gateway Status, Gateway Settlement Date, Gateway Batch and Gateway Return Code. Click the settings icon above the grid, check the columns you want, and click Apply. Your selection is remembered for your user.

The same four fields are available in the search bar, so you can filter the list on them and save the search.

Note: A receipt that has been voided does not appear in the list unless you check include all. When you search for returned payments that have already been processed, check that box, or the list will look empty.

Seeing the full history for one receipt

Open a receipt from the list, then choose Gateway from the receipt menu. The page shows the current gateway values for the receipt, including the transaction id, batch reference, settlement date, return code and description, and when the status was last checked.

Below that, Gateway Events lists everything that happened to the payment in order, with the date, the source of the event, and a description. A returned eCheck that was processed automatically shows the return itself, the stored payment being paused, and the automated returned payment routine, each as its own entry.

The Gateway page does not appear for receipts that were not processed through a payment gateway, and it shows a short message for receipts recorded before this feature was released.

Using gateway information in notifications

Because the four gateway fields are standard search fields on customer receipts, they can be used in notification triggers. A common setup is to alert the business office when a payment has not settled after a set number of days, or when any payment is returned. See Creating Notification Trigger for how to build the trigger.