PaymentsHQ

This book contains all the Help Articles that are linked to PaymentsHQ.

Payment/Refund Requests

This is where you are able to send Payment Requests and Refund Requests, and track each of them.

A Payment Request is where you are collecting money from the Recipient. It allows you to send out a Request via e-mail to a Recipient for a set amount. The Recipient will click on the link embedded in the email which brings them to a Payment Page where they will then input their credit card information to complete the payment.

A Refund Request is where you are returning/refunding money and you are requesting that the Recipient provide the credit card number that the refund should be sent to. The Recipient will receive an email where they will click on the embedded link and be brought to a Payment Page where they will input the credit card that the refund should be applied to. All Refund Requests require that the Recipient correctly enter the Secret Answer (a word/password that is set by you - refer to Help Page under Send Refund Request for more details).

Tracking your Requests

Your Requests are organized into three reporting groups:

Request Overview

Click on the Recipient's Name for an overview of the request and to view further details such as its history.

Status

Each Request can have a different status:

Refund Status
 Signifies that this request is a Refund Request
Expired Status
 A request that has expired. You will need to either Cancel the request or select Modify & Resend in order to change the Expiry Date and have a new link sent to the Recipient.
Security Status
 A status applicable only to Refund Requests and it occurs when the Recipient has entered in the wrong Security Answer three times. You will need to either Cancel the request or select Modify & Resend in order to reset the request.
Actions

Depending on the reporting group you are viewing and the status of the request, there are different Actions available:

eye-01.png  Preview: View the Payment Page

pen-01.png  Modify & Resend: Edit the Request and/or Resend

SendEmailReminder.png  Send Email Reminder: System will send out an email reminder to recipient

link-01.png  Share Link: Copy the URL/Link for the Payment Page

redx.png  Cancel: Delete the Request


Frequently Asked Questions
Do Payment/Refund Requests expire?

A Payment Request can be valid for a maximum of 45 days. When creating a new Payment Request, you will be required to set the Expiry Date. If you need to extend a Payment Request, select Modify and choose a new Expiry Date.

A Refund Request is only valid for a maximum of 7 days.

How do I resolve a request with a Security status?

If one of your Refund Requests is showing a status of Security, that means that the Recipient entered in the incorrect Secret Answer at least three times.

Before resolving the request, please ensure that you are sending the Refund Request to the correct e-mail address and that the Recipient knows the Secret Answer.

One confirmed that the Refund Request is being sent to the correct individual, select "Modify & Resend" under Actions, and simply send the Request again. You may want to choose a new Secret Answer or update the Expiry Date.

Welcome to PaymentsHQ

Welcome to PaymentsHQ's Help Section - your ultimate guide to utilizing SportsPay's powerful reporting website!

Within this dedicated section, you will find a compilation of our Help Articles, carefully crafted to assist you in navigating and leveraging the full potential of PaymentsHQ.

To conveniently access the information you need, simply click on the blue Help icon located at the bottom right-hand corner of each page. This intuitive feature will instantly display the relevant article corresponding to the page you're on, providing you with immediate assistance and guidance.

Account Information

Updating your Account Information
  1. Select "Update" next to the information that needs to be updated
  2. You will be prompted to input the new information
  3. Select "Request" to finish

Once the change has been submitted, a green alert will be displayed at the top of the page confirming your submission.

When the update has been completed, this alert will disappear and your organization's information will reflect your change.

You may also submit any changes to us via e-mail at support@sportspay.com

If you need to update information not shown here, please contact us at support@sportspay.com so we can assist you.

Bank Activity

This is an overview of debits (withdrawals) and credits (deposits) made to your bank account.
There are two types of entries: Billing Statement and Credit Card Sales
Billing Statement

This type of entry refers to the debiting of your bank account for your monthly billing statement.

Credit Card Sales

This is referring to either a credit applied to your bank account for your credit card sales or a debit related to credit card sales that you refunded (for example, if you process more refunds than sales).

Batches and Deposits

Batches

Each night at 12:00am EST, your organizations transactions from the previous day are "settled" forming a batch. In other words, each batch represents one day worth of transactions. If you did not process any transactions that day then there would be no batch.

Remember that the batch is settled at midnight so each batch is for the previous days' transactions. For example, the batch dated April 5th is for transactions done on April 4th. 

You can view the accumulated total of the batch under the Response column. Alternatively, you can select Detail for a breakdown of each transaction included in that batch.

Deposits

Deposits are completed on Tuesday, and should reach your bank account by Wednesday.

Each deposit includes all of the batches from the preceding week. We calculate the week starting on Monday and ending on Sunday. 

BatchesandDeposits3.png

Refer to Bank Activities for an overview on all debits and credits made to your bank account.

Transaction fees are not deducted from your deposits making reconciliation straight forward

Manual Transactions

Access your Remote Terminal through clicking on:   

You will also find a list of your Recent Manual Transactions. These transactions are also included in your Transaction Reports.

Manual Transactions are not integrated into your registration system. That means that any transactions or refunds done through here will not be shown in your registration system. You will need to manually update your registration system.

Use the INVOICE and DESCRIPTION fields to keep track of what each transaction is for. The INVOICE field is shown on the receipt, but the description is not.


Frequently Asked Questions
What is the fee to process a manual transaction?

There is no additional fee to process a manual transaction. Only your per transaction fee applies. 

Statements

Billing is withdrawn from your bank account on the 5th of each month. Your statement will be e-mailed to the address on file and posted here prior to that. You are able to download a PDF copy of your statement by clicking on the PDF icon: Screenshot 2025-01-27 205013.png

Billing is done as a separate transaction and not combined with any deposits. This makes reconciliation easy and straight forward.

An ongoing archive of all statements are kept on PaymentsHQ. 

For any billing inquiries, please contact us via email at support@sportspay.com or via our toll-free phone number at 1-877-880-0321

Transaction List

The Transaction List tool allows you to generate a filtered list of transactions based on date, card type, and transaction type. It's useful for reconciling batches, finding specific payments, or reviewing all recent activity.

The Show Refunds button at the top is a quick shortcut to filter the list by refund activity only.

Selecting a Date Range

Use this section to define the transaction time period you want to view. You can either:

Filtering by Card Type

Select one or more card types to include in your search results. The following options are available:

Filtering by Transaction Type

Check the boxes for the types of transactions you'd like to see in your results:

You can further refine these results using the Advanced Options dropdown.

Advanced Options

This section lets you filter by more specific transaction types. You can select one or more of the following:

These are particularly helpful when you're looking for a specific action in the transaction lifecycle (e.g. a Pre-Authorization that was never completed).

Sort Options

Choose how to sort your search results using the dropdown menu:

Additional Notes
Transaction Types
TYPE NAME DESCRIPTION 
PURC Purchase Refers to a completed sale transaction (PREA + PRCO)
SALE Sale Refers to a completed sale transaction 
PREA Pre-Authorization

Also known as a pre-auth or authorization hold, it is a temporary hold placed on a customer's credit card for the amount of the transaction until the transaction is completed.

Each completed transaction will show a white "PREA" followed by a green "PRCO" to show it was successful. 

*The reference numbers will be the same and this is not a double charge.

NOTE: If the transaction is not completed, there will NOT be an associated green "PRCO" to match the "PREA". The "hold" will automatically drop and the funds will become available if the transaction is not completed. This ensures card holders are not charged if the registration system does not receive the transaction. 
PRCO Completion Refers to finalizing a Pre-Authorized transaction in order to complete the transaction.
RETU Return Also known as a Refund, is when funds are returned to the cardholder's account.
SETT Settlement Refers to closing the daily batch of transactions. This is where the actual funds themselves are moved from the cardholder's bank account to your merchant account, where they will later be deposited into your bank account.
FUND Funding Also known as Deposit, this is when all of your batches of settled transactions accumulated to date are deposited into your bank account.

Message Column

Screenshot 2023-06-26 105022.png Refers to a transaction that has been settled 1 and is waiting to be deposited.

Screenshot 2023-06-26 104905.png Refers to a transaction that has been deposited into your bank account.

Screenshot 2023-06-26 105255.pngPreview the receipt for the transaction with the option to resend to the cardholder

1 Settled refers to the transaction funds being removed from the cardholder's bank account

Frequently Asked Questions
How do I remove a Pre-Authorization (or Hold) from a customer's bank account?

A Pre-Authorization without a Completion following it will automatically disappear from the customer's bank account after a set number of days. This time frame is set by the customer's financial institution but is typically around 5-10 business days.

The PREA will still be shown in your reporting even after it is removed from the customers bank account.

What's the difference between SALE and PURC?

For all intents and purposes, there is no difference. They are both referring to the same thing - the customer is making a purchase and it will charge their credit card for the specified amount. 

Whether your transaction shows up as a SALE or a PURC depends on your registration systems integration and also how the transaction was processed. For example, transactions done through the Remote Terminal will always show up as a SALE.

If you're interested in the nitty gritty, here are the fine details:
The difference lies in the back end of the payment gateway and how the transaction is processed. A PURC is the result of two transaction types being successfully completed - a Pre-Authorization and Completion (PURC = PREA + PRCO). A SALE is its own single transaction type that doesn't split up the Pre-Authorization and Completion.

Can you explain Pre-Authorizations and Pre-Completions more?

Sure! 

PURC = PREA (pre-authorization) + PRCO (pre-completion)

There always needs to be a PRCO following a PREA in order for the transaction to be completed. If a PRCO does not follow a PREA, then the transaction stays as Pre-Authorization (with the funds on hold, but NOT removed from the cardholders account) until their financial institution releases it.

Here's an analogy:

Think of PREA like you calling into a store, asking if they have a shirt in your size, and then asking them to put it on hold so you can pick it up by the end of the day.

You actually aren't charged until you go into the store, pay for it and pick it up (PRCO).

If you never pick up the shirt, you won't be charged for it. But with that said,  the shirt is technically still on hold under your name until the store puts it back on the shelf (PREA)

In this analogy, the financial institution that issued the cardholder's credit card (i.e. TD Visa or Scotiabank Mastercard) is the store. They are the ones who need to put the shirt back on the shelf. Right now they are still waiting for you to come in, pick up the shirt, and pay for it (PRCO).

With that said, the store has a "policy" that if merchandise is not picked up within X number of days, it will automatically go back on the shelf.  Meaning, they will wait X number of days for a PRCO to follow a PREA. If they don't receive it, then the shirt will finally be put back on the shelf (the PREA will be cancelled).

If you try to process the transaction again to remove a PREA, it is equivalent to you calling the store to put another shirt on hold. It won't effect the current shirt you have on hold. 

The only course of action you could take is to call the store to ask them to put it back on the shelf (meaning, ask the cardholder to call their bank to request they cancel the Pre-Authorization). Or, just wait a few days and it'll be removed automatically!

Virtual Terminal

To process a manual transaction, the following fields are required:

You have the option of inputting the following fields:

Your organization will receive an e-mail notification for each manual transaction processed. You also have the option to send an email receipt to the customer by checking the applicable box.

Frequently Asked Questions
What is the fee to process a manual transaction?

There is no additional fee to process a manual transaction. Only your per transaction fee applies. 

Send a Payment Request

A Payment Request is where you are collecting money from the Recipient. It allows you to send out a Request via e-mail to a Recipient for a set amount. The Recipient will click on the link, be brought to the Payment Page, and they will input their credit card information to complete the payment.

Required Fields

The following fields must be completed for each Request:

Name of Recipient: This is the name of the person who you are sending the Payment Request to. This does not have to match the name on the credit card.

Email Address:  This is the email address for the Recipient where the Payment Request will be sent to.

Amount:  The amount of the Payment that the Recipient's credit card will be charged. 

Expiry Date: This is the date that the Request will expire at 11:59pm EST. For example, if the expiry date is October 16th, the Request can accept a payment up until 11:59pm EST on October 16th. Payment Requests can be active between 1 and 45 days.

Optional Settings

You may choose to configure the following settings:

Enable Automatic Reminders: This option enables automatic payment reminder emails to be sent out to the recipient at the chosen interval (e.g., every 7 days) until the payment is either completed or expires. Use the drop down to customize the frequency of reminders. At any time, you can shut off or modify the automatic reminders. You can also track when the next reminder will be sent out by looking at the Request's Overview page.

(Alternatively, you can manually initiate sending a payment reminder using the Action button on the Payment Request home page).

Do not pass processing fees onto the customer:  This setting will only appear if you are on a CustomerPay pricing plan. The default is to have the processing fees passed onto the customer, however, you can override this by selecting the box, in which that case, you will be responsible for paying the processing fees for that transaction. 

Optional Fields

Both the Invoice Field and Description Field are optional and are designed to give you flexibility. You may use the fields how you choose.

The Invoice Field and Description Field each have two fields within it: Field Label and Value

The Invoice Field is intended for Invoice Numbers, Program Names, and the alike. If the Payment Request is associated with another transaction, by inputting the same Invoice Number in the Value, you will be "grouping" the transactions together which is helpful for reporting purposes. The Invoice Field can have a maximum of 20 characters in the Value.

The Description Field is intended for detailed information such as a player's name, preferred position and the alike. It can have a maximum of 30 characters in the Value, making it suitable for collecting more detailed information.

Below is an example of using both fields to display information:

PR-Completing Form.png

Collecting Information

You can use both the Invoice Field and Description Field to collect information from the Recipient. To do so, check off the box to include the field and provide a Field Label. You must leave the Value field blank and check the Required box.

Below is an example:

PR-Collect Info-Required.png


Previewing the Payment Page

Before sending the request, you will be able to view the payment page through selecting "Preview"

Below is an example of the Payment Page when Sending a Payment Request:

ExPaymentPage.png



Frequently Asked Questions
Example of completing the form

Below is an example of completing the form:

PR-Completing Form.png

Below is an example of how the above completed form appears on the Payment Page. You will see the Field Label is highlighted in yellow and the Value is highlighted in blue:

ExampelsFieldsandValue.png
Example of completing the form to collect required information from recipient

Below is an example:

PR-Collect Info-Required.png

Below is an example of how the above completed form appears on the Payment Page. You will see the Field Label is highlighted in yellow and the Value is a form field for the customer to input.

Screenshot 2023-09-26 142429.png

Send a Refund Request

A Refund Request is where you are returning/refunding money and you are requesting that the Recipient provide the credit card number that the refund should be sent to. The Recipient will receive an email where they will click on the link and be brought to a Payment Page where they will input the credit card that the refund should be applied to. All Refund Requests require that the Recipient correctly enter the Secret Answer set by you.

Required Fields

The following fields must be completed for each Request:

Name of Recipient: This is the name of the person who you are sending the Refund Request to. This does not have to match the name on the credit card.

Email Address:  This is the email address for the Recipient where the Refund Request will be sent to.

Refund Amount:  The amount that will be refunded to the Recipient's credit card.

Expiry Date: This is the date that the Request will expire at 11:59pm EST. For example, if the expiry date is October 16th, the Request can accept a payment up until 11:59pm EST on October 16th. Refund Requests can be active between 1 and 7 days. 

Secret Answer:  A secret answer (i.e. a word, phrase or password) decided by you that the Recipient will have to provide in order to claim the refund. This provides an added layer of security. The Recipient has 3 chances to correctly input the Secret Answer otherwise the Request is put in Security status requiring you to reactivate it.

Secret Hint: A hint or clue provided by you to assist the Recipient in providing the correct Secret Answer. It cannot contain any word from the Secret Answer.

Optional Settings

You may choose to configure the following settings:

Enable Automatic Reminders: This option enables automatic payment reminder emails to be sent out to the recipient at the chosen interval (e.g., every 2 days) until the payment is either completed or expires. Use the drop down to customize the frequency of reminders. At any time, you can shut off or modify the automatic reminders. You can also track when the next reminder will be sent out by looking at the Request's Overview page.

(Alternatively, you can manually initiate sending a payment reminder using the Action button on the Payment Request home page).

Do not pass processing fees onto the customer:  This setting will only appear if you are on a CustomerPay pricing plan. The default is to have the processing fees passed onto the customer, however, you can override this by selecting the box, in which that case, you will be responsible for paying the processing fees for that transaction. 

Optional Fields

Both the Invoice Field and Description Field are optional and are designed to give you flexibility. You may use the fields how you choose.

The Invoice Field and Description Field each have two fields within it: Field Label and Value

The Invoice Field is intended for Invoice Numbers, Program Names, and the alike. If the Payment Request is associated with another transaction, by inputting the same Invoice Number in the Value, you will be "grouping" the transactions together which is helpful for reporting purposes. The Invoice Field can have a maximum of 20 characters in the Value.

The Description Field is intended for detailed information such as a player's name, preferred position and the alike. It can have a maximum of 30 characters in the Value, making it suitable for collecting more detailed information.

Below is an example of using both fields to display information:

PR-Completing Form.png

Collecting Information

You can use both the Invoice Field and Description Field to collect information from the Recipient. To do so, check off the box to include the field and provide a Field Label. You must leave the Value field blank and check the Required box.

Below is an example:

PR-Collect Info-Required.png

Previewing the Payment Page

Before sending the request, you will be able to view the payment page through selecting "Preview"

Below is an example of the Payment Page when Sending a Refund Request:

ExamplePaymentPageforRefund.png


Frequently Asked Questions
How do I cancel a Refund Request?

If a Refund Request is still Outstanding, meaning that it has not been claimed by the recipient, navigate to the Request and select "Cancel". The Recipient will no longer be able to access the link.

You cannot cancel a Refund Request once it has been completed. Once the Recipient has claimed the Refund and completed the Request, the transaction is final.

Request Overview

Overview

This is where you are able to get a complete overview of your Request, including all of the applicable field values:

Actions

You can Modify & Resend and Cancel the Request using the applicable buttons.

Status
Payment Status Signifies that this request is a Payment Request (as opposed to a Refund)
Refund Status Signifies that this request is a Refund Request (as opposed to a Payment)
Outstanding Status A request that has not been paid or claimed
Paid Status A request that has been paid or claimed - it is completed.
Cancelled Status A request that has been cancelled and has not been paid/claimed.
Expired Status A request that has expired. You will need to either Cancel the request or select Modify & Resend in order to change the Expiry Date and have a new link sent to the Recipient.
Security Status A status applicable only to Refund Requests and it occurs when the Recipient has entered in the wrong Security Answer three times. You will need to either Cancel the request or select Modify & Resend in order to reset the request.
Activity Log

View the entire history of the request under Activity Log. All significant activity related to the request will be date and time stamped here along with a brief description.

PayMe's

PayMe Forms is where you can create your own form/webpage to collect various payments such as donations, tournament fees, travel expenses, etc. Each PayMe that is created is given its own designated url/link that you can then share to accept multiple payments.

For convenience, there is a SignUp and Fundraising pre-built form. Alternatively, you can use the Custom form to fully modify all fields. 

PayMe Landing Page

All of your active PayMe's (that you've not set as 'Private') are conveniently located on your organization's designated Landing Page. Rather than having to share each of your PayMe's url/link, you can choose to share your organization's landing page url/link (or even post it on your website) and direct your customers to find it on there. 

To locate your organization's Landing Page url/link, simply copy the url/link from the browser.

Unless a PayMe is set as "Private", it will show on your public landing page

Example of PayMe Landing Page

Each PayMe is colour-coded:

  • SignUp PayMe's are in blue
  • Fundraising PayMe's are in green
  • Custom PayMe's are in orange

PayMe's that are inactive (i.e. waiting, closed or expired) will appear faded. 

Once a PayMe has been archived by you, it will no longer appear on the Landing Page.

PayMe Landing Page Example.png

Viewing your PayMe's

Your PayMe's are organized into two reporting groups:

PayMe Overview

Click on the PayMe name for an overview of your PayMe and to view further details such as its history and a list of all payments under that PayMe.

Status

Each PayMe can have a different status:

Open.png A PayMe that is accepting payments
Full.png PayMe has reached maximum number of accepted payments and is now closed. If any payments are refunded, it will re-open until it has reached maximum number of accepted payments. You can always modify the PayMe and increase or decrease the maximum number of accepted payments should it be required.
Waiting.png Waiting to open on the PayMe's start date and time as set by you.
Expired Status
 A PayMe that has expired or you have manually closed. To re-open, you must modify the PayMe and update the Expiry Date. 
Archived.png PayMe has been archived and is no longer editable.
Actions

Depending on the reporting group you are viewing and the status of the request, there are different Actions available:

pen-01.png  Modify: Modify the PayMe

eye-01.png  Preview: View the PayMe

link-01.png  Share Link: Copy the URL/Link for the PayMe

YellowLock.png  Manually Close: Manually close this PayMe so no further payments can be made. This action can be undone.

redarchivebox.png  Archive: Permanently archive the PayMe. This action cannot be undone.

Creating a PayMe

Use a PayMe to collect payments with the option to include a start date, expiry date and a maximum number of payments.

PayMe Details

Fields available to create your PayMe will differ depending on which template you choose (SignUp, Fundraiser or Custom).

Title of PayMe:  A unique name given to the PayMe and should be descriptive of what the PayMe is for. You cannot reuse PayMe names. 

Amount:  The amount of the payment. You may leave it blank to have the customer input the amount, although this is more applicable for fundraising PayMe's. 

Max # of Payments:  Set the number of maximum approved payments allowed under the PayMe. For unlimited payments, leave it blank. Please note that only approved and completed payments count towards the running total, and any declined payments do not count. Similiarly, any payments that you refund will update the running total. 

Start Date: This is the date and time that the PayMe will open. If you wish to start the PayMe immediately, simply leave it blank. Please note that all times are in Eastern Standard Time (EST).  

Expiry Date: This is the date that the PayMe will expire, and close, and no longer accept payments. If you wish to leave the PayMe open indefinitely, leave it blank. Alternatively, leave it blank and set the "Max Number of Payments" if you wish to only close it once its full. Please note that all times are in Eastern Standard Time (EST).  


Optional Fields

Both the Division/Program Field and Player's Name Field are optional and are designed to give you flexibility. You may use the fields how you choose.

The Division/Program Field and Player's Name Field each have two fields within it: Field Label and Value

The Division/Program Field is intended for Division, Program, Class Names, and the alike. By inputting the same Value in the field, you will be "grouping" the transactions together which is helpful for reporting purposes (i.e. you can search "Midgets 24 Fall" in reporting and it will list all payments with that value listed in the Division/Program Field. The Division/Program Field can have a maximum of 20 characters in the Value.

The Player's Name Field is intended to collect detailed information such as the player's name, preferred position and the alike. It can have a maximum of 30 characters in the Value, making it suitable for collecting more detailed information.

Below is an example of using both fields to display information:

SignUp-Customize - Replace.png

Collecting Information

You can use both the Division/Program Field and Player's Name Field to collect information from the Recipient. To do so, check off the box to include the field and provide a Field Label. You must leave the Value field blank and check the Required box.

Below is an example:

SignUp-Customize2 - Replace.png

Previewing the Payment Page

Before creating the PayMe, you will be able to view the payment page through selecting "Preview"

Below is an example of the Payment Page for a PayMe:

Preview.png


Frequently Asked Questions
What happens when I refund a payment for a PayMe where there is a maximum number of payments?

If you refund a payment for a PayMe where there is a maximum number of payments, it will update the record of number of payments.

If the PayMe is closed because the maximum number of payments has been reached, and you then refund a payment, the PayMe will reopen again until the maximum number of payments is reached again.

Customer Pay


For Merchants - New Feature - CUSTOMER PAY v3_Page_1.jpgFor Merchants - New Feature - CUSTOMER PAY v3_Page_2.jpg 


PayMe Use Case - Sell Merchandise

PayMe Forms is where you can create your own form/webpage to collect various payments such as donations, tournament fees, travel expenses, etc. Each PayMe that is created is given its own designated url/link that you can then share to accept multiple payments.

For convenience, there is a SignUp and Fundraising pre-built form. Alternatively, you can use the Custom form to fully modify all fields. 

PayMe Landing Page

All of your active PayMe's (that you've not set as 'Private') are conveniently located on your organization's designated Landing Page. Rather than having to share each of your PayMe's url/link, you can choose to share your organization's landing page url/link (or even post it on your website) and direct your customers to find it on there. 

To locate your organization's Landing Page url/link, simply copy the url/link from the browser.

Unless a PayMe is set as "Private", it will show on your public landing page

Example of PayMe Landing Page

Each PayMe is colour-coded:

PayMe's that are inactive (i.e. waiting, closed or expired) will appear faded. 

Once a PayMe has been archived by you, it will no longer appear on the Landing Page.

PayMe Landing Page Example.png

Viewing your PayMe's

Your PayMe's are organized into two reporting groups:

PayMe Overview

Click on the PayMe name for an overview of your PayMe and to view further details such as its history and a list of all payments under that PayMe.

Status

Each PayMe can have a different status:

Open.png A PayMe that is accepting payments
Full.png PayMe has reached maximum number of accepted payments and is now closed. If any payments are refunded, it will re-open until it has reached maximum number of accepted payments. You can always modify the PayMe and increase or decrease the maximum number of accepted payments should it be required.
Waiting.png Waiting to open on the PayMe's start date and time as set by you.
Expired Status
 A PayMe that has expired or you have manually closed. To re-open, you must modify the PayMe and update the Expiry Date. 
Archived.png PayMe has been archived and is no longer editable.
Actions

Depending on the reporting group you are viewing and the status of the request, there are different Actions available:

pen-01.png  Modify: Modify the PayMe

eye-01.png  Preview: View the PayMe

link-01.png  Share Link: Copy the URL/Link for the PayMe

YellowLock.png  Manually Close: Manually close this PayMe so no further payments can be made. This action can be undone.

redarchivebox.png  Archive: Permanently archive the PayMe. This action cannot be undone.

Search

The Search tool helps you find specific transactions quickly using either detailed search fields or general customer info.

Advanced Search

Use this section when you have specific transaction details. You can combine multiple fields to narrow down the results.

Tip: The more fields you use together, the more precise your search results will be.

Search by Customer or Description

If you're not sure about the exact transaction details, you can search using customer information instead. Only one of these fields can be used at a time -- and these searches will override anything entered in the Advanced Search above.

Options include:

Things to Keep in Mind
Transaction Types
TYPE NAME DESCRIPTION 
PURC Purchase Refers to a completed sale transaction (PREA + PRCO)
SALE Sale Refers to a completed sale transaction 
PREA Pre-Authorization

Also known as a pre-auth or authorization hold, it is a temporary hold placed on a customer's credit card for the amount of the transaction until the transaction is completed.

Each completed transaction will show a white "PREA" followed by a green "PRCO" to show it was successful. 

*The reference numbers will be the same and this is not a double charge.

NOTE: If the transaction is not completed, there will NOT be an associated green "PRCO" to match the "PREA". The "hold" will automatically drop and the funds will become available if the transaction is not completed. This ensures card holders are not charged if the registration system does not receive the transaction. 
PRCO Completion Refers to finalizing a Pre-Authorized transaction in order to complete the transaction.
RETU Return Also known as a Refund, is when funds are returned to the cardholder's account.
SETT Settlement Refers to closing the daily batch of transactions. This is where the actual funds themselves are moved from the cardholder's bank account to your merchant account, where they will later be deposited into your bank account.
FUND Funding Also known as Deposit, this is when all of your batches of settled transactions accumulated to date are deposited into your bank account.

Message Column

Screenshot 2023-06-26 105022.png Refers to a transaction that has been settled 1 and is waiting to be deposited.

Screenshot 2023-06-26 104905.png Refers to a transaction that has been deposited into your bank account.

Screenshot 2023-06-26 105255.pngPreview the receipt for the transaction with the option to resend to the cardholder

1 Settled refers to the transaction funds being removed from the cardholder's bank account

Frequently Asked Questions
How do I remove a Pre-Authorization (or Hold) from a customer's bank account?

A Pre-Authorization without a Completion following it will automatically disappear from the customer's bank account after a set number of days. This time frame is set by the customer's financial institution but is typically around 5-10 business days.

The PREA will still be shown in your reporting even after it is removed from the customers bank account.

What's the difference between SALE and PURC?

For all intents and purposes, there is no difference. They are both referring to the same thing - the customer is making a purchase and it will charge their credit card for the specified amount. 

Whether your transaction shows up as a SALE or a PURC depends on your registration systems integration and also how the transaction was processed. For example, transactions done through the Remote Terminal will always show up as a SALE.

If you're interested in the nitty gritty, here are the fine details:
The difference lies in the back end of the payment gateway and how the transaction is processed. A PURC is the result of two transaction types being successfully completed - a Pre-Authorization and Completion (PURC = PREA + PRCO). A SALE is its own single transaction type that doesn't split up the Pre-Authorization and Completion.

Can you explain Pre-Authorizations and Pre-Completions more?

Sure! 

PURC = PREA (pre-authorization) + PRCO (pre-completion)

There always needs to be a PRCO following a PREA in order for the transaction to be completed. If a PRCO does not follow a PREA, then the transaction stays as Pre-Authorization (with the funds on hold, but NOT removed from the cardholders account) until their financial institution releases it.

Here's an analogy:

Think of PREA like you calling into a store, asking if they have a shirt in your size, and then asking them to put it on hold so you can pick it up by the end of the day.

You actually aren't charged until you go into the store, pay for it and pick it up (PRCO).

If you never pick up the shirt, you won't be charged for it. But with that said,  the shirt is technically still on hold under your name until the store puts it back on the shelf (PREA)

In this analogy, the financial institution that issued the cardholder's credit card (i.e. TD Visa or Scotiabank Mastercard) is the store. They are the ones who need to put the shirt back on the shelf. Right now they are still waiting for you to come in, pick up the shirt, and pay for it (PRCO).

With that said, the store has a "policy" that if merchandise is not picked up within X number of days, it will automatically go back on the shelf.  Meaning, they will wait X number of days for a PRCO to follow a PREA. If they don't receive it, then the shirt will finally be put back on the shelf (the PREA will be cancelled).

If you try to process the transaction again to remove a PREA, it is equivalent to you calling the store to put another shirt on hold. It won't effect the current shirt you have on hold. 

The only course of action you could take is to call the store to ask them to put it back on the shelf (meaning, ask the cardholder to call their bank to request they cancel the Pre-Authorization). Or, just wait a few days and it'll be removed automatically!

New Page

The Transaction List tool allows you to generate a filtered list of transactions based on date, card type, and transaction type. It’s useful for reconciling batches, finding specific payments, or reviewing all recent activity.

Selecting a Date Range

Use this section to define the transaction time period you want to view. You can either:

Filtering by Card Type

Select one or more card types to include in your search results. The following options are available:

Filtering by Transaction Type

Check the boxes for the types of transactions you'd like to see in your results:

You can further refine these results using the Advanced Options dropdown.

Advanced Options

This section lets you filter by more specific transaction types. You can select one or more of the following:

These are particularly helpful when you're looking for a specific action in the transaction lifecycle (e.g. a Pre-Authorization that was never completed).

Sort Options

Choose how to sort your search results using the dropdown menu:

Additional Notes

Main Menu / Dashboard

PaymentsHQ is your central hub for managing your payment activity with SportsPay. From your dashboard, you can:

Need help on a specific page?

Every page in PaymentsHQ includes a blue question mark icon labeled "Help" at the bottom right-hand corner. Clicking this icon will open the Help Article related to the page you're currently on - giving you instant, relevant guidance without navigating away.

Looking for the full Help Article library?

You can access all available Help Articles by clicking on your Organization's Name in the top-right corner of the page in the navigation bar. From the dropdown menu, select Help. This will take you to the full library of Help Articles - your go-to resource for tutorials and feature explanations across PaymentsHQ.

Can't find what you're looking for? Our team is just a message or call away - contact us at support@sportspay.com or 1-877-880-0321.