The Purchases table is an indexed, searchable, customizable, exportable list of all the purchases in your account history. It can be accessed by clicking the first link under the DATA header in the left-hand sidebar of the business portal.
By default, the Purchases table shows purchase entries in descending order of when they were created, from newest to oldest. You can change the sort order of the table by clicking on the header of any column. This will sort the column in question by ascending order on the first click, then descending order on the second. The columns are:
- ID: a six-character alphanumeric “slug” unique to each purchase
- Purchase ID: the reference to this purchase from your internal system (e.g. purchase order number, which must be provided by you manually or via API)
- Status: current state of purchase. You can read more about purchase statuses in this article
- Name: the name given to that particular purchase/group
- Amount: total cost of the purchase or the cost per slot, depending on which of those two types of purchases it is, for the current pricing range based on the number of committed group members
- If there are pricing ranges and/or installments for a given purchase, you’ll see an info tooltip ( i ) next to this amount which will display the pertinent information about the ranges and/or installments when you hover over it (read more about cost ranges and installments here)
- If the purchase has been partially or fully refunded, you’ll see a Refund tag under the amount that will indicate, when you hover over it, that a refund is processing, or that a partial or full refund has been issued
- Progress: how many customers have committed to the purchase (for evenly split purchases) or how much money has been committed (for custom split purchases)
- If the purchase has hit its tipping point, you’ll see an info tooltip ( i ) here that, when you hover over it, indicates the organizer must now click the “Make Purchase/Payment” button on their dashboard to submit funds to you
- If customers have actually submitted funds to you and you have accepted them for a given purchase, they’ll be listed as Paid instead of Committed
- When you filter the Purchases table by Progress as described later in this article, this is the parameter that will determine what results are shown in the filtered table
- Organizer: the first initial and last name of the group organizer, our name for the primary customer for that purchase
- Organizer email: the email address that purchase’s organizer is using in the Pay By Group system
- Inventory: the reference to this inventory from your internal system (e.g. SKU, property ID, etc.; optional & must be provided by you manually or via API to be shown)
- Created on: the date and time the purchase was created by the merchant
- Dates: the Start and End dates for the purchase, if included (e.g. check-in date or event start time, which must be provided by you manually or via API to be shown)
- Next deadline: the date by which the next payment due must be rendered, which can be blank if no such date has been provided by you (read more about deadlines in this article)
Under the final column, Actions, each purchase entry has a button that shows you contextual actions that can be taken for that purchase when the button is clicked. This is one of the primary ways you can interact with or manage a given purchase. For in-progress purchases the Actions options will typically be:
- View Details: Clicking View Details will take you to a given purchase’s individual page
- Edit: Allows you to update any not-yet-completed purchase
- Cancel: Permanently cancels the purchase into an irrecoverable state
For in-progress purchases that have funds ready for you to accept, the button turns green and shows the primary action of Accept (which accepts the funds to complete payments into your account).
For completed purchases the only options shown will be View Details and Refund. You may perform an unlimited number of refunds on a purchase up until all the funds you’ve collected have been refunded; for completed purchases that have been fully refunded the only option will be View Details.
You can search for a specific purchase or purchases by using the Search field in the upper left side of the table, next to the Filters button. Valid search parameters include a purchase’s:
- Six-character ID
- Amount (or any amount shown in the pricing range)
- The organizer’s First, Last, or Full Name
- The organizer’s Email address
Enter your search term and hit the Tab key, or just wait a few moments, and your results will be shown. Do NOT hit the Enter key after your search, or you’ll merely refresh the Purchases table back to the default view.
You can filter the Purchases table to show certain results by clicking the Filters button next to the Search field and selecting specific purchase statuses or progress percentage ranges, then clicking the Apply button. If you choose multiple entries under either STATUS or PROGRESS you’ll be shown all purchases that match at least one selection from either column.
You can also customize the table by clicking the Show / hide columns button in the upper right of the table and selecting or deselecting columns to alter the default view. Note that whatever changes you make to the column display will be saved until you change them again later.
The Purchases table can be exported to a comma-delimited (.CSV) file at any time by clicking the Export button in the very upper right corner.
Whatever state the table is in when you click the Export button will be reflected in the exported file, so if you conduct a search, filter the table, add or remove columns, or change the sort order, your export will match those results and include all returned records across all pages. In addition, it will include:
- Pay By Group’s unique ID of the purchase in all cases
- When the Amount column is exported:
- The purchase’s currency
- Whether the cost type is `total` or `per_slot`
- Amounts and deadlines for each payment in a purchase with more than one payment
- Any consumer field values that have been entered by the organizer for purchases in the export