Peoplevine For Your Accounting Team - Learn the Tools, Predict Your Revenue and Follow Your Cash

This article highlights the latest components available to your accounting team to understand how they can find transactions, research transactions, review accounts receivables and more.

Your accounting team's best friends are going to be our Transaction engine and our Subscription engine.  The Transaction engine will report on all revenue generated since you started charging people within Peoplevine while the Subscription engine will provide predictability based on upcoming membership dues.

When taking a payment in Peoplevine, your staff will be provided with a few options, several of these need to be enabled and/or available in the customer's account.  In addition on your website, your members will have the ability to check out via a few (verified) methods.  These methods include:

  • Credit Card - direct validation with your processor (Staff + Member)
  • ACH - direct validation with your processor and must be enabled (Staff + Member)
  • Wire - to track a wire by number for auditing purposes (Staff only)
  • Cash - to track cash payemnts for auding purposes (Staff only)
  • Paper Check - to track check payments by number for auditing purposes (Staff only)
  • Voucher - to track using a voucher or other redemption method for auditing purposes (Staff only)
  • Gift Certificate - allows a member to use their gift card, stipend or deposit (Staff + Member)
  • Entry - for last resort auditing purposes (Staff only)
  • Invoice - enable a member to pay at a later date with a House Account (Staff + Member's have to be enabled)

You will find these transactions and payment types when charging a person and reporting on charges in the Transaction engine.

The Transaction engine provides screens and reports for transparency on how you receive payment including payment type, timeframe, receivables, processor confirmation, etc.  Here are some of the reports we suggest, they can ALL be found under Sell > Transactions:

  • View All Transactions - A raw view of the transactions as they enter our system. You can filter the data with live filtering including transaction type, card type, date chaged, transaction amount and more, in addition to quick YTD, LY, MTD, LM and other useful reports.
    When viewing a transaction you will see different options based on the status of the order.   Although a retry is available for failed payments, it is best to go back to the action to retry.  For every refund, the original transaction will be linked.  Some transactions are composed of transactional line items, you can break these out here or see them when viewing a transaction.  The type refers to the first or main item in the items. 

  • Members Statements - Are available on a member's CRM profile.  Each month, we'll combine their spend into a single statement that you can print, save as PDF and export to CSV to share with your members.  They also have access in their member portal too!

  • Account Receivables - Generate an aging report of past due invoices to gain control over your account receivables.  You can even update the report to show as of a specific date (perhaps the items 2+ years old should be written off - in the future you should leverage our card on file experience).

  • Open Invoices - You can either click on the Total Transactions next to their name to their open intoices or go to the Open Invoices report to see all open invoices.  Quickly filter by date, amount or other methods to see who still owes you money.  This is the same report we use for transactions, but we filter by the status of Invoiced.

  • Transaction Pivot Reports - This report provides you a breakdown of cash flow based on specific focus areas: 

    Transactions By Billable Item which shows you revenue across channels like event tickets, giftcards, membership dues, F&B orders, etc.
    Revenue By Category Across Function including how people paid across which categories
    Transactions By Payment Type + Billable Item to see the breakdown of type of credit card and other payment methods
    Tax By Category Across Function similar to above but showing tax collected

  • Customer Spend Report - Found under the CRM, this provides a real-time view of your top spenders acrosss all functions, e.g. you can find your top spenders in event tickets or F&B.

  • Gift Cards + Stipends Balance - To identify your liabilities for gift cards, stipends, deposits and more, this tool will provide real-time insight on total spend vs. total available.

Transactions will flow in from multiple channels in PeopleVine.  When viewing the transaction, you can click to see more details on the spend.  However, you may find it easier to view the source of this data (e.g. Commerce, Events, Donations, Schedulers, etc.).  Under the Sell suite, you will find several sections and reports to view this information.  A few notable tools include:

  • Order History under Commerce - As orders flow in from your website, F&B experience or your connected POS, you will see a real-time filterable view to help manage your order flow.

  • Coupons and Promos under Commerce - see what discounts were applied to which orders, to understand promotions and/or abuse.

  • Product Sales Report under Commerce - As we record sales from your POS, ecommerce, F&B and other channels that supply order data, we will bring to the front your top sellers along with total revenue, average per check and more.  

The Subscription engine provides reporting on past charged membership dues along with providing insight into future revenue.  You can find these links under Sell > Transactions > Subscriptions:

  • View All Subscriptions - This screen provides a real-time analysis of your subscriptions, by default active, but can be filtered by any status, date, billing frequency and much more. 

    There are also more than a dozen one-click reports and the ability to subscribe to daily and weekly updates.

You will also find additional reports located under our reporting engine.  These enable you to access a more specific break-down of your data for specific use cases:

  • Member Sales + Sign Up by Employee
  • Touchpoint Activity and Revenue
  • Transaction List by Payment Type
  • Transaction List with Gross/Net Revenue after Taxes Breakout
  • Transactions by Revenue Stream



When orders flow from the POS, what syncs to Quickbooks?

We only sync payments from the POS and PMS when they are processed within Peoplevine.  For example if a member pay for their order via the House Account, Stipend or Card on File experience, then this transaction will flow to Quickbooks from Peoplevine.  If it's paid at the POS with a physical credit card, cash or other means, we will NOT send this to Quickbooks.

How are transactions processed?

When a member or guest chooses to make a payment, whether it's through the POS, Member Portal, Member App or Control Panel, we send the transaction details and (tokenized) payment info to the Payment Gateway via a server to server HTTPS/SSL Secure connection.  Once we receive the response from the gateway, we'll log this transaction in our database at which point we can send an outbound webhook (with the data), notify your staff and/or notify the member/guest.  We will then present the response to the user and continue the flow if successful or stop if it failed.

How can you guarantee my member and guest's payment info is safe and secure in your platform?

When processing payments with one of our "provider tokenized" gateways ( v2, Card Connect, Adyen or Square) then the credit card details are captured by via an embedded form from the provider.  They immediately tokenize the credit card to their platform and then provide us with that token for future processing.  That token is then only transmitted between the Peoplevine Cloud and the payment gateway to process payments.  Your staff and members will only see the last 4 digits and will never have access to the token or the original credit card.  Your payment gateway becomes the PCI compliant provider to ensure your payment data is safe, this is what they’re a leader in.  Let alone the token can only be used for your account with that payment gateway, it can not be used for any other purposes or accounts, so it’s useless to a hacker (or other bad character), if they could even gain access to it.

How do you keep my member and guest's other data safe?

In regards to keeping your member and guest data sensitive, we have several process in place to ensure you and your staff keep member data safe and secure.  This includes a variety of permission levels that can limit access by masking data up to showing managers the full details, we keep detailed logs on all exported data (only available to admins), each staff gets their own user/pw so no one shares account access (for traceability and security) along with proactive and periodic penetration testing and PCI compliance scans to ensure no vulnerabilities were introduced. 

Additional Help Tutorials

Find more ways to grow on PeopleVine.

Splitting Checks and Payments with Micros Simphony and Peoplevine Memberships

Learn how to split checks amongst multiple members and/or guests and allow for multiple different payment types.

Posted October 20, 2021

Stripe V2 Integration Supports Native Tokenization and 3D Secure Payments

With our latest release of our Stripe integration, we are introducing our v2 that provides Stripe native tokenization along with support for 3D secure on the first payment capture.

Posted October 19, 2021

Renew Someone's Failed Subscriptions (with add-ons) in One Charge After it Fails

Some of you know the painpoint of renewing someone's subscription that recently failed and they have multiple items on their subscription. This article explains about a new feature that allows you to charge those in one lump sum.

Posted September 23, 2021

Allow Members and Guests to Book Spa Appointments with Book4Time in Our Latest Integration

With our latest integration to Book4Time, we provide real-time availability, crm sync and more to provide the best experience possible for your members and guests.

Posted August 24, 2021

Get an Alert When Members Pay their Invoices

Of course you can monitor your A/R on a daily basis, but that's tedious and sometimes disappointing. With our latest alert, you can get notified when someone pays an invoice.

Posted August 24, 2021

Build a Survey Application and Answer it on Your Site or App

Are you looking to leverage our tools to manage your CRM and applications, but want to build a custom experience for capturing the responses to an application in Peoplevine?

Posted August 20, 2021

Include a Link to Download Their Membership Card

This quick snippet will help you setup a button to click and take them to their membership card to download.

Posted August 18, 2021

Submit a Survey Response from Your Website

Connect your existing website to our platform by submitting the survey response direct to our JSON.

Posted August 17, 2021

We will Automatically Retry Subscriptions that Failed 3 Days Ago and 7 Days Ago

In an effort to ensure you don't lose funds from members who's card failed during their recurring billing, our system will automatically retry the payment 3 day and 7 days after the first fail.

Posted August 13, 2021

Allow People to Pay at /Charge or /NOT with our New Setting

We added a new setting that requires you to enable the out-of-the-box /charge/# (where # is a dollar amount to charge someone e.g. /charge/10.25 for $10.25).

Posted July 31, 2021

Add Your Own SMS Provider (Currently Working with Twilio)

Add your own SMS provider by providing your own Twilio credentials to leverage your account for sending and receiving messages.

Posted July 30, 2021

Use Auth0 Single Sign On Technology with Peoplevine

You can have your members SSO into your member portal by routing them through Auth0.

Posted July 29, 2021

Issue a Set of Perks to All Members - Great for Special and Last Minute Perks

Looking to bring spike your business? Leverage our feature to re-issue one-time perks to all members in two clicks.

Posted July 29, 2021

Using Adyen as Your Payment Gateway

We support an integration with Adyen, a leader in payments in Europe, to process credit cards for all types of transactions including recurring billing, F&B, merch, event tickets and much more. This article will help you get things setup.

Posted July 20, 2021

Updated Affiliate Reporting for More Visibility and Accuracy

We recently updated our Affiliate engine with more detailed and actionable reporting to help you service your affiliates better and pay them sooner.

Posted July 13, 2021

© Peoplevine 2021. Powered by PeopleVine. Terms of use | Privacy & cookies