Tips & Techniques

Three Simple Steps for Adding and
Fine-Tuning PayBase Transaction Reports

A standard feature of PayBase® is the ability to generate valuable reports on payments processed through the system, including a complete list of checks, CFA and ACH payment records. Many companies already use these PayBase reports as a means of reconciliation and bookkeeping. Following are details on how PayBase users can get the most from these capabilities.

Before working with any reports, a user will need the following permissions:

• Permission to view reports: 'View' on the 'Reporting' tab.
• Permission to create a report: 'Edit', 'Assign' and 'Save' on the 'Reporting' tab.

Once permissions have been obtained, choose 'Work with reports' from the reports menu. There are six logs to choose from, such as 'Transaction Log,' listed at the bottom of the screen. When viewing the various logs, keep in mind that there is a user name filter placed on each log. This means that only items processed by the user logged onto PayBase will be viewable. To change this, click on the 'filter' button on the 'Reporting' toolbar.

1. Create Reports
Choose the desired log at the bottom of the 'Reporting' screen. Click on the 'Columns' button in the 'Reporting' toolbar.

Column Properties Tab
Columns listed on the right side will be included in the report; move undesired columns to the left side by using the arrow key.

Sort Tab
Move the column to be used for sorting to the right side; highlight the column name once it is moved to the right and right click for ascending or descending order. More than one sort can be applied to a report.

Total Properties Tab
Move the column to be used for totaling to the right side; highlight the column name after it is moved to the right, then right click and select 'Properties.' A total or count can be applied to the entire report or along individual sort breaks (the sort break column is then also decided on this screen.) After all desired settings have been applied, click on the apply button, which looks like a floppy disk, and give the report a name. It will be necessary to assign the report to all users who run the application.

For more advanced options, click on the 'Filter' button in the 'Reporting' toolbar. This function allows the user to specify desired report data, such as all checks over $50,000, for example. To do this, a filter would be placed on the 'AMT' column, the operator would be '>' (greater than) and the value would be '$50,000.'

Once saved, this report can become the default for any user when they first go into a reporting log (ie. These values will show.) A report can also be selected as the 'View Default,' meaning that the particular transaction log and report will pop up when a user enters the 'Reporting' menu.

2. Assign Your Report to an Application
After opening the PayBase application, highlight 'Reports' on the left. Double click on 'Add Reports' to the right and select a report. If no report is listed, it means that it has not assigned to that PayBase user. Next, expand 'Reports' on the left and set the 'Print Reports?' to 'Yes' then assign it to a printer by highlighting 'Reports Printer' and double clicking on 'Add Printer' to the right. Having a report assigned to an application allows for the report to print only those records processed during that run.

3. Export Data
Once a report is saved, it can be exported from PayBase in many different formats. Choose file/export then highlight 'Report Data' in the top box labeled 'Export Type' and select the desired report in the bottom box. Options for export can be found on the right. This may have to be tried with a few different options before getting the desired results.

To learn more about PayBase reporting capabilities, customers can visit the Bottomline Customer Care portal or view a schedule of upcoming PayBase training sessions.