Keeping track of your payment batches is crucial for monitoring your sales, reconciling your accounts, and ensuring that you receive your funds.
Helcim provides easy ways to view your batches both in your Helcim account and in the Helcim POS app. This article will guide you through the process step-by-step.
Viewing your batches
To view your batches:
Log in to your Helcim account.
Click on All Tools, and then Payments.
Select Batches tab.
The main table provides an immediate, row-by-row breakdown of your recent deposits. Each column gives you key financial data to help you reconcile your sales quickly:
Date closed: The exact date and time the batch completed processing and was sent for deposit.
Batch no.: The unique tracking number assigned to that specific group of payments.
Status: Shows whether a batch is settled, open, or still in progress.
Batch type: Identifies whether the deposit is a card batch or a bank batch.
Gross sales: The total revenue collected from transactions in that batch before any deductions.
Total voided: The value of payments canceled on your end before they were settled.
Total refunded: The amount of money sent back to customers from settled transactions in that batch.
Net sales: Your actual sales total after removing voids and refunds.
Deposit amount: The final amount sent to your bank account.
Total fees: The processing costs associated with transactions in that batch.
Fee saver: If you use our fee-saver tool, this displays the total processing costs offset or passed along.
Filtering your batch history
Instead of scrolling through pages of old records, you can use the quick filters at the top of the list to isolate exactly what you need in seconds:
Date closed: Filter your batches by a single day, week, month, or custom date range.
Status: Sort your view to look at successfully settled batches, pending batches, or currently open batches.
Type: Isolate credit card batches from bank payments (ACH).
Batch no.: Enter a specific batch number to pull up its financial breakdown instantly.
All filters: Combine multiple criteria (such as a specific batch status within a precise date range) to zero in on a deposit.
Exporting batch data
If your accountant needs to reconcile your ledger, or if you want to run a deeper analysis in Excel, you can export your batch data with a few clicks.
Export a single batch: Click on any row in the list to slide open the batch details panel, where you can view individual transactions and download that specific report.
Bulk export reports: Check the boxes next to multiple batches in the list. You can export multiple selected batches simultaneously to download separate CSV files in one action, saving you from having to generate reports one at a time.
Viewing a specific batch
When you click on any individual batch from your list, a detailed slide-out panel appears. This panel gives you an instant, transparent look at your grouped transactions, processed fees, and expected deposits so you can balance your ledger without a hassle.
Here is a breakdown of what you will see in this overview panel:
In the top right-hand corner of your screen, you'll find a three-dots button that opens the Actions menu. From the Actions menu, you can:
Export the batch as a PDF: Keep a digital record of your batch for your files.
Export the batch as a CSV: Download your batch data for spreadsheet analysis.
Email a batch report: Share a summary of your batch with colleagues or for record-keeping.
Quick action header
At the top of the panel, you get immediate confirmation of your batch status and direct tools to manage it:
Batch title and status: Displays the specific batch number and its current state—such as an Open pill for batches still active and collecting transactions, or Settled for completed batches.
Settle: For open credit card batches, click the Settle card to manually close the batch and send the funds for deposit.
Print report: Click Print report to instantly generate a physical or digital summary of this batch for your physical records.
Navigation tabs
You can toggle between two simple views at the top of the panel to control how much detail you want to see:
Overview: Selected by default, this shows your high-level financial totals, processing accounts, and transaction dates.
Transactions: Click this tab to view the individual list of every customer payment, refund, or void grouped inside this specific batch.
Batch identity and processing accounts
This section outlines the basic registration details of the batch:
Batch no.: The unique ledger tracking number assigned to this group of funds.
Processing account: Identifies the specific terminal and currency profile where these payments occurred (such as your Canadian Dollar account).
Date opened: The exact timestamp showing when this batch began collecting transactions.
Date closed: Displays when the batch was finalized. For active, unclosed batches, this will display a dash (-).
Financial summary
This section gives you a transparent breakdown of your sales, reversals, and processing fees so you know exactly what is landing in your bank account:
Gross sales: The total revenue processed in this batch before any fees, voids, or refunds are deducted.
Reversals: This sub-section breaks down your Total voided payments (canceled before settling) and Total refunded payments (returned after settling) to calculate your Total reversals.
Net sales: Your actual sales volume after subtracting reversals from your gross sales.
Fees: A detailed look at processing costs, including any Fee saver adjustments applied. Active batches will show fees as Pending until the batch is finalized and closed.
Deposit amount: The exact, final dollar amount that will be deposited into your business bank account. For active batches, this will show as $0.00 until the batch closes.
Viewing transactions in a batch
To view the specific transactions within a credit card batch:
Go to All Tools, and then Payments
Select Batches tab
Select a specific batch
Select the Transactions tab
You will see a Summary section:
Sales
Refunded
Voided
Declined
Next, you will see the Net sales of all of the Transactions.
Finally, you will see all the Transactions that make up that specific Batch, including:
Status
Amount
Account/card no.
Name
Viewing batches in the Helcim POS app
The Helcim POS app provides access to the same transaction and batch information that is available in your Helcim account.
Select More from the bottom menu
Under My Tools, select Payments
Select Credit card batches or ACH batches
Refer to the sections above to find specific details about your batch.
Next steps
Now that you know how to view your batches in Helcim, you can effectively monitor your transactions and ensure accurate financial tracking. Here are some additional resources to help you manage your batches and settlements:
Adjust your auto-settlement times: Learn how to adjust your terminal settings and customize your batch settlement preferences.
Manually settling a batch: If you need to settle a batch manually, this guide will provide you with the necessary steps.
FAQ
I have multiple terminals. How do I view batches for a specific terminal?
In your Helcim account, on the Credit Card Batches overview page, use the drop-down arrow next to the terminal name to select the terminal you want to view.
Can I export my batch information?
Yes, in your Helcim account, you can export your batch as a PDF or CSV file. You can also print the batch or email a batch report.
Do I get an email when a batch is settled?
You can set up an automatic email notification each time a batch settles that includes the details of the batch. Learn how to do this in our article on setting up email alerts.
The fees for my batch are showing as "pending." What does that mean?
While fees are being calculated, they will appear as "pending." Once the calculation is complete, the actual fee amount will be displayed.
Can I view batches in the Helcim POS app?
Yes, you can view both credit card and ACH batches in the Helcim POS app on both desktop and mobile devices.
Check out the Viewing batches in the POS app section of this article for more information.