Order Payment Status Report

Payment Services for Adobe Commerce and Magento Open Source offers you comprehensive reporting so that you can get a clear view of your store’s orders and payments.

The Order payment status report helps you easily understand where a specific order is within the order to cash process flow. This report allows you to quickly view the payment status of your orders and identify any potential issues.

You don’t have to open multiple views to manually cross reference orders and payments. Payment Services for Adobe Commerce and Magento Open Source enables you to get a bird’s-eye-view of your orders and payments—all within the Order payment status report.

See payment statuses, invoiced and shipped statuses, refund statuses, dispute statuses, and more, all within this report in the Admin.

You can download Order payment status transactions in a .csv file format for use in existing accounting or order management software.

Data used in the report

The Payment Services module uses order data, and combine it with aggregated payment data from other sources (including PayPal), to provide meaningful and highly useful reports.

Order data is exported and persisted in the payment service. When you change or add order statuses or edit a store view, store, or website name, that data is combined with payment data and the Order payment status report is populated with the combined info.

There are two steps in this process:

1. The index is changed data either ON SAVE (every time order info or store info is changed) or BY SCHEDULE (on a pre-configured cron schedule), depending on how it is configured in Index Management in the Admin.

   By default, data indexation occurs ON SAVE, which means that whenever something changes in the order, the order status, the store view, the store, or the website, the reindexation process happens immediately.

2. The indexed data is sent to the payment service, which then populates into the Order payment status report.

The only data that is exported and collated for reporting purposes is data used by the Order payment status report.

Configure data export

Even though, by default, reindexing happens in ON SAVE mode, it is recommended that you index in BY SCHEDULE mode. The BY SCHEDULE index runs on a cron schedule of one minute, and any changed data appears in your Order status report within two minutes of any data change. This scheduled reindexing helps you reduce any strain on your store, especially if you have a large volume of incoming orders, because it happens on a schedule (not as each order is placed).

You can change the index mode—ON SAVE or BY SCHEDULE—in the Admin.

To learn how to configure the data export, see Command-line configuration.

Availability

On the Admin sidebar, go to Sales > Payment Services > Order payment status to see the payment statuses for your orders.

Select data source

In the Order payment status report view, you can select the data source—Live or Sandbox—for which you want to see report results.

If Live is the selected data source, you can see report information for your stores that use Payment Services in Live mode. If Sandbox_ is the selected data source, you can see report information for your Sandbox environment.

Data source selections work as follows:

• If you do not have any stores that use Payment Services in Live mode, the data source selection defaults to Sandbox.
• If you have any stores (one or multiple) that use Payment Services in Live mode, the data source selection defaults to Live.
• Report exports always honor the data source selection.

To select the data source for your Order Payment Status report:

1. On the Admin sidebar, go to Sales > Payment Services > Order payment status.

2. Click Data source and select Live or Sandbox.

   The report results regenerate based on the data source selected.

Customize dates timeframe

From the Order payment status report view, you can customize the timeframe of the statuses you want to view by selecting specific dates. By default, 30 days of order payment statuses are shown in the grid.

1. On the Admin sidebar, go to Sales > Payment Services > Order payment status.
2. Click the Order dates calendar selector filter.
3. Choose the applicable date range.
4. View the order payment statuses for your specified dates in the grid.

Show and hide columns

The Order Payment Status report shows all available columns of information by default. You can, however, customize which columns you see in your report.

1. On the Admin sidebar, go to Sales > Payment Services > Order payment status.

2. Click the Column settings icon ().

3. To customize which columns you see in the report, check or uncheck columns in the list.

   The Order payment status report will immediately show any changes you made in the Column settings menu. The column preferences will be saved and will remain in effect if you navigate away from the report view.

View statuses

The Order payment status report view shows comprehensive transaction status and pay status information for each Payment Services order.

Transaction status

By default, 30 days of order payment statuses are shown in the grid.

Scroll to the left and right to view order payment status information, including order date, authorized date, invoiced, shipped, pay status, and more.

The number of rows returned in a search, or shown in the default 30 days of order payment statuses, are shown above the Order payment status view grid alongside the Order dates calendar selector filter.

Pay status

The Pay status column shows the current status for any payment. A Capture failed payment shows a red alert status and a Voided payment shows a gray alert status.

Refund status

The Refund status column shows the current status for any refund. A Capture failed payment shows a red alert status and a Voided payment shows a gray alert status.

Update report data

The Order payment status report view shows a Last updated timestamp that shows the last time that the report information was updated. By default, Order payment status report data is auto-refreshed every three hours.

You can also manually force a refresh of the Order payment status report data to see the most up-to-date report information.

1. On the Admin sidebar, go to Sales > Payment Services > Order payment status.

2. Click the Refresh icon ().

   The Order payment status report data is refreshed, an Update complete confirmation appears, and the latest information is present in the grid.

View disputes

You can view any disputes on your store’s orders, and navigate to the PayPal Resolution Center to take action on them, from within the Order payment status report.

1. On the Admin sidebar, go to Sales > Payment Services > Order payment status.

2. Navigate to the Disputes column.

3. View any disputes for a specific order and see the dispute status.

4. Click the dispute ID link (beginning with PP-D-) to go to the PayPal Resolution Center.

5. Take appropriate action for the dispute, as needed.

   To sort order disputes by status, click the Disputes column header.

Download order payment statuses

You can download a .csv file with all statuses visible in the Order payment status view grid, whether you are viewing the default 30 days of statuses or a customized timeframe.

1. On the Admin sidebar, go to Sales > Payment Services > Order payment status.
2. If you want to see statuses for a timeframe other than the last 30 days, customize the date range timeframe for your statuses.
3. Click the Download () icon.

Your order payment statuses are downloaded in a .csv format.

Order payment status information

The Order payment status view shows extensive info for each status shown in the grid.

Column descriptions

Order payment status reports include the following information.

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