Transaction processing and monitoring of payment and return status are crucial elements in e-commerce and business in general. To keep track of all relevant information, CopeCart provides you with useful tools. In this article, we'll take a close look at the transaction list, the transaction details, the order overview, and the various payment and return statuses.

Learn how these features help to ensure smooth order processing and increase customer satisfaction. Let's dive into the world of transaction management and discover how it can support your business.

You can find the overview of all orders and transactions in your account under the "Transactions" section.

To view one or more transactions, log in to your account and click on the "Transactions" tab. There you have the possibility to select the desired period for which you want to view the transactions. It is recommended to choose a generous period of time in order to include all relevant transactions.

Once you have selected the desired period, you can scroll further down to get to the transactions. Here you have the option to add additional filters to further narrow your search and target specific criteria.

You can filter the transactions by payment plan, payment method, transaction details and payment status. This gives you a clear overview and allows you to search for specific transactions.

With this user-friendly feature you have full control over your orders and transactions and can filter and view them according to your individual needs.

In the payment plan section, you have several options, including one-time payment, subscription and installment. As payment methods you can choose between credit card, SOFORT, SEPA, PayPal, invoice and Klarna. Within the transactions you have the option to select chargeback, return, partial refund and sale.

To check a specific order or the current payment status, simply select the corresponding order ID from the list. This will take you to the order details, where you can click the "Overview" button at the bottom of the payments section. This will take you to the "Transactions overview" view.

There you will find a summary of all transactions related to the selected order. This overview provides you with a comprehensive view of all relevant transaction details, so that you can transparently view the payment status and any processes such as chargebacks, returns, partial refunds and sales.

With this simple step, you can check individual orders and keep track of your transactions. This way, you always have full control and can take further steps if necessary.

For sales transactions, various payment statuses are possible, which indicate the current status of the payment. We distinguish between the following statuses: "Paid", "Pending", "Failed" and "Test phase". By clearly distinguishing the payment statuses for sales transactions, you can keep track of the current status of payments and, if necessary, take appropriate measures to ensure that the payment process runs smoothly.

This status message indicates that the payment has been successfully completed and the amount has been successfully received.

This status is displayed if the payment is still pending and has not yet been completed. In this case, it may be an ongoing transaction where the payment is still being processed.

The meaning of this status differs according to the payment method.

Also note the payment method here:

One-time payment: the payment will be displayed as pending as soon as it is made.

Installment payment: The pending payment will be displayed in the transaction overview 3 days before the due date.

The transaction has been created. The invoice was sent to the customer with the creation of the transaction and is waiting for the customer to make the transfer. After successful transfer, the transaction will have the status "Paid".

The money has been debited from the customer's account. However, the direct debit is not immediately successful: as a rule, the payment confirmation for a SEPA direct debit takes an average of 6 working days. However, in individual cases, depending on the bank, this can extend to up to 14 working days. After the money has arrived, the payment status changes to “Paid”.

With SOFORT, the payment is authorized immediately, but the funds are not guaranteed until SOFORT has actually received them. This usually takes 2 business days, but can be delayed up to 14 days.

With these payment methods, the status does not usually occur because payments are posted immediately after the order is completed.

This status indicates that the payment could not be completed successfully. This can be due to various reasons, such as a declined credit card or an invalid payment method. The meaning of this status also differs according to the payment method.

The debit of the installment or one-time payment has failed. This can have different reasons (credit card blocked, card reported as lost/stolen, insufficient credit on the customer account, etc.).

If you find this status when buying on account, it means that the transaction has been cancelled. If an installment transaction with purchase on account is cancelled, all outstanding installments will be marked as “Failed”.

If a product or service includes a test phase, this payment status is displayed. This is a temporary phase in which the payment function is simulated to test the process without making actual payments.

The customer uses the product free of charge during the trial period. This means that payment for the product will not be made until the end of the trial period.

Here is the difference between refund and chargeback.

Refund: Reverse transaction of a payment already made, in which the amount debited is credited back to the customer's account.

Chargebacks: Debit from the customer's account of a direct debit payment that has already been made, usually due to an objection or dispute.

Chargebacks are used to reverse unwanted or unauthorized transactions and restore the flow of funds to their original state. It's important to note that chargebacks and reversals can have legal and financial consequences, and in certain cases may also involve fees. Learn more about refunds and chargebacks at CopeCart here.

Return transactions can also have different payment statuses that indicate the current status of the refund. By distinguishing between the different payment statuses for return transactions, you can keep track of the status of the refunds. This allows you to identify any problems early on and take action, if necessary, to ensure that the refunds are processed smoothly.

When the refund has been successfully processed and the amount has been returned to the customer, this status is displayed. The refund has been successfully completed and the customer has received the corresponding amount back.

This status occurs only when refunding orders with the payment method purchase on account. We are currently preparing the refund, but we still need the customer's bank details. Once we receive this information, we can process the refund as soon as possible. We would like to make sure that the refund goes smoothly and that the customer gets the amount back as soon as possible. We therefore ask the customer to provide us with their bank details so that we can complete the refund.

The described payment statuses also apply to partial refunds.

A chargeback is initiated by the customer. The significance of the status is determined here by the respective payment method.

This occurs when a customer triggers a return debit note or a dispute in connection with a payment. In such cases, it is usually possible to object to the return debit note, provided that the agreed services have been properly provided. In order to comply with the objection to the return debit note, evidence of the performance of the services is requested from the Vendor. This evidence will be used to support and substantiate the objection to the chargeback. If there are any further questions about this, we are available to assist you. Learn more about an effective dispute resolution process here.

The customer has withdrawn the money via the credit institution and there is no possibility of objection, as with credit cards and PayPal, because the chargeback was automatically resolved in favor of the buyer. Learn more about SEPA payments here.

In the case of purchase on account, this status does not occur because the customer does not have an option to charge back.

As soon as a customer requests a chargeback, we first post the corresponding payment in the system. We then record the chargeback as a successful payment. If we lose the chargeback dispute, no further amount is added because the credit balance already has a negative value. However, if we decide the dispute positively in our favor, we mark the chargeback as unsuccessful (reversal of chargeback) to record a positive credit balance.

For further questions, please feel free to contact our support team.

Best regards

Your CopeCart Team