How to Use Filters in the Refunds Report

Step 1: Navigate to Analytics

Start by logging into your Pabau account using your login credentials. Then, navigate to the left sidebar menu, where you can find the Analytics tab. Click to expand it, and it will reveal Reports.

Step 2: Open the Refunds Report

Under the Financials section, you will find the Refunds pre-created report. Click on the report name to continue.

Step 3: Review the Default Filters

The Refunds report opens with 2 filters applied, joined together with "and":

• Payment where Payment Date is in Today — restricts the report to payments taken today
• Payment where Type is Refund — further restricts the report to payments recorded as a refund

Because the filters are joined with "and," a payment must satisfy both conditions to appear in the report. Each part of either filter — object, field, operator, and value — can be clicked and changed independently, which is what the rest of this article walks through.

Step 4: Change the Object

Clicking on the object opens a dropdown of everything you can build a filter around:

• Payment — the payment record the report is built around, and the default object for this report
• Client — the client the payment was taken from
• Invoice — the invoice the payment was applied to
• Service — the service linked to the payment
• Product — the product linked to the payment
• Appointment — the appointment linked to the payment

Choosing a different object changes the entire list of fields available in Step 5, since each object carries its own set of details.

Step 5: Change the Field

Clicking on the field opens a scrollable list, since a payment record carries a lot of detail. This is where you choose exactly what aspect of the payment you want to filter on.

The fields available for the Payment object include:

• Payment Date — the date the payment was taken, which is what powers the first default filter
• Invoice No. — the invoice number the payment was applied to
• Amount — the value of the payment
• Created By — the user who recorded the payment
• Location — the clinic/site the payment was taken at
• Client — the client the payment was taken from
• Paid by — who made the payment
• Payment Method — the method used to make the payment
• Paid No. — the payment reference number
• Payment Note — any note recorded against the payment
• Created Date — when the payment record was created
• Type — the payment type, which is what powers the second default filter
• Pabau Pay — whether the payment was processed through Pabau Pay
• Team — the team associated with the payment
• Processing fee — the processing fee charged on the payment
• Payment net amount — the net amount received after any processing fee

Picking a field here decides what the operator and value in the next steps will actually test.

Step 6: Change the Operator (Date-Style Fields)

For the first filter's field, Payment Date, which is a date, the operator list is:

• is — only include payments taken on an exact date
• is not — excludes payments taken on an exact date
• is later than — only include payments taken after a given date
• is earlier than — only include payments taken before a given date
• is exactly or later than — includes the date itself plus everything after it
• is exactly or earlier than — includes the date itself plus everything before it
• is now until — only include payments taken between now and a date you specify
• is empty — only include payments with no date recorded
• is not empty — only include payments that do have a date recorded

Step 7: Choose the Value (Date-Style Fields)

Clicking on the value for Payment Date opens the Favourite Intervals list — rolling date ranges that update automatically each time the report runs:

• Today — from midnight until the current time, and the default value for this report
• Yesterday — the previous 24 hour day
• This month — the current calendar month
• This year — the current calendar year

Step 8: Change the Operator (Type Field)

For the second filter's field, Type, the operator list is simpler, since it's a fixed category with only two possible states:

• is — only include payments matching the selected type, and the default operator for this report
• is not — excludes payments matching the selected type

Step 9: Choose the Value (Type Field)

Clicking on the value for Type opens a list of the payment types you can filter by:

• Payment — a standard payment taken from a client
• Refund — money paid back to a client, and the default value for this report
• Deposit — an upfront payment taken on account

Step 10: Review the Data

Once your filters are set the way you want, the report updates automatically, showing you the refunds that match both rules, measured by payment value.

By following these steps, you can easily generate and customize the Refunds report.