The Transactions table is the main place to review charges, payments, refunds, and failed transactions. Most billing questions can be answered directly from this page by using filters and reviewing the totals at the top of the table.
Questions This Article Can Answer
Use this article when you need to answer any of the following:
Why don't my totals match what I expected?
How do I see all failed payments this month?
Where do I find a specific student's payment history?
How do I filter by program, classroom, or date range?
How do I delete, edit, or refund a transaction?
💡 Looking for your payout or wondering why a collected payment isn't in your bank account yet? The Transactions table shows charges and payments recorded in Playground — it does not show bank deposit timing. For payout questions, see After Your First Payout.
Understanding Differences in Totals
If the totals on the Transactions page aren't what you expected, it's almost always tied to one of these four things:
You're looking at the Debit amount instead of the Balance
The Debit column shows the full amount of the charge or installment plan. The Balance column shows what is currently owed. For example, you may see a $5,000 debit, but the student may not owe $5,000 today — that amount could represent the total for an installment plan, while the Balance column reflects what has posted and what remains due right now.
You're filtering by the wrong date field
Post date reflects when a debit was added to the account. Due date reflects when a debit is due. Service start reflects when care occurred. Using one instead of the other changes your totals. For example, care may have taken place in January but was posted in February — filtering by Service start versus Post date will produce different results.
Refunds or failed payments are included in your view
On the Credits tab, refunded, failed, or disputed payments affect the totals shown. For example, if you expected to see $10,000 collected but a $1,000 refund was issued, the net total will appear lower.
Inactive students are included
Unless filtered out, totals include both active and inactive students. A family that withdrew earlier in the year may still have historical debits or credits in your totals. Use the Student status filter and set it to Active to exclude them.
Understanding the Debits & Credits Tabs
When you open the Transactions page, the first step is to choose the correct tab. The Transactions table is divided into two tabs:
Debits
The Debits tab shows charges posted to family accounts — tuition, fees, and charges from recurring billing schedules. Depending on your column settings, you may see the student name, item, post date, due date, debit amount, discount, amount paid, and remaining balance.
Columns can be turned on or off using the column settings on the page.
Credits
The Credits tab shows payments and credits applied to family accounts — successful payments, refunds, and manual credits. Depending on your column settings, you may see the student name, payment method, post date, credit amount, and reference information.
Using Filters on the Debits Tab
The Debits tab is where you answer questions about charges. Click Add filters to open the full filter panel.
Filter | Available Options | How It's Commonly Used |
Classrooms | Dropdown list of your center's classrooms | Review debits for students in a specific classroom |
Programs | Multi-select list of programs (active and inactive) | Review debits for students enrolled in a specific program |
Post date | None, is equal to, is between, is after, is before | Review debits added to accounts during a specific timeframe |
Due date | None, is equal to, is between, is after, is before | Review debits that were due during a specific timeframe |
Service start | None, is equal to, is between, is after, is before | Review debits for care that occurred during a specific timeframe |
Private/Subsidy | Private, Subsidy, or All | Review debits by funding type |
Accounting codes | Dropdown list of your accounting codes | Review debits grouped by accounting code |
Student status | Active, Inactive, or All | Review debits for active or inactive students only |
Answering Common Billing Questions with Filters
Below are examples of how to combine filters to answer specific billing questions.
How much did we bill for Program A during March for active students only?
Turn on Programs and select Program A.
Set the Post date to March.
Use Student status and select Active.
The totals at the top will now reflect only those debits.
How much was billed under a specific accounting code for subsidy students this month?
Turn on Accounting codes and select the code you're reviewing.
Use Private/Subsidy and select Subsidy.
Set your Post date to the month you want to review.
What is the total outstanding balance for inactive students in a specific classroom?
Turn on Classrooms and select the classroom.
Use Student status and select Inactive.
Adjust your Due date if needed.
Review the remaining balance column and the totals at the top.
How much was billed for care that took place in January but was posted in February?
Use Service start and set it to January.
Then set Post date to February.
This separates when the care happened from when the debit was added to the account.
Using Filters on the Credits Tab
The Credits tab is where you answer questions about payments and money applied to accounts. Click Add filters to open the full filter panel.
Filter | Available Options | How It's Commonly Used |
Classrooms | Dropdown list of your center's classrooms | Review credits for students in a specific classroom |
Programs | Multi-select list of programs (active and inactive) | Review credits for students enrolled in a specific program |
Date | None, is equal to, is between, is after, is before | Review credits applied during a specific timeframe |
Payment Type | All, Credit, Cash, Venmo, Zelle, PayPal, Cash App, Other, ACH, Card, Check | Review credits by how they were made |
Payment Status | All, Deposit Held, Pending, Succeeded, Refunded, Partially refunded, Refund Pending, Failed, Disputed | Review credits by their current status |
Private/Subsidy | Private, Subsidy, or All | Review credits by funding type |
Accounting codes | Dropdown list of your accounting codes | Review credits grouped by accounting code |
Student status | Active, Inactive, or All | Review credits for active or inactive students only |
Answering Common Billing Questions with Filters
How much did we collect in April for Program A from private pay families only?
Use Programs and select Program A.
Set the Date to April.
Use Private/Subsidy and select Private.
How much was collected from subsidy students this month?
Use Private/Subsidy and select Subsidy.
Set the Date to the month you want.
How much is still pending or failed this month?
Set the Date to the month you're reviewing.
Use Payment status and select Pending and Failed.
The totals will show only payments that have not successfully cleared.
Working Directly from the Transactions Table
The Transactions page isn't only for looking things up — you can also make changes right from the table. Once you select one or more items, tools appear at the top that let you take action without leaving the page.
Managing Debits from the Table
When you select one or more debits using the checkboxes on the left, options appear at the top of the table.
Charge payment methods
If there's an outstanding balance and a saved payment method on file, you can charge it directly from here. After you initiate the charge, you'll choose how it should be applied — to the oldest debit, as a new debit, or held as a deposit.
Edit accounting code
You can add or update the accounting code for selected debits. If you select an entire billing plan, the accounting code can be applied in bulk to every debit within that plan.
Delete
If a debit needs to be removed, you can delete it from this view. Once deleted, it's removed from the student's balance and from your totals.
Managing Credits from the Table
Credits are managed individually — there's no bulk selection on this tab. Click the three dots (. . .) at the end of a payment row to see the available options for that specific credit.
Edit
If the payment was entered manually or needs to be adjusted, you can edit the details directly from here.
View
Open the payment to see more information, including timestamps, payment method, and status.
Refund
If a card or ACH payment needs to be returned, you can issue a refund from this menu. The refund will update the payment status and adjust your totals.
Reapply to oldest
If a payment was applied incorrectly, you can reapply it to the oldest outstanding debit on the account.
Delete
If an offline payment was recorded by mistake, you can delete it. This removes the credit from the account and updates the totals accordingly.
FAQ
Why do my Transactions totals not match my Revenue Summary report?
These two reports measure different things. The Transactions table shows individual charges and payments in real time with filters applied. The Revenue Summary report calculates revenue by item type across a date range. Differences are usually caused by the date field being filtered (Post date vs. Service start), student status filters, or refunds and credits being included or excluded. Start by confirming you're using the same date range and date field in both places.
Why is a payment showing as a credit on the account instead of reducing the balance?
This usually means the payment was not applied to a specific debit. You can fix this using Reapply to oldest on the Credits tab — click the three dots (. . .) next to the payment and select Reapply to oldest. This will apply the payment to the oldest outstanding charge on the account. If the issue persists, see Correct Account Balances.
How do I find all failed payments for a specific month?
Go to the Transactions page and click the Credits tab.
Click Add filters.
Set the Date filter to the month you want to review.
Set Payment Status to Failed.
The table will show only failed payments during that period. You can download this view using the download button.
How do I see a specific student's full payment history?
The Transactions table doesn't filter by individual student. For a student-specific payment history, go to the student's profile and open the Billing tab. This shows all charges and payments for that student in one place.
Where do I find payout information — when will money hit my bank account?
The Transactions table shows charges and payments recorded in Playground, not bank deposit timing. For information about when a payout will arrive in your bank account, see After Your First Payout or run the Payouts report in the Billing Reports section.