The All Payments report is your payment ledger — a line-by-line list of every successful payment your shop has taken over the period you select. It's the report you use for reconciling the till, answering accounting questions, and checking how a specific customer paid. At the top you'll see four summary numbers: Total Order Cost, Total Remaining Amount, Total Payment Amount, and Customer Credits (if your shop uses Customer Credit). Below them is a searchable table with one row per payment — you can filter, sort, and export it to Excel for handoff to your accountant.
Filters
| Filter | Default | What it does |
|---|---|---|
| Countries | Your country | Lets multi-country headquarters users narrow the report to one country. |
| Locations | All your locations | Lets you look at one shop at a time, or a group of shops. |
| Paid Date | Last month | The period you want to see payments for. This filter looks at the payment date you recorded on the payment — so if you back-dated a payment to a previous day, it will show up on that day. |
| Invoiced Date | Off | An extra filter that narrows the report to payments whose orders were invoiced in the chosen period. Turning this on hides payments made on estimates or on orders you never invoiced. |
| Order Status | All statuses | Limits to payments on estimates, repair orders, or invoices. |
| Payment Type | All types | Limits to one or more payment types — Card, Cash, Check, Customer Credit, Other, or any custom types you've set up. |
| Card Type | All card brands | For card payments, limits to Visa, Mastercard, Amex, or Other. |
| Charge Type | All | For card payments only: lets you see Debit vs Credit separately. |
| Customer Type | All | Limits to payments on orders for regular customers or for fleet customers. |
| Customers | All | Lets you pull up payments on orders for specific customers. |
A note about dates: This report has two date filters — Paid Date and Invoiced Date — that answer different questions. Use Paid Date when you want to know "what money came in this period, regardless of which jobs it was for?" Use Invoiced Date when you want "payments tied to jobs I closed in this period." If you turn on both at once, you'll only see payments that satisfy both conditions — a narrow view that is useful for reconciliation but not for day-to-day reporting. Neither mode is more "correct" — they answer different questions.
Understanding Your Numbers
| Card | What it means | What it doesn't include | When it's useful | Notes |
|---|---|---|---|---|
| Total Order Cost | The combined invoice total of the orders that had at least one payment in the selected period. | Orders that had no payments in the period; duplicate counting — each order is counted once even when it had multiple payments. | When you want to see the total value of work you took money on during the period. | If you add up the "Total Order Amount" column by hand, it can come out higher than this card — that's because the card counts each order only once, while the column shows the order total on every payment row. |
| Total Remaining Amount | The combined remaining balance still owed on those same orders — as of right now, not as of the payment date. | Orders that had no payments in the period. | When you want to see how much is still outstanding on the orders you've taken money on. | This is a live number. If you run the report for last month and a new payment came in this morning, the remaining balance reflects that new payment. |
| Total Payment Amount | The total amount of money you took in during the period, excluding Customer Credit applications. | Customer Credit payments (those appear in the Customer Credits card instead); refunded, pending, failed, or disputed payments. | When you want to know how much actual money came in — cash, card, check, and other payment types. | Customer Credit is money your customer already paid in the past that you're applying to a new order. It's not new cash coming in, which is why it's split out. |
| Customer Credits | The total amount of Customer Credit applied to orders during the period. | Anything that isn't a Customer Credit payment. | When you want to see how much of your receipts this period came from credits you already held for customers. | Only visible if your shop has Customer Credit enabled. Add this card to Total Payment Amount to get the grand sum of everything in the table. |
Common Questions
Q: Why is Total Payment Amount lower than the sum of the Payment Amount column? A: The card excludes Customer Credit payments — those are money your customer already paid you in the past that you're applying to a new order, not new cash coming in. Look at the Customer Credits card separately. If you add the two cards together you'll get the grand total.
Q: Why doesn't this match my End of Day or Payments by Customer report? A: Three common reasons: (1) All Payments and End of Day both use the recorded date, but they can handle Customer Credit differently — All Payments' Total Payment Amount excludes it, but some other totals don't; (2) a bulk payment appears as one row here but may be broken out differently elsewhere; (3) this report reads live data while some other reports pull from a slightly delayed warehouse, so a payment taken in the last few minutes may show here but not yet elsewhere.
Q: Why is a payment I recorded today not showing up? A: The Paid Date filter defaults to last month, not today. Change it to "This month" or "Today" to see recent payments.
Q: Why is a payment from a few weeks ago sitting in the wrong week? A: The report looks at the date you recorded on the payment, not the date you clicked Save. If the payment was back-dated when it was entered, it will fall in the back-dated week.
Q: Why is a refunded payment missing? A: All Payments only shows successful payments. Refunded, pending, failed, and disputed payments don't appear. For those, use the Payment Transactions report.
Q: Why does my bulk payment show up as one row with no vehicle or order number? A: A bulk payment is a single payment that covers several orders at once, so there is no single vehicle or order to display in those columns. Click the "N statements / M orders" link in the Order Name column to open a window that lists every order and statement the bulk payment covered.
Q: Why did the Remaining Amount change since the last time I ran this report? A: The Remaining Amount is a live number — it shows what's still owed on the order today, not what was owed on the original payment date. If another payment has been applied since you last ran the report, the remaining balance will be lower.
Tips for Getting the Most Out of This Report
- Use it for end-of-month reconciliation. Set Paid Date to last month, export to Excel, and hand it to your accountant — it's the closest thing to a bank deposit ledger that Shopmonkey produces.
- Use the Customer Credits card as a check. If the total feels off, the gap between "Payment Amount column" and "Total Payment Amount card" should equal the Customer Credits card to the penny. If it doesn't, something else is going on — open a support ticket with a screenshot.
- Filter to one payment type when investigating a specific question. If a customer says "I paid you by check on this date and it's not showing," filter Payment Type to Check and narrow the Paid Date — the row should jump out immediately.
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