Payment Processing Documents report | FareHarbor Help Center

The Payment Processing Documents report allows you to access invoices for transactions processed using FareHarbor. In addition to payment processing invoices, you may also see payment processing credit notes in this report.

Credit notes are used to document refunded sales or services as well as errors in issued invoices. In your FareHarbor Dashboard, you will typically see a credit note linked to an invoice which had payments refunded at a later date.

These payment processing documents will be issued automatically every month during the first five calendar working days.

How can you use these documents? In some countries outside of the US, businesses must provide these official documents for accounting and tax reporting activities. If your business is not based in Australia, New Zealand, Canada (including Quebec) or the European Union, you can still use this report as an easy way to see payment processing fees within your FareHarbor Dashboard.

You can find this report in Reports > Advanced > Payment Processing Documents.

payment-processing-documents-report

For more information and pre-requisites for using this report, check out how to use the Payment Processing Documents report for tax reporting and read more about available report settings below.

In addition to the settings available on other Advanced reports, this report type has a few unique options available to you.

Filters

In addition to the filter options available on all Advanced reports, a Payment Processing Documents report also includes an additional filter:

Document type: Filter your report by document type by checking “Invoice” to see invoices only, checking “Credit Note” to see credit notes only, or check both or none to see both invoices and credit notes.

Grouping

In addition to the grouping options available on all Advanced reports, you can also group by Document Month, Document Year, or Document Type.

Columns

For detailed information about how to add columns to a report, see this page.

There are specific column options available for the Payment Processing Documents report:

Document ID: This column shows a unique ID that is given to every payment processing document.
Period: This column shows the period for which the payment processing document was issued. For example, an invoice containing processing fees charged to you in January has a period of 1/1/2022 – 1/31/2022.
Total: This column shows the total amount of processing fee charged or refunded to you.

Depending on your country’s legal requirements and whether you have supplied FareHarbor with your Tax ID or not, payment processing documents may also include VAT, GST, HST, or other applicable taxes. If you would like to see how much tax was charged to you, add the Subtotal and Tax columns to your report.

Using the Payment Processing Documents report for tax reporting

Payment Processing Documents are official invoicing documents that can be submitted to your local tax authorities to remit the tax paid. Therefore, you must ensure that you have provided FareHarbor with all the necessary information to comply with the requirements of your local tax authorities. Please make sure the following information is up to date in your FareHarbor Dashboard before using this report.

NOTE: Failure to provide and maintain this information may result in issues with the local tax authority in your country.

Ensure you have supplied FareHarbor with a valid Tax ID.

Displaying your Tax ID on invoice documents is a common regulatory requirement. Depending on where your business is incorporated, FareHarbor may need to include this information on the invoice document associated with your payment processing fees.

Read more detailed information about Tax IDs.

Note: If you are operating your business in the US and the payment processing country on your Dashboard is set to the US, you do not need to supply FareHarbor with your TIN. However, you may still need to provide this information while completing the steps on the Payment Setup Checklist to comply with identity verification requirements. See this page for more information.
Ensure the address you have used while filling out the Payment Setup Checklist is your actual business registration address.
(Optional) If you are operating your business in Australia, ensure you have let your FareHarbor Account Manager know whether you are registered for GST or not.

Goods and services tax (GST) is a tax of 10% on most goods, services and other items sold or consumed in Australia. If your business is registered for GST, you must collect this extra money (one-eleventh of the sale price) from your customers. You pay this to the Australian Taxation Office (ATO) when it’s due. However, if you are not registered for GST, FareHarbor will need to apply 10% GST to its payment processing fees and charge it to you.

Frequently Asked Questions

Why doesn’t my payment processes document report match my CC processing Sales report?

This may be due to various factors, including:

The time zone you are located in differs from the the time zone where the payment processing document report is run in (CET).
The Dashboard is using PayPal as a payment processor. Set filters to remove PayPal as the Credit card type in your report.
It may happen that the payments are initiated in a month but completed in the following month.
Payments made using gift cards, cash and other custom payment types, are not included. Set filters to remove these payment types in your report.

What if my company name, tax ID or other information is wrong?

Once issued, payment processing documents cannot be edited.

If you notice that your business details are incorrect, please reach out to your FareHarbor Account Manager for assistance. Once corrected, the changes to your business details will be reflected on the documents issued the following month.

Can I download my documents?

Yes, all payment processing documents can be downloaded. Follow these steps if you need to download your documents:

Open a document you are interested in downloading by clicking on the Document ID on the Payments Processing Documents page.
Right-click anywhere on the document.
Click Print in the context menu.
Ensure that Save as PDF is selected as the destination printer in the Destination field.
Click Save.

Can I view documents for years prior to 2022?

Because this report was made available at the beginning of 2022, you can view payment processing documents for bookings starting in January 2022 and beyond, but not for previous years.

Internal-only content. Don't copy and paste to anyone.

Notes

The Payment Processing Documents report will not be available on Dashboards with PayPal selected as the only payment processor.
Once issued, payment processing documents cannot be edited.

However, if the client has changed their Tax ID in the Dashboard or their business registration address in Stripe/Adyen mid-month, these changes will be reflected on the documents issued the following month. If for some reason the client insists that their documents need to be edited, please reach out to the Payment Operations team.
Only the users with the permissions View reports section of Dashboard > All advanced reports will be able to access the Payment Processing Document report.
FareHarbor needs to generate invoicing documents using Amsterdam time zone (CET), so that we can comply with Dutch tax regulations. This means you may you may see differences in total processing fees when comparing the Payment Processing Document report with a Sales or Booking report. It all depends on when the invoices were batched and when the bookings occur.
The verbiage on the invoice “Service fee for technical integration of payment solution” refers to the credit card processing fee.

Note: If a client has multiple companies under one Dashboard, this report will group all information together. You cannot split the report up by items. If they do need to separate out this information, you may need to split each company into its own Dashboard.