When a customer pays you, Sharper records the payment and then settles it — applying it against the specific invoice lines it pays for. The Settlement Details report shows both halves of that story together: the payment as it was taken, and the charges it was applied to. It is the report to reach for when you need to answer "what did this payment actually pay for?"
This article assumes you already know the basics of the Sharper reporting module — the Name, Token, Subtotal, column picker, and filter fields. For a full walkthrough of the reporting form itself, see the Sharper Reporting Reference Guide. This article only covers what's specific to Settlement Details.
Why This Report Matters
Payments and charges rarely line up one to one. A single card payment can settle several invoice lines; a deposit taken months before arrival sits against no invoice at all until the stay is billed; and an overpayment can sit on a customer's account unapplied. Settlement Details is the report that exposes all three cases, which makes it the practical tool for:
Reconciling a day's takings against what was actually invoiced
Finding money sitting on accounts unapplied, which is the usual cause of a customer insisting they paid while their balance still shows due
Tracing a deposit or prepayment through to the invoice it eventually settled
Breaking payments down by payment method, register, or the staff member who took them
The Three Kinds of Row
This is the key to reading the report. Every row carries a Settlement Tran Type, and it will be one of three values. Add this column to any Settlement Details report — without it, the numbers are very hard to interpret.
Settlement Tran Type | What the Row Represents |
INV_ITEM | A payment applied to a specific line on an invoice. This is the normal case, and it is where the product, income account, and tax columns are populated. |
DEPOSIT_OVERPAY | Money settled without an invoice behind it — deposits, security deposits, and prepayments against a reservation. There is no invoice line, so invoice and product detail is thin or empty. |
UNSETTLED | The part of a payment that has not been applied to anything yet. This is the row type to look for when a customer has paid but still shows a balance. |
Because one payment can produce several rows — one per invoice line it settled, plus an unsettled remainder — the payment amount repeats across those rows. Summing a payment column across the whole report will overstate your takings. To total money received, subtotal on the settled amount columns, or filter to a single Settlement Tran Type so you are adding up one kind of row at a time.
Building a Settlement Details Report
Go to Reports → Accounting → Settlement Details in the left sidebar.
If a shipped report is close to what you need, use the ⋯ menu → Copy first — shipped reports can only be edited by the Sharper team.
Otherwise click + New and give it a Name, such as "Daily Payment Reconciliation."
Add the columns below, and be sure to include Settlement Tran Type.
Set Subtotal to a value column such as Total if you want running totals.
Turn on All Outlets if you are reconciling more than one location together.
Click Save, then Get Report to set a date range and run it.
Recommended Columns
The report carries two parallel sets of payment columns — one describing the payment as taken, and one describing the settlement. Knowing which is which saves a lot of confusion:
Field | What It Shows |
Settlement Tran Type | Which of the three row kinds above this row is — include it always |
Payment Date, Payment Time | When the money was taken |
Settlement Date, Settlement Time | When it was applied. These can differ by weeks — a deposit is taken at booking and settled at billing. |
Payment Type, Payment Method | How the customer paid — card, cash, check, ACH — as recorded on the payment |
Settlement Payment Type, Settlement Payment Method | The same details carried onto the settlement record. Use the Settlement pair when grouping by tender for a deposit reconciliation. |
Check Number, Credit Card Auth, Credit Card Last 4 | Tender references for matching against a bank or processor statement |
Settlement Is Deposit | Whether the settled amount was a deposit rather than a payment against a charge |
Customer Name, Cust Email, Cust Phone | Who paid |
Invoice, Invoice Date, Invoice Status | The invoice settled, where there is one |
Subtotal, Discount, Tax, Total, Net Income | The charge amounts on the settled line |
Product Name, Product Category Name, Product Module Name | What was sold, and which module it came from — useful for splitting marina rent from point of sale takings |
Income Account, Income Account Number | The general ledger account the revenue posts to |
Register Name, POS Transaction | Where a point of sale payment was taken |
User Display Name, User Email | The staff member who took the payment |
Note: Subtotal-type invoice lines are deliberately left out of this report, so a Settlement Details total will not always match the face value of an invoice line for line. Use the CRM Invoice Details report when you need the invoice itself reproduced exactly.
Useful Filters
On the Report Run page (after clicking Get Report), add filter rows for the question you are answering:
Money paid but not applied: Field Settlement Tran Type, set to UNSETTLED. Review this regularly — it is where "I already paid that" disputes come from.
Deposits and prepayments held: Field Settlement Tran Type, set to DEPOSIT_OVERPAY.
Normal invoice settlements only: Field Settlement Tran Type, set to INV_ITEM.
One day's card takings: Field Payment Date set to the day, and Payment Type set to your card type.
Everything one staff member took: Field User Display Name, set to the person.
One customer's payment history: Field Customer Name, set to the customer.
Keeping three saved reports — one per Settlement Tran Type — is usually easier to work with day to day than a single report you re-filter each time.