Ledgers

A ledger is the running record of everything you owe an account representative. Each rep in your organization has one ledger, and every commission they earn, every credit or deduction you apply, and every payout you issue lands there as a dated entry. This page explains what a ledger holds, how its periods and balances work, and how to read both the ledger list and an individual rep’s ledger.

What a ledger represents

Think of a ledger as a single rep’s account with your ISO. It answers one question at a glance: how much do you currently owe this person?

That figure — the rep’s balance — moves as entries are added over time:

• Commissions are earned as the rep’s assigned merchants (MIDs) process transactions. These are added automatically when reports are processed.
• Credits and deductions are adjustments you record by hand — a bonus, a correction, a chargeback clawback, and so on.
• Payouts are the money you actually send the rep, which draws the balance back down.

You don’t build a ledger; it accumulates on its own as reports come in and as you issue payouts. A rep’s ledger only starts showing entries once their first reports have been processed and commissions calculated.

Note

There is one ledger per account representative. To manage the reps themselves — adding them, assigning merchants, editing contact details — see Managing account representatives.

Ledger entries

Every line on a ledger is one entry, and each entry has a type. The four types are color-coded consistently across the app so you can scan a ledger quickly:

Type	Color	What it means	Effect on balance
Commission	Green	Residual the rep earned from a merchant’s processing	Increases
Credit	Teal	A manual adjustment in the rep’s favor	Increases
Deduction	Red	A manual adjustment against the rep	Decreases
Payout	Blue	Money paid out to the rep	Decreases

Commissions and payouts flow in on their own — commissions when reports are processed, payouts when you issue them. Credits and deductions are the two entries you add manually.

Note

Payouts are never added as a plain ledger entry. You create them through the Issue Payout flow, which lets you pick exactly which earnings a payment covers. See Payouts for the full walkthrough.

Ledger periods

Ledgers are organized by month. Commissions are grouped into the month they apply to, the payout history is shown month by month, and the period filter on a rep’s ledger works in monthly buckets.

Each entry carries two dates, and it’s worth knowing the difference when you’re reading the transaction table:

• Effective date — the month the entry actually belongs to (for example, the month a commission was earned). This is what the period filter and monthly grouping use.
• Created date — when the entry was recorded in the system, which may be later than the effective date if you’re catching up on a past month.

Tip

When you add a credit or deduction for a past month, set its Effective Date to the month it belongs to. The entry still shows a created date of today, and a note flags the gap — so your monthly views stay accurate without hiding when the adjustment was actually made.

Balances

A rep’s balance is what you owe them right now: everything earned, plus any credits, minus deductions and everything already paid out. Commissions and credits push the balance up; deductions and payouts pull it down.

In a rep’s transaction table, each row also shows a running balance — the balance as it stood after that entry. Reading the table from the oldest entry to the newest, you can watch the balance climb with each commission and step down with each payout, which makes it easy to reconcile against a rep’s own records.

Reading the ledger list

The Ledger page is your portfolio-wide view — one row per account representative.

Across the top, a summary strip gives you three numbers at a glance:

• Total Outstanding — the combined balance you owe across all reps.
• Active Reps — how many reps currently carry a balance.
• Total Payouts — everything you’ve paid out to date.

Below that, the table lists each rep with their current Balance, their Last Payout amount, and the Last Payout Date. You can:

• Search for a rep by name.
• Sort by any column — balance and last-payout date are handy for spotting who’s owed the most or who hasn’t been paid in a while.
• Page through the list when you have more reps than fit on one screen.
• Click the Payout button on any row to jump straight into issuing a payment to that rep.

Clicking anywhere else on a row opens that rep’s full ledger.

Reading a rep’s ledger

Open a rep’s ledger to see their complete history and the detail behind their balance.

Balance and payout history

At the top, the Current Balance card restates what you owe the rep, along with how many MIDs are assigned to them and the date of their last payout. Beside it, a small chart plots their payouts over the last six months so you can see the payment rhythm at a glance.

The summary cards

A row of cards breaks the balance down into its parts:

• Commissions — total earned, and from how many merchants.
• Deductions — total applied against the balance.
• Total Earned — commissions and credits combined.
• Total Paid — everything issued to the rep as payouts.

The transaction table

Every entry on the ledger appears here. Use the controls above the table to narrow it down:

• Search matches a merchant name (DBA), a MID, or the notes on an entry.
• Type filters — pills for All, Commissions, Deductions, Credits, and Payouts — let you isolate one kind of entry.
• Period presets on the right filter by month: This Month, Last Month, Last 3 Mo, YTD, and All. Choose Custom to pick a specific month or a range of months from the calendar.

Each row shows the entry’s Effective and Created dates, its Type (as a colored chip), a Description (the merchant and MID for commissions, or your notes for manual entries), the signed Amount, and the running Balance after that entry. You can sort by effective date, amount, or balance, and page through longer histories.

Opening an entry

Click any row to open a panel with that entry’s full detail. From here you can review the amounts, dates, and notes. Payouts, credits, and deductions can be removed if they were recorded in error; imported commissions cannot be deleted, since they come from processed reports.

Note

What you can change depends on your role. Account representatives see their own ledger as a read-only history — the tools to add adjustments or issue payouts are reserved for ISO staff.

Adding a credit or deduction

If you need to record a manual adjustment, use Add Transaction on the rep’s ledger. Choose Credit or Deduction, set the effective date, enter the amount, and add a note explaining it. Deductions can also be set to recur monthly or quarterly — useful for collecting a fixed amount over several months. The balance and the summary cards update as soon as the entry is saved.

Exporting

A rep’s ledger has an Export button that downloads their entries as a spreadsheet-friendly file. The export includes each entry with its running balance, so the totals foot exactly to the balance shown on screen — handy for sharing a commission report or reconciling outside the app.

Next steps

• Payouts — issue and track payments against a rep’s balance.
• Commissions and residual splits — how the commission entries on a ledger are earned.
• Managing account representatives — add reps and assign the merchants whose processing drives their commissions.
• Managing merchants and MIDs — the processing accounts behind each commission.
• Transaction reporting and statements — the reports that feed commissions into ledgers.
• Glossary — definitions for ledger, MID, residual, and other terms.