Balance and statement

The community's money lives under Monetization › Dashboard. That is where you see how much came in, how much you can already pay out, when the rest is released and where every cent came from.

Bientôt Coming to communities, together with selling in dollars: the dollar payout fee (0.25% + US$ 0.25) and the dollar payout examples. Today no community sells or pays out in dollars.

#What it's for

• Knowing how much you can pay out today and when the rest is released.
• Checking a sale, a refund or a dispute.
• Closing the month with your accountant: the statement exported as CSV has every movement with its date and amount.

#How it works

#The four numbers

The dashboard shows when it was Updated and has a Refresh button.

#The release period

Every sale becomes available for payout 30 days after payment, with any method: PIX, boleto or card. Nothing becomes available on the same day. Until then, the sale's net amount sits in Pending (to be released), and the sale's line in the statement says Releases on …; once the date has passed, Released on ….

On a card sale in installments, the net amount is split across the installments, and each one is released on its own date: the 1st after 30 days, the 2nd the following month, and so on. The sale's line says 3 installments: the next one releases on … and, opened, lists each Installment 1 of 3, Installment 2 of 3… with its date and amount.

Memberfy can agree on a different period with a community; when there is an agreement, the statement's dates already reflect it.

#The chargeback reserve

On every sale, 4% of the gross amount (what the buyer paid) is held for 60 days, with every payment method: PIX, boleto and card. That is the period in which the purchase can still be disputed (the chargeback).

The reserve comes out of the sale's amount on its release date and goes back to available on its own 60 days after payment. Both show inside the sale, in the opened statement line: Chargeback reserve (4% for 60 days) and Reserve returns on …. While it is held, it counts in Retained (Reserve).

The reserve is what guarantees there is balance for a refund or a dispute that arrives after the sale has been paid out.

#Refunds and chargebacks: where the money comes from

• Before the release, a refund or a chargeback comes out of that sale's Pending amount (on a sale in installments, out of the installments not released yet). Available doesn't change.
• After the release, it comes out of Available for Payout.

Either way, the share of the reserve matching the amount returned is no longer held.

#Amount owed

If a refund or a chargeback goes past what is available (because that sale's money was already paid out, for example), Available for Payout goes below zero, in red, and the dashboard shows the notice Amount owed: US$ …: "Refunds and chargebacks went past the available balance. The amount comes out of the next sales to be released." No payout goes out until available covers the amount requested and the fee again.

#Balance per currency

Each currency has its own balance. When the community has a balance in more than one, currency buttons show above the cards: picking one reloads the four numbers and the statement in that currency.

#The statement

In Latest Transactions (and View All), each sale, payout or dispute is one line, with the amount it moved in the balance and, on a sale, when it is released. Click the line (or the arrow next to it) and it opens to show what came in, each debit on its own line, and the release.

Collapsed:

Expanded:

The debits that can show up inside a line:

Behind each line are the statement entries. They are what shows up in the type filter and in the CSV:

The statement is never rewritten. A refund, a chargeback or a failed payout come in as new entries, never deleting the earlier one. The balance is the sum of the entries, so you can check where every cent came from.

Statement dates and times follow the community's time zone (that of the business information's country), not the viewer's.

#Filter and export

Filter by type and use Export CSV to take the statement to a spreadsheet or to your accountant.

#Who sees it

Owner, admin and finance. Moderators and members don't see it.

#Step by step: find out when the money is released

Role: owner, admin or finance.

1. Monetization › Dashboard.
2. The Pending (to be released) card shows how much hasn't been released yet and the Next release on ….
3. In Latest Transactions, each sale says Releases on … (or Released on …). On a sale in installments, open the line to see each installment's date.

#Step by step: check a sale

Role: owner, admin or finance.

1. Monetization › Dashboard.
2. In Latest Transactions, click View All and find the sale by date and product.
3. The collapsed line shows what was left for the community and when it is released.
4. Click the line to open it: Received, the Platform fee, the Installment interest and the Chargeback reserve, if any, each on its own line, and below them the Release.

#Step by step: close the month with your accountant

Role: owner, admin or finance. Give your accountant the Finance role and they can do this themselves.

1. Monetization › Dashboard › View All.
2. Use Export CSV.
3. In the spreadsheet, filter the month by date.
4. Add up Sale (Gross) for the month's revenue, Platform Fee and Payout fee for what the community paid Memberfy, and Refund and Chargeback for what went back to buyers.
5. Match the Payouts Completed against the deposits on your bank statement.

#Refunds and disputes

A refund is a sale returned to the buyer. The buyer gets back the full amount they paid. The platform fee goes back along with it, in proportion to the amount refunded, and the community only returns its own part. It goes into the statement as a Refund line, which lowers the balance, and the buyer gets "Refund of US$ … for …"; the community gets the notice "Refund issued".

That's why a full refund's debit equals the sale's credit. A sale of US$ 100.00 with the fee paid by the buyer credits US$ 100.00; the buyer paid US$ 107.99 (with US$ 7.99 of fee), and a full refund returns the US$ 107.99 to them and debits US$ 100.00 from the balance. With the fee paid by the organization, the sale credits US$ 92.01 and the refund debits US$ 92.01. Either way, the balance goes back to what it was before the sale.

A chargeback is when the cardholder disputes the purchase directly with the bank. In a dispute, the community returns everything the cardholder paid, installment interest included, and pays the chargeback fee of US$ 20.00 (R$ 15.00 in reais). It goes in as a Chargeback line, and the community gets "Chargeback opened: …". To reduce disputes, use clear product names (that is what shows on the card statement) and answer refund requests quickly.

See Refunds and disputes, with the full examples.

#Examples with numbers

A US$ 100 card sale, upfront, on March 10. The fee is US$ 7.99 and the community keeps US$ 92.01; the reserve is 4% of US$ 100, US$ 4.00. Expanded:

The dashboard, over time:

The same sale by PIX. The reserve is the same: 4% of US$ 100, US$ 4.00. On the day of the sale, US$ 88.01 sits in Pending and US$ 4.00 in Retained; on 04/09 the US$ 88.01 moves to Available, and on 05/09 the US$ 4.00 does too.

Installments only exist in reais. In a Brazilian community, which sells in reais, a R$ 300 course in 3 card installments on June 1, with the interest paid by the buyer. The fee is 6.99% + R$ 2.49, the fixed part charged in reais. Interest for 2× to 6×: 4.29% of R$ 300, R$ 12.87; the buyer pays R$ 312.87. Expanded:

The community receives R$ 276.54, the same as upfront; only on three dates. The reserve comes out when the 1st installment is released and comes back on 07/31.

That R$ 300 sale in 10 installments, with the interest paid by the organization. Interest for 7× to 12×: 6.00% of R$ 300, R$ 18.00. The community receives R$ 300.00 − R$ 23.46 − R$ 18.00 = R$ 258.54, split into 10 installments, one per month starting 30 days after payment.

A refund before the release. The US$ 100 PIX sale is refunded on March 15: the US$ 92.01 comes out of that sale, US$ 88.01 from Pending and US$ 4.00 from the reserve, which is no longer held. Available doesn't change, and nothing is owed.

A refund after the payout. The same sale was released on 04/09 and the US$ 88.01 was paid out; on 04/20 the buyer asks for a refund. The US$ 4.00 reserve is no longer held and goes back to available, and the US$ 92.01 comes out of it, which goes to − US$ 88.01: the dashboard shows Amount owed: US$ 88.01, taken from the next sales to be released.

A US$ 100 payout. Collapsed, the line shows Payout, − US$ 100.50. Expanded:

#Common errors and how to fix them

#Frequently asked questions

Why does PIX also wait 30 days? Because the release period is the same for every method. It is what guarantees there is balance to refund someone who asks for their money back soon after buying.

Does the statement show the payment processor's cost? No. What the community pays is the platform fee, and that is what shows.

Can I get card money early? No. Memberfy doesn't advance receivables: each sale (or each installment) becomes available on its release date, and the money leaves through a payout.

Do PIX and boleto have a reserve? Yes. The chargeback reserve is the same with every payment method: 4% of the gross amount, for 60 days.

How much does a refund take from the balance? The same the sale had added. The buyer gets back everything they paid, the platform fee goes back along with it, and the community only returns its own part. See Refunds and disputes.

Does the statement include sales from all of my company's communities? No. Each community has its own till and its own statement.

#In the API

GET /api/ledger (the statement, paginated, with ?currency=; each entry has currency and availableAt, its release date) and GET /api/ledger/balance (the numbers: total, available, pending, retained, owed and balances[], one line per currency, with ?currency=). See Ledger.

#With the assistant

get_balance says how much is available, pending and retained in each currency, and when the pending money is released; list_ledger_entries lists the statement with each entry's release date. See Tools · Finance.

#Related

• Payouts
• Platform fee
• Refunds and disputes
• PIX, boleto and card