> For the complete documentation index, see [llms.txt](https://docs.saferpay.com/home/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.saferpay.com/home/interfaces/backoffice/transactions.md).
# Transactions
The Transactions tab contains everything about your transactions, options to execute new transactions or refunds, the Analytics area, the possibility to download exports, and more. The Transactions area itself is divided into sub-areas.
This chapter will give you an overview of everything you need to know about this area.
## Journal
The Journal is one of the most important areas inside the Backoffice. It shows your recent transactions, their status, and more.
This is your basic Journal, currently showing the last 30 days of activity on your account, as shown in the top left.
Note that there are two types of transactions:
* **Debits:** Indicated by a green symbol
* **Credits (Refunds):** Indicated by a red symbol
A transaction can have 4 states:
* **Reservation:** The transaction was successful, the amount has been reserved for you, but will not be transferred until the transaction is captured.
* Note that a transaction cannot stay on reservation indefinitely! While Saferpay allows the capturing at any date, the cardholder's bank may release the reserved amount after a certain time frame. \
Please contact your acquirer/payment processor for more information.
* **Partial Capture:** The transaction has been partially captured, meaning parts of a transaction amount will be transferred, while the rest stays reserved.
* **Transaction Completed:** The transaction is completed and the money will be transferred.
* **Transaction discarded:** The transaction has been cancelled.
### Customizing the Journal Page
The view of the journal can be customized by clicking on the menu-dropdown to the very right of the search.
With this menu, you can add or remove certain columns to your own liking. The configuration will be saved for your account, so on the next login, it will look the same way you have left it.
## Search
Normally, the Journal shows you the last 30 days of activity on your account, and so does the search, only search through the last 30 days of activity. That, however, can be changed, by clicking on the advanced search icon to the right of the looking-glass, which will expand the advanced search menu.
This menu will give you a more precise control over what you are looking for, like only authorizations or Debits, Partial Captures, certain amount ranges, time periods, currencies, providers aka Payment Methods, Terminals, and more.
{% hint style="info" %}
The search fields also accept wildcards, like **\_** for a single and **%** for multiple characters, if you want to search for a value, that has a certain format, like the reference number.
{% endhint %}
{% hint style="info" %}
The **Reference Number** is also called **Payment.OrderId** on API level. This parameter is set by your shop and then sent to Saferpay, so you may cross-reference and identify certain orders, via the search.
Furthermore, this value will also show up on your reconciliation files and your customer's bank statement.
If this column is empty, then no value has been given. **While it isn't mandatory, we highly recommend using it for the mentioned benefits.**
{% endhint %}
## Capturing or Cancelling in Batches
The Journal-view allows you to capture or cancel transactions in bulk. This is helpful if your shop has a technical problem and it was unable to execute the capture, or if you simply want to manually review your transactions.
### What is a Capture?
Certain payment methods, like credit cards, go through a two-step transaction process. First, a card is simply authorized, meaning that Saferpay asks the cardholder's bank if the desired amount is available on the cardholder's card. If so, the amount gets blocked/reserved for the merchant and the bank replies with a success message. The transaction will then be in the state **Authorization (Debit)**, as you can see in the screenshots further above and below. It is then in this "waiting state", so you may claim the amount and that is, what the Capture does. Once captured, the amount will be transferred from the cardholder's bank account to your acquirer and the transaction will have the status **Payment (Debit)**. However note that the payout to your bank account will not happen, until [the batch close](/home/interfaces/backoffice/transactions/batch-close.md) for that particular transaction has been executed. However, that depends on the given Payment Method. However, most [payment methods](/home/integration-guide/payment-methods.md) that do need a capture also need [a batch close](/home/interfaces/backoffice/transactions/batch-close.md).
{% hint style="warning" %}
**Authorizations are not valid indefinitely!** The exact time-frame depends on the cardholders bank. However, a minimum of 10 days can be guaranteed. Please make sure that you capture your transactions within this time-frame.
{% endhint %}
### What is a Cancel and what is the difference to a Refund?
The cancel is distinctively different to a refund, and this difference is important to understand when handling customer returns and canceled orders. So what is the difference between those two?
The main difference between them is when they are executed in the transaction process. A Cancel can only be executed if a Capture and thus the money flow has not been executed yet. So what is done here is simply that the reserved amount is released, indicating that you no longer want to claim the given amount from your customer's bank account
A refund, however, is executed if the customer has already been charged. The money is transferred back from your to your customer's bank account. So a Refund really is a new type of transaction, just in the opposite direction, and as such, it is also charged as a new transaction, while a cancel is not.
{% hint style="info" %}
Refunds specifically cannot be executed in a batch and must be executed [through the previously made transaction.](/home/interfaces/backoffice/transactions/journal-details.md#refund)
{% endhint %}
### Executing the batch
The Journal also allows you to directly capture or cancel a whole batch of transactions. You can either click the little box on the left side of a transaction row or select all transactions by clicking on the box at the top of the column. At the bottom left, you can then see the option to either capture or cancel.
This opens up a window that asks you to either confirm or cancel this action.
{% hint style="danger" %}
**A Capture or Cancel cannot be undone!** Please make sure that you really want to execute this action for these transactions.
{% endhint %}
## Export
You can also choose to export your transactions by clicking on the export symbol next to the search.
{% hint style="danger" %}
The data format and structure may change at any time without prior notice.
Due to that, we do not recommend using this export for any kind of import/machine processing!
Always use the Payment-API for such cases or transfer data between your systems that have this data.
{% endhint %}
{% hint style="warning" %}
The export is limited to 100'000 transactions!
{% endhint %}
{% hint style="info" %}
This export uses the filters you have specified in [your search](/home/interfaces/backoffice/transactions.md#search). So if you want to export just a specific part of your transactions, you can do so by first applying filters and executing a search. The export will then only save the transactions found within that search.
{% endhint %}
### Example Files
Here, you can download some example files, taken from the Saferpay test environment.
#### Success
{% file src="/files/-McDX3mFaefdfHPVEzwd" %}
XLSX
{% endfile %}
{% file src="/files/-McDX6eVtCHvd1hZj7XY" %}
CSV
{% endfile %}
#### Fail
{% file src="/files/-McDXAMlLO-oNQaEFwLU" %}
XLSX
{% endfile %}
{% file src="/files/-McDXEz8aP8scYW1xyTN" %}
CSV
{% endfile %}
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