PURPOSE: This article explains how to use the Transactions page within the Atomic Portal. 


KEY INFO

This page explains how to search for transactions in the Transactions Section of the Atomic Portal using the merchnat reference or the APEXX transaction ID, and how to use the various filters, and details the information available within the Portal. 

NOTE: All the data used, including screenshots, is related to a test merchant and test transactions. No Production data has been used.




TABLE OF CONTENTS




1. The Transactions homepage


1.1. the Homepage


After clicking on the Transaction icon () in the left-hand side menu of the Portal, you will access the Transactions page (see below) which provides an overview of your transactions.  




1.2. Transaction displays

  • Increasing the number of transactions per page

To increase the number of transactions displayed on the page, scroll down to the bottom of the page where you will be able to select the number of results to be displayed starting from 10 to 100.




  • Using the status columns

You can see that the transactions are pre-filtered by status including Authorised, Captured, Refunded, Cancelled, and Failed. Click on the relevant columns to view transactions filtered by the corresponding status.





  • Adding extra columns  

Clicking on the cog icon on the right-hand side of the page will allow you to display additional information such as Merchant, Acquirer, Card number. 



The below image shows the results once all 3 options (Merchant, Acquirer, and Card number) have been selected. Three new columns will appear with the corresponding information.





If you need to remove the extra columns, click on the Cog icon again and deselect the options you have previously ticked.




1.3. Transaction filters (Currency, Status etc.)

 

 NOTE 

The below section is dedicated to the 5 filters that are at the left-hand side of the page, not to the date filters or search filters, which are located at the very top of the page on the right. 


There are 5 filters available which you can use to filter out transactions in the Transactions page. They can be used on their own or used conjointly.



Each filter follows the same logic: you will see a list of options, you can either type the option you are looking for in the Search bar, or scroll down along the list to find it. Then select the relevant option and click on Apply. The latter will become available only after you have selected an option. 


All filters are multi-select.  The options available to you may vary based on your set-up with APEXX.



2. Individual transactions


2.1. Locating an individual transaction


 NOTE  - Merchant reference and APEXX Transaction ID


There are 2 references that are used throughout APEXX: the merchant reference and the transaction ID. The merchant reference is passed downstream (i.e. after APEXX), whereas the transaction ID is an APEXX-specific reference which is not used outside of APEXX. 


You may have access to both depending on the information available to you, including transaction logs. Transaction IDs are also visible in the Dashboards section [see Dashboards article for further information].



  • Using the merchant reference

If you are trying to locate an individual transaction using the merchant reference, you will need to either know the date of the transaction, or to use the date picker to select the time range of the transaction. The filters you will need are the Search bar filters and the Date Picker (the calendar).



To speed up your transaction search, always start with the Search filters and select the date at the very end. 

If you select the date first, the Atomic Portal will search through your entire transaction data to then return the transactions in the timeframe you have chosen. While the date search is ongoing, all other filters are rendered unusable. 

Adding all your specific filters at the beginning (e.g. transaction ID, card number, processor etc.) and adding the date at the very end, allows the search to focus first on using those specific filters, as opposed to searching all your transactions using only the date which may slow down your search.





Click on the Search bar filters and then on Merchant Ref, enter the merchant reference and click on Apply.





Then click on the Date picker - you can either manually choose a timeframe by clicking on the calendar and selecting the relevant days, or choosing one of the default options (Last 7, 30, 90 days).






The results should appear once you have entered the date. 


 NOTE 

If you see the below message, this means that your search filters may have been too narrow or erroneous. Try to change the date range, otherwise you can click on Reset All Filters to start your search again.




  • Using the transaction ID

If you have access to the transaction ID, the search will be easier as the date is included in the transaction ID - therefore you will not have to rely on a time frame, but will be able to look up the day of the transaction.


A transaction ID follows the below format:


3819feb79ffa4a72bcb5988ee37c1d0420250327


 NOTE 

The last 8 digits of the transaction ID are the date of the transaction, in the above example : 2025-03-27. 



To locate the transaction, click on the Search bar filter, then on Transaction. Select Transaction ID, then enter the transaction ID and click on Apply. 






After, choose the relevant date in the date picker based on the date included in the transaction ID, in the example above it would be 2025-03-27.



2.2. Information contained in the individual transaction

When you click on the individual transaction you will find the below page. To view each individual transaction event, click on View Transaction History. 





Some preliminary information is displayed on that page including the transaction ID and merchant reference, as well as the processor and acquirer, and some customer information including the masked card number, the issuing country and the customer name.


The individual transaction events will appear in the Transaction History, as well as some actions that can be taken against that transaction.


 ? NOTE 

The yellow lightning icon signifies that the transaction was auto-captured, that is to say that the authorisation call and the capture call happened simultaneously in a single API call. The above does not mean that two captures were taken against the authorisation, it means that authorisation and capture happened at the same time. 


When the authorisation and the capture happens on 2 separate API calls, there is a separate event for the authorisation and for the capture. 





There are 2 types of statuses that are used: 
- the main transaction status, which is the one that you see on the transaction list,
- the status of individual transaction events, which you can access when you click on View Transaction History.

The main transaction status will reflect the last successful transaction event OR the last transaction event.




There are 4 other sections in the individual transaction page which you can use to access different information beyond the transaction,  including Customer, Routing, Authentication (Auth) and History.




2.3.  Actions that can be performed against a transaction


Some actions can be taken manually on a transaction which may not be available depending on the role and privileges assigned by your organisation in the Portal. 

To perform an action, click on the Transaction History of an individual transaction and all manual actions will be reflected in the History tab.



Actions to take on Authorised transactions 


  • Cancel (Cancelling the authorisation)

You can cancel an authorisation until the transaction is either captured or the authorisation expires. You cannot cancel an authorisation on a transaction that has been captured. 




  • Capture 

You can manually capture an authorisation until the authorisation expires. It depends on the issuing banks but traditionally the authorisation will expire after 5-7 business days, but in some cases it can go up to 30 days. 




Actions to take on Captured transactions 


  • Cancel (Cancelling the capture)


You can cancel a capture ONLY until the transaction has been settled (traditionally you can cancel the capture on the day of the capture). Once the transaction has been settled, you will need to refund it.



  • Refund

You can only refund a transaction once it has been settled, most of the time, from the day after the transaction has been captured. Otherwise you will need to cancel the capture, if you are trying to refund  on the day it has been captured.




Actions to take on Refunded transactions

 

  • Cancel (Cancelling the refund)

There is also a limited window of opportunity to cancel a refund - it can only be cancelled before it is settled. Afterwards, it will fail. 




3. How to use filters

3.1. Search filters 


After clicking on the Search bar at the top right-hand side of the Portal, you will have access to several filters that can be used to filter out transactions. Some of these filters give way to further options you can select, while for others, only the relevant information needs to be added. The main sub-menu is Transaction (please see below for a full list). 





Transaction : clicking on it provides further options afterwards (see below images)

Mandate ID: to search transactions using the mandate ID (Direct Debit only)

Merchant Ref: to look up the merchant reference of a transaction

Customer email: if the customer email is known you can enter it there.

Currency: you can select one or several currencies

Date: by default it will show today, you can change that via this option or the date picker

Status: you will be able to select one or several transaction statuses 

Amount: after entering the amount, you will be able to choose the operator you want (e.g. <, >,= etc.)








3.2. Date filters


As mentioned in section 2.1., the date picker can be used in conjunction with other filters to locate a specific transactions. It is advised to use the date picker at the end, after setting up all other filters as the latter are not available while the date picker is being used to locate transactions. 


Use the 3 default filters at the top of the date picker (Last 7 Days, Last 30 Days, Last 90 Days) for ease, otherwise you can manually select the date range that you are looking for. Use the arrow to move to another month.