Overview
The Client Payments dataset is the primary data source for charts related to client payments in CORE. It lists every payment recorded against client invoices and projects, including how each payment was made, the client, invoice, and project it applies to, the amount, and the account it was deposited to.
This dataset is well suited for reporting on collections by client, project, phase, payment method, or period.
You can access this dataset in CORE Insights Dashboard Builder under the Data panel when creating or editing a chart.
Dataset Structure
This dataset uses a structure of one record per payment detail line. A payment split across several invoices or projects appears as one record per line, and Amount holds that line's share of the payment. Payment level fields, such as Payment Method, Reference #, Payment Date, Memo, Description, and Deposit Account, repeat on every line of the same payment.
The dataset includes every payment method. As a result, it also includes records that are not cash received, such as write-offs, retainer and trust fund applications (Use Retainer and Use Trust Fund), NSF payments, refunds, and returns.
Note: To report on cash collected, filter Payment Method to the methods you want to include. Also filter Is Deleted to false, because deleted payment lines carry no other data.
Fields
| Type | Column | Description | Calculation |
| Category | Client | The client's ID as entered in CORE. | |
| Category | Client UID | The unique identifier of the client. This value is taken from the invoice, so it is blank on payments that are not applied to an invoice, such as retainers received. | |
| Category | Deposit Account | The account debited when the payment is received, shown as account number and name, for example, 1140 | Undeposited Funds. This is typically an Undeposited Funds account, or a bank account if the payment was coded directly to the bank. If the transaction is not a payment receipt, such as a write-off or a retainer applied to an invoice, this field may be blank or show the default Undeposited Funds account, depending on the Payment Method. | |
| Category | Description | The description on the payment. For online payments, CORE fills this in automatically with the payment processor and its reference number. | |
| Category | Entry Type | The type of entry. Always Payment Detail in this dataset. | |
| Category | Invoice Number | The number of the invoice this payment line was applied to. | |
| Category | Invoice Type | Indicates whether the invoice this payment line was applied to covers one project or several projects. Values include Single and Joint. | |
| Category | Invoice UID | The unique identifier of the invoice this payment line was applied to. | |
| Category | Is Deleted | Indicates whether the payment line has been deleted. Values include true and false. Deleted records carry no other data, so filter them out for reporting. | |
| Category | Memo | Notes entered on the payment. | |
| Category | Paid On Invoice | Indicates whether a retainer was applied to the invoice when the invoice was sent, rather than applied as a payment at a later date. Values include Yes and No. Always No on payments that are not retainer applications (Payment Method other than Use Retainer). To find payments applied to an invoice, use Invoice Number instead. | |
| Category | Payment Date | The date of the payment. This value does not include a time. | |
| Category | Payment Detail UID | The unique identifier of the payment detail line. | |
| Category | Payment Method | The method used to make the payment. Values include Check, Cash, Credit, Debit, Credit Card, EFT, E-Check, Wire Transfer, Money Order, Paypal, Other, Use Retainer, Use Trust Fund, Write-Off, NSF, Refund, and Return. | |
| Category | Phase Name (Level 1) | The name of the level 1 phase this payment line falls under. If the project is itself a level 1 phase, its own name. Blank for root projects. | |
| Category | Phase Name (Level 2) | The name of the level 2 phase this payment line falls under. If the project is itself a level 2 phase, its own name. Blank above level 2. | |
| Category | Phase Name (Level 3) | The name of the level 3 phase, when the payment line is on a level 3 phase. Blank otherwise. | |
| Category | Phase Number and Name (Level 1) | The level 1 phase's two digit order number and name, for example, 01-Design. Follows the same rules as Phase Name (Level 1). | |
| Category | Phase Number and Name (Level 2) | The level 2 phase's two digit order number and name. Follows the same rules as Phase Name (Level 2). | |
| Category | Phase Number and Name (Level 3) | The level 3 phase's two digit order number and name. Follows the same rules as Phase Name (Level 3). | |
| Category | Project Display Name | The display name of the project or phase this payment line is tied to, as stored in CORE. The format follows your company's project display settings, for example, Project ID | Root Project Name | Phase Name. To group by project, use Root Project Display Name. | |
| Category | Project Name | The name of the project or phase this payment line is tied to. | |
| Category | Project UID | The unique identifier of the project or phase this payment line is tied to. | |
| Category | Reference # | The payment reference, such as a check number. | |
| Category | Retainer Payment Flag | Indicates whether the payment was received as a retainer. Values include Yes and No. Retainer applications to invoices show Use Retainer as the Payment Method instead. | |
| Category | Root Project Display Name | The display name of the root project, for example, 20-04 PV High School | Palos Verdes High School - New Gymnasium. For a root or standalone project, the project's own display name. | |
| Category | Trust Fund Payment Flag | Indicates whether the payment is a trust fund payment. Values include Yes and No. | |
| Value | Amount | The amount of this payment line. NSF and Return payments are negative, and other payment types can be negative when reversed. Because every payment method is included, write-offs and retainer or trust fund applications are also counted unless you filter by Payment Method. |