Understanding Account Balance Reporting in Union

Union provides multiple reports to help you track and manage account balances effectively. Each report serves a different purpose, so knowing which one to use is key to getting the right insights. Below, we’ll break down each report, explaining what it tracks, when to use it, and how it differs from others. In Union you can find the following account balance reporting:

1. Account Balance Summary
2. Account Balance Transactions
3. A line item in your Payments Method Report (non-cash view)

Balance Summary Report (Customers Account)

• Shows each customer's current account balance state.
• Click into a customer’s account to view their balance history over time.

Use this when

You want to know the amount a customer is holding.

Balance Transactions Report (Non-Revenue Account Balance Movements)

Focuses only on account balance transactions (no revenue data included). Examples/descriptions include:

• Purchase
• Manual Credit
• Gift Card Redemption
• Refund to Account Balance

For example, a customer has a total account balance of $65 and they purchase a $95 pass.

Your Balance Transactions report, will focus on the balance applied in an order.

This report shows:

Account Balances Line Item in Cash & Non-Cash View in Payment Methods Report (Revenue View)

This report shows how much revenue was collected through account balance payments, minus any refunds issued back to customer balances, during the specific date range. In this case, $1,430.00 was paid via account balances, but $60.12 was refunded, resulting in a net revenue of $1,369.88.

Understanding the columns for the account balance line item:

Why Don't the Payment Methods Report and Balance Transactions Report Match?

Even if you select the same date range, the numbers may not align because:

They Track Different Types of Transactions

• Balance Transactions Report only tracks debits & credits in a customer’s account balance—not revenue.
• Payment Methods Report tracks actual revenue collected from account balance payments (when customers use their balance to pay).

Timing Differences (When a Transaction is Recognized)

• Balance Transactions Report captures the moment an adjustment (credit) or usage (debit) happens.
• Payment Methods Report records revenue when a customer pays using their balance—which may not always match the exact moment the balance was credited.

For example:

• A customer gets a manual credit of $100 on 1/29/25 (Amount located in the Balance Transaction Report)
• They use $100 to buy a pass on February 2 (Reflected as Revenue in the Payment Methods Report).

If you run the reports for January only, the credit will show in Balance Transactions Report, but the purchase will not yet appear in the Payment Methods (because the payment happened in February).

Refunds

If a refund is issued back to a customer’s account balance, it shows as a (positive) credit in the Balance Transactions Report. It will appear in the Refunded column when viewing the Payments Methods Report.

When the customer applies the account balance to an order,

Manual Adjustments (Non-Revenue Credits)

If you manually add an account balance to a customer’s account (e.g., a goodwill credit), it will increase the increases the total Credits balance in Balance Transactions but because this is not revenue, it doesn’t appear in the Payment Methods Report (including when the balance is applied).