Reading the Payments ledger
Every charge the studio has taken: the statuses, the filters, the 200-row cap, and the per-student view.
Every payment your studio has ever taken lives in one place: Reports then Payments. Card charges staff took on a student's page and payments families made online both land here, in the same list.
The columns
| Column | What it holds |
|---|---|
| Date | When the charge was created. |
| Student | Linked — click through to their detail page. |
| Description | Whatever was typed when the charge was taken. A failed charge also shows its decline reason underneath, in red. |
| Amount | The charge, with the refunded amount beneath it if any has gone back. |
| Status | One of the six below. |
| Initiated by | The staff member's name, and underneath it how the payment was taken: Staff charge, Online payment, Subscription or Reconciled. A blank name means no member of staff started it — the source line underneath carries the meaning. |
At the foot of the table: how many rows are showing, of how many loaded, and the total collected — net of refunds, counting settled charges only. A pending charge may never land and a failed one never did, so neither is counted.
The six statuses
| Status | Meaning |
|---|---|
| Succeeded | The money landed. |
| Processing | Accepted, not settled yet. Some payment methods take a day or two. |
| Failed | Declined. No money moved. The reason shows under the description. |
| Refunded | Fully refunded. |
| Partly refunded | Some sent back, some kept. |
| Disputed | The cardholder has raised a chargeback with their bank. Handle it in your Stripe dashboard. |
The filters, and which one to reach for
Three of them sit above the table, and they do not all work the same way.
- Status — applied on the server. Narrows the whole ledger.
- Date from / Date to — applied on the server. Narrows the whole ledger.
- Search by student or description — applied in your browser, to the rows already loaded.
That difference matters on a busy studio, because of the cap below.
The ledger loads at most 200 charges
The list is capped at the most recent 200 rows. When it truncates it tells you so, in the line under the table: "only the most recent 200 charges are loaded — narrow the date range to see older ones".
So use the date range, not the search box, to reach older payments. Searching a name only searches what's loaded, and on a studio taking more than 200 payments a quarter that will confidently show you an incomplete answer.
The search box is still the right tool once you've narrowed by date: it is instant
and it matches the description as well as the student's name, so belt test finds
every belt-test payment in the current view.
Common questions and the filter that answers them
| Question | How |
|---|---|
| "Did the Ellis family pay for the seminar?" | Set the date range around the seminar, then search their name. |
| "What did we take last month?" | Date from the 1st to the 31st, status Succeeded, and read the collected total. |
| "Which payments failed this week?" | Status Failed, date range this week. The reason is under each description. |
| "What have we refunded?" | Status Refunded, then Partly refunded — they are separate statuses, so check both. |
| "Is anything stuck?" | Status Processing, date range older than a few days. |
Per student, instead
The same information for one family lives on the student's own detail page, in the Charge history card: every charge for that student's payer, a running total of what was collected net of refunds, receipt links, and — this is the difference — the Refund button.
You cannot refund from this ledger
There is no Refund button on Reports then Payments. Click the student's name on the row and refund it from their charge history, where the charge is shown in the context of everything else that family has paid. See Refunds.
Why the ledger and your Stripe balance can disagree
They measure different things, and both are right:
- The ledger is what Dojo Tiger recorded. Your Stripe balance is what Stripe holds after its fees.
- Stripe's processing fees come off your payouts, never off these figures.
- A Processing charge is not in your balance yet.
- Payments taken outside Dojo Tiger — cash, a card machine, a bank transfer — are not here at all.
- The collected total shown at the foot reflects the current filters, not the whole studio.
Who can see it
Owner and Admin. Instructors have no route to this screen and no route to a student's charge history.
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