Payments & Refunds
The dashboard-wide payments page — every charge across every release, with filtering and refund tools.
The Payments page is your full ledger of charges. Unlike the per-release Payments tab (which scopes to one release), the global Payments page shows every charge in your organization, filterable by status, release, contact, and method.
The Payments page
Payments
Total 2,184 payments · $478,290 captured this year
| Contact | Release | Amount | Method | Status |
|---|---|---|---|---|
| Alex Chen | Spring 2026 Reds | $192.00 | Stripe •• 4242 | COMPLETED |
| Casey Lee | Spring 2026 Reds | $168.00 | Square •• 1234 | FAILED |
| Jordan Patel | Library Reserve Q1 | $420.00 | Stripe •• 0005 | COMPLETED |
| Sam Rivera | Holiday Mixed Pack | $240.00 | Stripe •• 9876 | PROCESSING |
Statuses recap
| Status | Meaning |
|---|---|
| PENDING | Generated, not yet attempted. |
| PROCESSING | In flight with the processor. |
| COMPLETED | Successfully captured. |
| FAILED | Declined or errored. Failure reason on the record. |
Payment methods
| Method | Source |
|---|---|
| STRIPE | Card on file via Stripe. Most common for online wineries. |
| SQUARE | Card on file via Square. Common for wineries with both POS and online presence. |
A contact can have one card on file per processor. The portal is where they manage these — see Member Self-Service.
Filters in detail
- Release
Single-select. Useful for reconciling a specific release post-shipment.
- Status
Multi-select. The default view excludes PENDING (which are operational noise on a global page) and shows everything else.
- Method
Multi-select. Filter to STRIPE or SQUARE only.
- Date range
Captures the charge attempt date, not the release date. Useful for matching to your processor's deposit reports.
Refunding a payment
Refunds happen at the payment level — same flow whether you got here from the global Payments page or a release's Payments tab.
Open the payment
Click any COMPLETED payment row.
Click Refund
Choose full or partial.
Enter the partial amount (if applicable)
Cannot exceed the original charge minus any prior refunds.
Add an internal note
Customer-facing reason (the email they receive) and the internal note (visible only to your team) can be set separately.
Confirm
The refund is sent to the processor. The payment record stays COMPLETED with a new "Refunded" badge and a timeline entry.
Reconciliation tips
Stripe and Square deposit funds to your bank a few days after capture. Use the Date range filter on Payments to pull a CSV of charges within a deposit window — the totals should match (less processor fees) the bank deposit.
From the Payments page, click the row menu and choose Export CSV. The export includes payment ID, contact, release, amount, fees (when reported by the processor), and status — ready for QuickBooks or Xero.
Failed payments triage
Use the global Payments page filtered to Status: FAILED to see every
failed charge across every release. This is where to spend 10 minutes a week
to keep your aging clean:
Sort by oldest first
Failures over a week old are unlikely to self-resolve.
Email the member or call
Most failures need a new card. The portal makes it easy for them.
Retry once they update
Click into the payment and Retry.
Cancel if unresponsive
For fully unresponsive members after multiple attempts, mark the fulfillment cancelled and consider moving the contact to ON_HOLD.