Payment audit

Payment Audit is the page you open when a driver disputes an amount, a payment looks wrong, or a hold on a card never cleared. It lists the sessions on your charge points for a chosen period, shows the invoice and every payment charge behind each one, and lets you act on a charge directly: release an authorization hold, or refund part or all of a payment. Every action is confirmed first and recorded with your name.

Who has access

Payment Audit is a module that EOSVOLT enables for your operator account. Once enabled:

• Payment Audit appears in the main menu, between Intelligence and Settings.
• A Payment Audit checkbox appears in the permission matrix when you create or edit an admin (see Admins). Only admins with that box ticked see the page. The founding admin has it from the start.
• Admins limited to specific locations still see the whole list. Payment Audit is scoped to your operator account, not to locations.

If you run a white label app with your own payment gateway and have sub operators under you, Payment Audit covers your whole family: your own sessions and those of every sub operator. A Company filter lets you narrow the list to one of them. Sub operators do not get the module themselves, because the payments run through your gateway and only you can reconcile them.

The session list

The page opens on the last 7 days. Use the filters at the top to change what you see, then click Apply Filters:

• Date range: any range up to 182 days. The range applies to when the session was created.
• Session ID or OCPP transaction ID: paste either. A support ticket or the Sessions page gives you the session ID.
• User: the driver's user ID, user number, or email address.
• Company: shown to white label operators with sub operators only, to narrow the list to one company.
• Invoice status: one of the statuses described in Invoice statuses.

Below the filters you see how many sessions match. Sessions paid with a charge key appear in the list but carry no invoice: fleet charging is billed to the fleet company, not per session, so there is nothing to audit here.

Columns

Click a column header to sort by it. On a phone the list turns into cards with the same information and the same buttons.

Highlighted rows

Most rows are plain. A tint or a coloured bar on the left marks sessions that deserve a look:

• Red bar: the invoice has an unknown charge. The payment provider never gave a final answer for it, so the money may or may not have been taken. EOSVOLT resolves these.
• Amber bar: the amount charged does not match the session cost. Open the invoice to see why: a partial refund, an under payment, or a hold that was never captured.
• Blue tint, no bar: a finished session with a cost but no invoice yet. It is waiting to be settled by EOSVOLT.

The Invoice column

• #12345: the invoice number. Click it to open the invoice window with all charges and actions.
• Warning triangle next to the number: an orphan invoice. The session points to a different invoice than the one found for it. Mention it to support if you are investigating that session.
• Red !: the invoice has unknown charges and needs manual action by EOSVOLT.
• Blue i: an outstanding balance was recorded for this invoice. Hover to see the amount, or open the invoice for the history.
• Outstanding balance chip: an offline RFID session whose cost was recorded as a debt on the driver's wallet. Click it to see the debt and whether it has been settled.
• Charge key: a fleet session, billed to the fleet, no invoice.
• A dash: no invoice and nothing to collect, typically a session with zero cost.

Invoice statuses

The invoice window

Clicking an invoice number opens the invoice window. From top to bottom:

• Status and amount breakdown: the invoice status, the amount split into net, tax, processing fee and refunded, and the total. The energy or time billed is shown next to the amount.
• Payment method: card brand, last four digits and expiry, or the wallet type, plus the payment reference at the provider.
• Payment charges: one card per charge the invoice produced. Each card shows the amount, the date, the charge number, the payment provider and its reference, and the charge status as a pill. When a charge has been refunded, the card lists the refunds under it with the amount refunded and the amount still available.
• Outstanding balance history: shown when a debt was recorded on the driver's wallet for this invoice, with every entry and whether it has been settled.
• Unlinked refunds: refunds recorded for the invoice that could not be tied to one charge.

A charge is in one of these states:

• Authorized: a hold is reserved on the driver's card and has not been captured. You can release it.
• Paid or Approved: the money was collected. You can refund it.
• Refunded: the charge was refunded in full or in part. A partially refunded charge can be refunded again up to the remaining amount.
• Refund failed: a refund was rejected by the provider. You can try again.
• Released: the hold was voided and the funds returned to the driver's card.
• Failed or Rejected: the provider refused the charge. No money moved.
• Unknown: no final answer from the provider. EOSVOLT resolves it.

The buttons on a charge card change with its state, so you only ever see the actions that apply.

Releasing an authorization hold

When a session starts, an amount is reserved on the driver's card and the final cost is captured when the session ends. Normally the remainder is released automatically. If a hold is still Authorized long after the session finished, you can release it yourself.

1. Open the invoice and find the charge with the Authorized pill.
2. Click Release. The card shows the amount that will be voided.
3. Click Confirm release.

The hold is voided at the payment provider and the funds return to the driver's card. How fast the driver sees it depends on their bank, usually within a few days. The charge moves to Released.

Refunding a charge

You can refund any charge that was collected: Paid, Approved, an earlier Refunded charge with an amount still available, or a Refund failed charge you want to retry.

1. Open the invoice and click Refund on the charge.
2. Enter the amount to refund, or click Max for everything still available. You cannot enter more than the remaining amount.
3. Click Review, check the summary (the amount you refund and the amount that was available), then click Confirm refund.

The refund is sent to the payment provider and goes back to the driver's original payment method. The refund appears under the charge with its own reference, the invoice status becomes Refunded or Refunded partially, and the row gets the amber bar because charged and cost no longer match, which is expected.

Common questions

A driver says money is still blocked on their card weeks after charging. What do I do?
Search the session by the driver's email, open the invoice, and look for a charge with the Authorized pill. If the session cost was already collected by another charge, release the hold. If the session cost was never collected, ask EOSVOLT to capture it instead.

How do I refund a driver part of a session?
Open the invoice, click Refund on the paid charge, type the amount, click Review and then Confirm refund. Use Max to refund everything still available.

Why does a row have an amber bar after I refunded?

The bar marks rows where the amount charged differs from the session cost. After a refund that is exactly the case, so it is expected.

Which sessions am I looking at?
Sessions on commercial and private chargers of your operator account, or of your whole family if you are a white label operator with sub operators. Home charging sessions are not listed. Fleet charge key sessions are listed but carry no invoice, because the fleet is billed as a whole.

An admin cannot find Payment Audit in their menu.
Edit the admin and tick Payment Audit in their permissions. If the checkbox is not there, the module is not enabled for your account: contact EOSVOLT.