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Payment Processing Overview

Complete guide to payment management and transaction processing

Comprehensive guide to managing payments, transactions, and financial operations in eParkiet.

Payment System Overview

eParkiet provides a complete payment processing system that handles all financial transactions for your tournaments, from registration fees to refunds and financial reporting.

Prerequisites: Stripe account configuration is mandatory for processing online payments. This must be completed before accepting any paid registrations.

Supported Payment Methods

Primary Payment Processors

Stripe Integration (Primary):

  • Credit and debit card processing
  • Real-time payment verification
  • International payment support
  • Automatic payment confirmations
  • Secure PCI DSS compliant processing

PayPal Integration:

  • PayPal account payments
  • PayPal Credit options
  • International PayPal users
  • Alternative payment method for card-averse users

Alternative Payment Methods

Bank Transfer Processing:

  • Manual payment verification
  • Bank transfer confirmation tracking
  • Multiple currency support
  • Bulk payment processing capabilities

Cash Payment Tracking:

  • On-site payment recording
  • Event day cash management
  • Manual receipt generation
  • Cash reconciliation tools

Payment Management Interface

Accessing Payment Management

Navigate to Payments in the main navigation to access:

Payment Dashboard:

  • Real-time transaction monitoring
  • Payment status overview
  • Revenue tracking and analytics
  • Failed payment management
  • Refund processing center

Key Features:

  • Search and filter payments
  • Bulk payment operations
  • Export payment data
  • Generate financial reports
  • Process refunds and adjustments

Transaction Monitoring

Live Payment Monitoring:

  • Real-time payment processing status
  • Instant payment confirmations
  • Automatic registration updates
  • Live revenue tracking
  • Payment method performance

Transaction Details:

  • Complete payment information
  • Participant details and tournament
  • Payment method and processor
  • Transaction fees and net revenue
  • Processing timestamps and status changes

Notification System:

  • Instant payment success notifications
  • Failed payment alerts
  • Refund processing confirmations
  • Daily revenue summary reports
  • Unusual activity notifications

Payment Statuses:

  • Completed - Payment successfully processed
  • Pending - Payment initiated but not confirmed
  • Failed - Payment attempt unsuccessful
  • Refunded - Payment returned to participant
  • Disputed - Chargeback or dispute initiated
  • Cancelled - Payment cancelled before completion

Status Management:

  • Manual status updates when necessary
  • Bulk status changes for multiple transactions
  • Status change notifications to participants
  • Automated status progression based on processor feedback
  • Historical status change tracking

Payment Verification:

  • Automatic payment verification through processors
  • Manual verification for bank transfers
  • Payment matching with registration records
  • Duplicate payment detection
  • Payment reconciliation tools

Failure Types:

  • Card declined (insufficient funds, expired card)
  • Payment processor errors
  • Network connectivity issues
  • Invalid payment information
  • Security or fraud prevention blocks

Failure Management:

  • Automatic retry mechanisms for temporary failures
  • Participant notification of payment failures
  • Alternative payment method suggestions
  • Manual payment retry options
  • Grace period management for failed payments

Recovery Strategies:

  • Automated email sequences for failed payments
  • Alternative payment method offers
  • Personal contact for high-value failures
  • Payment deadline extensions
  • Registration protection during payment resolution

Financial Metrics:

  • Total revenue by time period
  • Revenue by payment method
  • Average transaction value
  • Payment processing fees analysis
  • Net revenue calculations

Performance Tracking:

  • Payment success rates
  • Time to payment completion
  • Seasonal revenue patterns
  • Tournament revenue comparison
  • Participant spending patterns

Reporting Capabilities:

  • Daily, weekly, and monthly revenue reports
  • Payment method performance analysis
  • Revenue forecasting based on registration trends
  • Profit margin analysis including processing fees
  • Export capabilities for accounting systems

Payment Processing Operations

Transaction Management

Payment Processing Flow

Automatic Processing:

  1. Participant completes registration
  2. Payment information submitted to processor
  3. Payment verification and authorization
  4. Registration confirmation and receipt generation
  5. Automatic participant notification

Manual Processing:

  • Bank transfer payment verification
  • Cash payment recording
  • Adjustment processing for special circumstances
  • Refund initiation and processing
  • Payment matching and reconciliation

Payment Confirmation

Automatic Confirmations:

  • Instant email receipts for successful payments
  • Registration confirmation with payment details
  • Tournament information and next steps
  • Mobile-optimized receipt delivery

Manual Confirmations:

  • Bank transfer payment confirmations
  • Cash payment receipt generation
  • Special circumstance payment acknowledgments
  • Bulk confirmation processing for group payments

Payment Security

Security Measures:

  • PCI DSS compliant payment processing
  • Encrypted payment data transmission
  • Secure storage of payment information
  • Fraud detection and prevention
  • Regular security audits and updates

Data Protection:

  • Minimal payment data retention
  • Secure tokenization of payment methods
  • Access control for payment information
  • Regular security training for staff
  • Incident response procedures for breaches

Advanced Payment Features

Refund Processing

Refund Types:

  • Full Refunds - Complete registration cancellation
  • Partial Refunds - Category changes or downgrades
  • Administrative Refunds - Error corrections or special circumstances
  • Chargeback Refunds - Dispute resolution refunds

Refund Processing:

  • Direct refund through original payment method
  • Automatic refund notifications
  • Refund tracking and status updates
  • Refund fee management
  • Tax and accounting implications

Payment Plans and Installments

Installment Options:

  • Multi-payment registration plans
  • Deposit and balance payment structures
  • Automatic installment processing
  • Payment reminder systems
  • Default management procedures

Flexible Payment Terms:

  • Early bird payment discounts
  • Extended payment deadlines for special cases
  • Group payment coordination
  • Corporate billing arrangements
  • Sponsor payment processing

International Payment Support

Multi-Currency Processing:

  • Automatic currency conversion
  • Local payment method preferences
  • International card processing
  • Currency-specific pricing displays
  • Exchange rate management

Regional Payment Methods:

  • European bank transfer systems (SEPA)
  • Regional digital wallet integration
  • Local payment processor partnerships
  • Country-specific payment regulations
  • Tax and compliance management

Financial Reporting and Analytics

Revenue Reporting

Standard Reports:

  • Daily transaction summaries
  • Monthly revenue reports
  • Tournament-specific financial reports
  • Payment method performance reports
  • Refund and adjustment reports

Custom Reporting:

  • Date range specific reports
  • Category-based revenue analysis
  • Participant spending behavior reports
  • Geographic revenue distribution
  • Seasonal trend analysis

Export and Integration

Data Export Formats:

  • CSV for spreadsheet analysis
  • Excel for financial planning
  • PDF for presentation and documentation
  • API integration for accounting systems
  • Real-time data feeds for business intelligence

Accounting Integration:

  • QuickBooks integration
  • Xero synchronization
  • SAP connectivity
  • Custom accounting system APIs
  • Tax preparation data export

Payment Troubleshooting

Common Issues

Payment Failures:

  • Card expiration or insufficient funds
  • Bank transfer delays or errors
  • Payment processor downtime
  • Network connectivity issues
  • Fraud prevention false positives

Resolution Procedures:

  • Systematic troubleshooting steps
  • Escalation procedures for complex issues
  • Participant communication during resolution
  • Alternative payment method activation
  • Manual intervention protocols

Support and Maintenance

Ongoing Maintenance:

  • Regular payment system updates
  • Security patch management
  • Payment processor relationship management
  • Performance monitoring and optimization
  • Compliance requirement updates

Participant Support:

  • Payment assistance and guidance
  • Technical support for payment issues
  • Alternative payment arrangement negotiation
  • Dispute resolution support
  • Refund and adjustment processing

Best Practice: Regularly monitor payment processing performance and maintain multiple payment options to maximize registration completion rates.