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Transactions & Reporting

The Transactions section provides comprehensive financial tracking and reporting for all credit activity across your enterprise. Monitor spending, analyze usage patterns, and generate detailed reports for accounting and optimization.

Overview​

The Transactions dashboard enables you to:

  • Track All Credit Activity: Every credit transaction across all organizations
  • Monitor Spending Trends: Analyze consumption patterns over time
  • Generate Reports: Export detailed financial data for accounting
  • Identify Anomalies: Detect unusual spending or usage patterns
  • Optimize Costs: Make data-driven decisions about credit allocation

Transaction Dashboard​

Key Metrics​

The dashboard displays enterprise-wide financial metrics:

  • Total Credits Spent: Aggregate consumption across all organizations
    • Example: "1,249,354 total spent credits"
  • Current Period Spending: Credits consumed in the current billing period
  • Spending Trend: Percentage change from previous period
  • Average Daily Spend: Credits consumed per day on average

Visual Analytics​

Interactive charts and graphs:

  • Spending Timeline: Line chart showing credit consumption over time
  • Organization Breakdown: Pie chart of spending by organization
  • Credit Pool Usage: Bar chart comparing consumption across credit pools
  • Top Applications: Most credit-intensive flows and tools

Transaction List​

Transaction Table​

View all credit transactions with detailed information:

DateUserOrganizationApplicationCredits UsedCredit TypeStatus
2025-01-15john@company.comMarketingAI Feedback Tool25USD CreditsCompleted
2025-01-15sarah@company.comSalesContent Generator50USD CreditsCompleted
2025-01-14mike@company.comMarketingQuiz Builder15USD CreditsCompleted

Column Details​

  • Date: Timestamp of the transaction (with timezone)
  • User: Email or name of the user who consumed credits
  • Organization: Which organization the usage is attributed to
  • Application: The flow or tool that consumed credits
  • Credits Used: Amount of credits deducted
  • Credit Type: Which credit pool was used
  • Status: Completed, Failed, or Refunded

Searching and Filtering Transactions​

Search Capabilities​

Find specific transactions:

  • By User: Enter user name or email
  • By Organization: Filter to specific organization
  • By Application: Search for flow or tool name
  • By Date Range: Select custom date range
  • By Credit Amount: Filter by transaction size

Advanced Filters​

Combine multiple criteria:

  1. Date Range: Select start and end dates
  2. Organization: Choose one or multiple organizations
  3. Credit Type: Filter by credit pool
  4. Amount Range: Set minimum and maximum credit values
  5. Status: Show only completed, failed, or refunded transactions

Example Filter:

Date: Last 30 days
Organization: Marketing, Sales
Credit Type: USD Credits
Amount: 20-100 credits
Status: Completed

Transaction Details​

Viewing Full Transaction Information​

Click on any transaction to see complete details:

Basic Information:

  • Transaction ID (unique identifier)
  • Timestamp (with timezone)
  • User details (name, email, user ID)
  • Organization details

Credit Information:

  • Credits consumed
  • Credit pool used
  • Exchange rate applied (if applicable)
  • Monetary value (based on credit pool pricing)

Application Details:

  • Flow/tool name
  • Flow ID
  • Assignment ID (if applicable)
  • AI model used
  • Token count (for AI operations)

Status Information:

  • Transaction status
  • Processing time
  • Error details (if failed)
  • Refund information (if applicable)

Spending Analysis​

By Organization​

Analyze spending patterns per organization:

  1. Navigate to Organization Analysis tab
  2. View spending breakdown:
    • Total credits spent per organization
    • Percentage of total enterprise spending
    • Month-over-month trends
    • Top applications per organization

Use Cases:

  • Identify high-spending organizations
  • Allocate budgets based on actual usage
  • Detect organizations needing credit top-ups
  • Compare efficiency across business units

By Credit Pool​

Track consumption across credit pools:

  1. Navigate to Credit Pool Analysis tab
  2. Review metrics:
    • Credits consumed per pool
    • Remaining balance per pool
    • Utilization rate (spent/purchased)
    • Cost per organization (based on pool pricing)

Insights:

  • Which credit pools are most utilized
  • Pools requiring replenishment
  • Pricing effectiveness by pool
  • Currency-specific spending patterns

By Application​

Identify most credit-intensive applications:

  1. Navigate to Application Analysis tab
  2. View top applications:
    • Total credits consumed per application
    • Number of users per application
    • Average credits per use
    • Organization distribution

Optimization Opportunities:

  • Identify expensive applications for review
  • Optimize high-usage flows for efficiency
  • Guide users to cost-effective alternatives
  • Plan capacity for popular applications

By User​

Analyze individual user consumption:

  1. Navigate to User Analysis tab
  2. Review user-level data:
    • Top credit consumers
    • Average consumption per user
    • Usage frequency
    • Application preferences

Management Actions:

  • Identify power users for allowance adjustments
  • Detect unusual consumption patterns
  • Provide targeted training for efficiency
  • Recognize and support heavy users

Time-Based Analysis​

Monitor day-to-day spending:

  • Daily Spending Chart: Credits consumed each day
  • Peak Days: Highest consumption days
  • Low Activity Days: Minimal usage periods
  • Day-of-Week Patterns: Usage by weekday

Use Cases:

  • Identify peak usage times for capacity planning
  • Detect unusual spikes or drops
  • Plan maintenance during low-activity periods

Analyze longer-term patterns:

  • Weekly Aggregation: Total spending per week
  • Monthly Comparison: Month-over-month trends
  • Seasonal Patterns: Identify seasonal variations
  • Growth Trajectory: Overall spending growth rate

Strategic Planning:

  • Budget forecasting for upcoming periods
  • Identify seasonal budget needs
  • Plan credit pool replenishments
  • Adjust organizational allocations

Custom Date Ranges​

Analyze specific periods:

  1. Select Custom Date Range
  2. Choose start and end dates
  3. View aggregated metrics for the period
  4. Compare to previous equivalent period

Examples:

  • Quarter-end analysis (Jan 1 - Mar 31)
  • Campaign period (specific project dates)
  • Fiscal year comparison
  • Event-driven analysis

Exporting Reports​

Standard Reports​

Generate pre-configured reports:

  1. Transaction Summary Report:

    • All transactions for selected period
    • Includes all transaction details
    • Grouped by organization

  2. Organization Spending Report:

    • Spending breakdown by organization
    • Includes credit pool attribution
    • Monthly allowance vs. actual usage

  3. Credit Pool Utilization Report:

    • Usage by credit pool
    • Balance and spending metrics
    • Pricing and cost analysis

  4. User Consumption Report:

    • Individual user spending
    • Application usage breakdown
    • Allowance compliance

Custom Reports​

Build tailored reports:

  1. Navigate to Custom Reports
  2. Select report parameters:
    • Date range
    • Organizations to include
    • Metrics to display
    • Grouping and sorting options
  3. Preview report
  4. Export in desired format

Export Formats​

Choose from multiple formats:

  • CSV: For Excel and data analysis tools
  • Excel (.xlsx): Formatted spreadsheet with charts
  • PDF: Professional formatted report
  • JSON: For API integration and custom processing

Automated Reporting​

Scheduled Reports​

Set up automatic report generation:

  1. Navigate to Scheduled Reports
  2. Click "Create Schedule"
  3. Configure:
    • Report type
    • Frequency (daily, weekly, monthly)
    • Recipients (email addresses)
    • Format (CSV, Excel, PDF)
  4. Save schedule

Example Schedule:

Report: Organization Spending Report
Frequency: Monthly (1st of each month)
Recipients: finance@company.com, cfo@company.com
Format: Excel with charts

Email Notifications​

Receive alerts for key events:

  • Low Balance Alerts: When credit pools fall below threshold
  • High Spending Alerts: When organization exceeds expected spending
  • Anomaly Detection: Unusual transaction patterns
  • Monthly Summaries: Automated monthly spending recap

Configuration:

  1. Navigate to Notification Settings
  2. Enable desired alerts
  3. Set thresholds and conditions
  4. Add recipient email addresses
  5. Save settings

Financial Reconciliation​

Monthly Reconciliation​

Reconcile credit usage with billing:

  1. Generate Monthly Report: Export all transactions for the month
  2. Verify Credit Pools: Confirm purchased vs. spent credits
  3. Organization Attribution: Ensure correct cost allocation
  4. Pricing Validation: Verify exchange rates applied correctly
  5. Discrepancy Resolution: Investigate any mismatches

Invoice Preparation​

Prepare data for invoicing:

  1. Export Billing Report: Organization spending with pricing
  2. Apply Credit Pool Rates: Calculate monetary values
  3. Add Organizational Details: Include billing information
  4. Generate Invoice Data: Format for accounting system
  5. Archive Records: Save for audit trail

Audit Trail​

Maintain compliance with audit requirements:

  • Transaction Immutability: All transactions are permanently recorded
  • Timestamp Integrity: Accurate UTC timestamps for all events
  • User Attribution: Clear record of who consumed credits
  • Change Logging: Any refunds or adjustments are logged
  • Export Capability: Full data export for external audits

Refunds and Adjustments​

Processing Refunds​

Handle credit refunds when needed:

  1. Locate the transaction to refund
  2. Click "Refund Transaction"
  3. Select refund type:
    • Full refund (return all credits)
    • Partial refund (return portion of credits)
  4. Enter reason for refund
  5. Confirm refund

Effects:

  • Credits returned to organization balance
  • Original transaction marked as "Refunded"
  • New refund transaction created
  • Audit trail maintained

Credit Adjustments​

Make manual credit adjustments:

  1. Navigate to Credit Adjustments
  2. Select organization
  3. Choose adjustment type:
    • Add credits (bonus, correction)
    • Deduct credits (correction, penalty)
  4. Enter amount and reason
  5. Confirm adjustment

Use Cases:

  • Correct billing errors
  • Apply promotional credits
  • Compensate for system issues
  • Manual reconciliation adjustments

Best Practices​

Regular Monitoring​

  • Daily Review: Check for anomalies and unusual patterns
  • Weekly Analysis: Review spending trends and top consumers
  • Monthly Reconciliation: Full financial review and reporting
  • Quarterly Planning: Strategic analysis and budget adjustments

Cost Optimization​

  • Identify Inefficiencies: Find applications with high credit consumption
  • User Education: Train users on cost-effective practices
  • Flow Optimization: Improve expensive flows to reduce credit usage
  • Allowance Tuning: Adjust limits based on actual needs

Data Integrity​

  • Verify Accuracy: Regularly check transaction data for errors
  • Maintain Backups: Export and archive transaction records
  • Document Adjustments: Keep clear records of refunds and changes
  • Audit Compliance: Ensure data meets regulatory requirements

Troubleshooting​

Missing Transactions​

Problem: Expected transactions not appearing in the list.

Solutions:

  • Check date range filter settings
  • Verify organization filter is not excluding transactions
  • Refresh the page to load latest data
  • Check if transaction failed (view failed transactions)
  • Contact support if discrepancy persists

Incorrect Credit Amounts​

Problem: Transaction shows wrong credit amount.

Solutions:

  • Verify the credit pool pricing configuration
  • Check if exchange rate was applied correctly
  • Review the application's credit consumption settings
  • Process refund and adjustment if confirmed incorrect

Export Failures​

Problem: Report export not working or incomplete.

Solutions:

  • Reduce date range for large datasets
  • Try different export format
  • Check browser download settings
  • Clear browser cache and retry
  • Use scheduled reports for large exports

For assistance with transactions and reporting, contact your LearningFlow account manager or email enterprise@learningflow.ai.