Reading Gravity Payments Statements and Deposits

By Jordan Lee, merchant-statement documentation editor (editorial persona based on nine years of payment-support research)
Last reviewed: July 12, 2026

Gravity Payments statements are available from the Statements section of Gravity Dashboard, while individual settlement groups appear under Batches. To explain why a bank deposit differs from recorded sales, compare the batch’s Sales, Returns, Fees Withheld and Net Amount before reviewing individual transactions.

This independent guide is not operated by Gravity Payments and cannot view statements, deposits or merchant-account activity.

What a merchant statement shows

A merchant processing statement is the monthly record of card volume, refunds, deposits and processing charges associated with an account. Gravity says its statement format includes business information, the Merchant ID, a processing summary, account notices, activity by card type, funded batches and a list of assessed fees.

The summary is useful for a high-level check. It is not detailed enough to explain every bank deposit or pricing difference.

Gravity distinguishes Total Gross Sales from Total Amount Submitted. Gross sales represent the full card-sales amount processed during the statement period, while the submitted amount reflects sales after refunds have been deducted. Gravity says processing fees are assessed against gross sales, which means the fee calculation may use a higher figure than the net amount retained after customer returns.

Find statements in Gravity Dashboard

Gravity says most merchants receive an automated email each month when a new statement becomes available. Inside Dashboard, select Statements from the left-side panel, then choose the Month and Year shown in the Statement column.

For businesses with several locations, open the Past Months – By Location dropdown before selecting the statement period. Choosing the wrong location can create an apparent fee or sales discrepancy even when the underlying account records are correct.

Statements are generally sent near the beginning of the month. Gravity says processing fees for the previous month are normally debited during the first few days of the new month, so the fee debit may appear after the statement period has ended.

Check the statement month first. Skip comparisons between a January statement and a February bank debit without confirming that the debit represents January processing.

Read the notices before the fee table

Gravity’s statement guide identifies an account-information section used for announcements and upcoming changes. The company says this section may contain notices about adjustments made by major card brands, which commonly update pricing on scheduled cycles.

That box deserves attention before a merchant assumes a new charge was added without warning. Compare the notice with the detailed fee section and the prior month’s statement.

The fee table may include interchange, card-brand assessments, processor charges and other account-specific items. Gravity’s public guide does not establish that every merchant receives the same pricing model, statement layout or fee names.

Start with the batch

A settlement ends one batch and begins the next. Gravity Dashboard displays the transactions grouped within each settled batch.

Match a batch to the bank deposit

Select Batches in Gravity Dashboard and set the appropriate date range. The batch list includes Transaction Count, Sales, Returns, Fees Withheld, Net Amount and Device ID. Opening an individual batch shows its card-brand summary and the transactions settled inside that group.

Use Net Amount as the first comparison with the bank deposit rather than comparing the deposit with raw daily sales. A business may have processed $4,000 in sales, issued $300 in returns and had applicable charges withheld, producing a deposit below $4,000 even though every sale was recorded.

The statement’s Amounts Funded by Batch section provides another reference. Gravity warns that the submitted date shown on a merchant statement may differ from the date the money appears at the bank because of processing cutoffs.

A weekend, holiday or late batch closure can shift the posting date. Gravity does not publish one universal funding schedule for every account on the reviewed reporting pages, so the merchant’s own agreement and account configuration remain controlling.

Priority one is matching by batch amount. Skip matching deposits solely by the calendar date shown in the point-of-sale system.

Why sales and deposits may not match

Gravity recommends daily batch closure and a three-way reconciliation between the point-of-sale or business-management system, Gravity Payments reporting and online banking. When a discrepancy appears, the company advises reviewing transaction receipts and Gravity reports.

Common causes include:

• The point-of-sale report includes an open batch.
• A refund reduced the batch’s net amount.
• Fees were withheld from funding.
• The wrong business location was selected.
• The statement and bank activity cover different dates.
• A transaction was pulled into review.

Gravity calls the last situation a payment transaction system edit, or PTS edit. It says unusual activity can trigger review, including a return that is larger than usual, sent to a card different from the original sale or issued for only part of the initial amount. Review and release may require 24 to 48 hours.

Do not rerun a sale merely because its deposit is absent. Confirm whether the customer was charged and whether the payment is pending, batched or under review.

Search individual transactions

Open Transactions from Dashboard’s left navigation. Gravity’s reporting documentation says users can filter by date and search using the transaction amount, approval code, limited card reference, source or card type. Columns can also be selected according to the information needed for the report.

Gravity’s support tutorial separately lists business or customer name, approval code, transaction amount and the limited card reference displayed in Dashboard as searchable values.

Saved filters are useful for recurring checks. Gravity allows filters for Amount, Card Type, Source and Cashier; after each selection, the user must choose Apply. Select Save Filter, name the report and return to it later. To restore the full transaction list, open each filter and select Clear.

This small interface detail causes real confusion. A saved or forgotten filter can make transactions appear missing even though they remain in the account.

Calculate the effective processing rate

Gravity defines the effective rate as total monthly processing fees divided by total monthly sales volume. Its published example divides $691.11 in fees by $11,132.58 in sales, producing an effective rate of 6.2%.

Use this formula:

Total processing fees ÷ total gross sales × 100

The result is more informative than examining one advertised percentage because it incorporates the combined effect of percentage charges, fixed transaction costs and other processing fees.

Gravity’s own articles provide slightly different general reference ranges. One says many businesses may fall between 2% and 4%, while another says most businesses may expect roughly 2% to 3%, with lower average transaction sizes potentially producing a higher result. Those ranges are educational examples, not account guarantees.

Merchant category, transaction method, card mix and average ticket size can change the result. Compare several months before treating one unusual period as the normal cost.

Dashboard or Access One?

Not every Gravity merchant necessarily uses the same reporting portal. Gravity says merchants whose Merchant ID begins with 4 or 5 may have Access One available when using standalone or non-integrated processing. Access One includes batch history, chargeback information and monthly statements.

The main Merchant Logins page should be used to identify the appropriate reporting route. A bookmark belonging to another account type may show an unfamiliar screen or incomplete reporting options.

When to contact Gravity support

Contact support when the batch’s Net Amount cannot be matched to bank activity after timing, returns, withheld fees and account location have been checked.

Gravity publishes 866-701-4700 for support. Have the Merchant ID, relevant statement month, batch number, deposit amount and any displayed error code available before the call. Gravity’s technical-support preparation page also recommends confirming that the internet connection works and devices have power when the issue involves payment equipment.

Do not send account credentials or financial records to an unverified caller. Begin from Gravity’s published support channel.

FAQ

Where are Gravity Payments statements?

Under Statements in Gravity Dashboard.

When does Gravity Payments issue statements?

Gravity says most statements are sent by email near the beginning of each month. Charges for the previous processing month are generally debited during the first few days of the new month.

Why is my Gravity deposit lower than sales?

The deposit may reflect refunds, withheld fees, a different batch period or a transaction under review. Open the corresponding batch and compare Sales, Returns, Fees Withheld and Net Amount before checking the transaction-level detail.

What does Net Amount mean?

It is the batch figure remaining after the adjustments shown in that batch report, including returns and any displayed withheld fees. Use it as the initial bank-deposit comparison.

Can I search for one transaction?

Yes. Gravity Dashboard supports searches and filters using details such as date range, amount, approval code, source and card type.

Why are transactions missing from my report?

A location choice, date range or saved filter may be hiding them. Clear active filters, confirm the business location and search again using the approval code or amount before assuming the transaction was deleted.

How often should I reconcile Gravity Payments deposits?

Daily. Gravity recommends closing batches and comparing the business system, Gravity reports and online banking each processing day. This catches open batches, refunds and reviewed transactions before several days of activity become mixed together.

The dependable order is statement, batch, transaction, then bank activity. That sequence usually exposes whether the difference comes from timing, a return, withheld fees or the wrong reporting view.