Start from the invoice or billing record and review its visible payment history.
- Confirm the customer, invoice, amount, currency, and original transaction.
- Identify the approved outcome: record a payment, return funds, or apply a credit.
- Check the financial consequence and authorization required by company policy.
- Complete the appropriate action once.
- Reload the record and verify the balance and history reflect the result.
Record a payment
Use Receive Payment for a check, ACH, wire, cash or other payment. It opens from the Billing Overview, Billing → Accounts Receivable → Payments, a customer in Collections, and the footer of an open invoice or pro forma invoice. One payment can be spread across several of the customer’s open documents; see Receive customer payments.
On an invoice or pro forma invoice, Charge card now only charges a card. Choose a saved card or a new one, set Amount to charge, and select Charge payment.
Review the Payments register
Billing → Accounts Receivable → Payments lists customer payments and card charges. Search by number, customer or reference, filter by Check, ACH / Wire, Cash, Card or Credit, and use Export Excel for the filtered list. Received this month shows the month’s total.
Open a payment to see what it was applied to and any unapplied credit. A recorded non-card payment has Edit and Void. Voiding returns every document it paid to its open balance and removes its credit. A card payment is corrected through its card charge’s refund or void actions instead.
Bank payments are recorded as ACH or Wire. Earlier bank-transfer payments show as ACH / Wire.
Trace a card refund
Open Billing → Reports → Card Payments (formerly the Card-charge log) and select the transaction. Transaction lifecycle shows the original charge and its related refund information. When you open a refund, its parent charge is included when available, so you can compare the original amount, refunded amount, status, and reference.
Read the status as well as the sign on the amount: a pending refund is not evidence that processing has finished. Processing fees and Net after fees provide additional context where those amounts are available.
Check card-action availability
Payment amounts use the relevant transaction or company currency. Card actions depend on the payment setup and the currencies it supports; a non-dollar currency alone does not make them unavailable. If an action is missing, check the configured provider and supported payment capability rather than changing the amount or currency to force it through.
Do not repeat an action because a screen is slow to refresh. Confirm the transaction history first. Never copy full card numbers, security codes, or payment credentials into notes or Support messages.
Check Direct Bill and payment limits
Direct Bill is shown as its own method on an existing booking transaction. Its callout points to receivables; review the related invoice or pro forma invoice there. It is not offered as a new manual transaction in Add Transaction. A non-card payment added there keeps the method you choose.
Once a trip is on an Open, Partially Paid or Paid invoice or pro forma invoice, the booking refuses new payments and card holds, charges and captures. The message names the document; record the payment on that document instead, so the trip is not collected twice.
Document payments follow the company’s Allow overpayment rule, which is off by default. A refused payment or correction can also depend on the document’s current state. Read the server’s explanation and review Settings → Business → Billing before retrying.