Payments — view and track payment receipts
The Payments page is a read-only register of all payment receipts recorded against invoices — showing amount, allocation status and which invoices each receipt cleared.
Section 01
What is the Payments page?
1 minute
The Payments page lives under Commerce › Sales › Payments. It is a read-only register of all payment receipts recorded across every invoice. Payments are not created here — they are created from inside an individual invoice using the Record Payment button (Invoice → Record Payment). This page gives you a consolidated view of every receipt, its status, how much was allocated, and which invoices it cleared.
- Every receipt shows how much was allocated (applied against an invoice) and how much is unapplied (surplus not yet matched to an invoice)
- Clicking View on any row opens the Receipt detail modal — showing the method, dates, amounts and which invoices were cleared
- There is no + New Payment button — always record payments from the Invoice detail page
Go to Invoices → open the invoice → Record Payment. This ensures the payment is immediately linked to the correct invoice and reduces its outstanding balance. The receipt then appears here in the Payments register automatically.
Section 02
Payments list
2 minutes
The Payments list shows all receipts across all invoices in a sortable table. The Allocated column has a green underline progress bar showing how much of each receipt has been applied. Unapplied shows any surplus that has not yet been matched to an invoice.
| Receipt ↕ | Customer ↕ | Method ↕ | Status ↕ | Received ↕ | Amount ↕ | Allocated ↕ | Unapplied ↕ | Action |
|---|---|---|---|---|---|---|---|---|
| RCPT-2026-00003 | — | bank transfer | Committed | 8 Jul 2026 | GBP 1.00 | GBP 1.00 | GBP 0.00 | View |
| RCPT-2026-00002 | — | bank transfer | Draft | 8 Jul 2026 | GBP 10.00 | GBP 10.00 | GBP 0.00 | View |
| RCPT-2026-00001 | — | bank transfer | Committed | 22 Jun 2026 | GBP 6.25 | GBP 6.25 | GBP 0.00 | View |
| Column | What it shows |
|---|---|
| Receipt | Sequential receipt reference — e.g. RCPT-2026-00003. Click to open the Receipt detail modal. |
| Customer | Customer linked to the invoice this payment cleared. Shows — when no customer name is stored on the receipt directly (look it up via the Cleared Invoices in the modal). |
| Method | Payment method — e.g. bank transfer. Set when the payment is recorded from the invoice. |
| Status | Committed — payment applied and the invoice balance reduced. Draft — payment recorded but not yet committed/matched. |
| Received | Date the payment was received — e.g. 8 Jul 2026 or 22 Jun 2026. Set in the Record Payment form. |
| Amount | Total value of this receipt — e.g. GBP 1.00, GBP 10.00, GBP 6.25. |
| Allocated | How much of the receipt has been matched against an invoice — e.g. GBP 10.00. The green underline progress bar fills as more is allocated. All three receipts are 100% allocated here. |
| Unapplied | Any surplus not yet matched to an invoice — GBP 0.00 for all three here, meaning each receipt is fully applied. A non-zero unapplied amount means money is sitting unmatched. |
| Action | View opens the Receipt detail modal showing full receipt information and cleared invoice list. |
Section 03
Receipt detail modal
2 minutes
Clicking View on any row opens the Payment Receipt modal. It shows the receipt reference, status, key fields (customer, method, date, reference), two summary cards (Amount and Unapplied), and a Cleared Invoices table listing every invoice the payment was applied against.
RCPT-2026-00002
Payment Receipt
Amount
GBP 10.00
Unapplied
GBP 0.00
Fully allocated
Cleared Invoices1
| Invoice | Applied |
|---|---|
| INV-2026-000004 ↗ | GBP 10.00 |
| Element | What it shows |
|---|---|
| RCPT-2026-00002 | Receipt reference in the modal header — matches the reference in the list. Subtitle "Payment Receipt" confirms the document type. |
| Draft badge | Status shown in the modal header — Draft here. RCPT-2026-00002 is recorded but not yet committed. Compare with RCPT-2026-00003 and RCPT-2026-00001 which are Committed. |
| Customer — | No customer name stored directly on this receipt. Use the Cleared Invoices link to find the customer via the invoice. |
| Method: bank transfer | The payment method selected when the payment was recorded — bank transfer for all three receipts. |
| Received: 8 Jul 2026 | The date the payment was received — as entered in the Record Payment form. |
| Reference — | Optional bank reference or cheque number — blank here. Populated when entered in the Record Payment form (e.g. BACS reference or cheque number). |
| Amount: GBP 10.00 (blue card) | The total value of this receipt — GBP 10.00. Displayed in a blue card for visibility. |
| Unapplied: GBP 0.00 (green card) | GBP 0.00 unapplied — the receipt is fully allocated. The green "Fully allocated" sub-label confirms all money has been matched. If a surplus existed it would show here in amber. |
| Cleared Invoices (1) | A table of every invoice this receipt was applied against. RCPT-2026-00002 cleared INV-2026-000004 with GBP 10.00 applied — the full receipt amount, leaving zero unapplied. |
| INV-2026-000004 ↗ | A direct link to the invoice that was cleared — click to navigate to that invoice's detail page. |
Section 04
Payment statuses
1 minute
Payments have two statuses that reflect whether the money has been confirmed and applied against the invoice balance.
The payment has been confirmed and applied against the invoice. The invoice's Balance Due is reduced by the payment amount. If the full balance was paid, the invoice status changes to Paid. Committed receipts appear with a green dot in both the list and the modal. RCPT-2026-00003 and RCPT-2026-00001 are both Committed.
Terminal — no further status change expected
The payment has been recorded but not yet confirmed as committed. The invoice balance may not yet be updated. RCPT-2026-00002 (GBP 10.00) is in Draft status — it shows GBP 10.00 allocated and GBP 0.00 unapplied (fully allocated to INV-2026-000004) but is not yet committed.
→ Moves to Committed once confirmed
| Concept | Explanation |
|---|---|
| Allocated vs Unapplied | Allocated = the portion of the receipt matched to an invoice. Unapplied = any surplus. All three receipts are 100% allocated — GBP 0.00 unapplied. If you recorded a payment for more than the invoice amount, the excess would show as Unapplied here. |
| Fully allocated | "Fully allocated" in the green Unapplied card means every pound of the receipt is matched to an invoice line. The invoice is cleared for that amount. |
| Cleared Invoices count | A receipt can clear more than one invoice — e.g. a single bank transfer payment could be split across two invoices. Each cleared invoice appears as a separate row in the Cleared Invoices table. |
| No filter pill | Unlike other list pages, the Payments list has no Filter by product option — use the Search box to find a specific receipt reference or amount. |
The Payments page is a view-only register. There is no New Payment button and no edit functionality. To record a payment go to Invoices → open the invoice → Record Payment. To correct a payment recorded in error, contact your administrator — adjustments are made at the invoice level via credit notes or revised payment entries.