Review Payment Details
Audit a payment record, complete pending manual payments, and handle refund or void actions.
The payment detail page shows the full payment record behind an invoice, checkout, booking, storefront order, or manual payment. Use it when you need to confirm how money was received, compare Agiled against a bank or gateway, or decide whether a payment should be completed, refunded, or voided.
Open a payment from Finance > Payments. The detail page shows the payment status, amount, currency, account, invoice, payment date, payment method, transaction reference, creator, custom fields, and gateway information.
Review The Payment Summary
Start with the summary card:
- Confirm the amount and currency.
- Check the payment status.
- Review the payment date.
- Confirm the payment method.
- Check whether the payment is linked to the correct invoice.
- Confirm the account or customer name.
If the payment is not tied to an invoice, Agiled labels it as a manual payment. Use the transaction reference, account, and notes to decide whether it belongs to an invoice, order, booking, or external accounting record.
Compare Against The Source Record
When the payment is linked to an invoice, use View Invoice from the payment detail page. Compare the invoice number, balance, customer, currency, and status against the payment record.
For gateway payments, compare the transaction reference or gateway transaction ID against the provider dashboard. This is especially important when a customer reports that they paid but the invoice still appears unpaid.
Complete A Pending Manual Payment
Manual payments can be marked completed from the payment detail page when the money has been verified. Use this only for payments that were received outside an online gateway, such as bank transfer, cash, check, or another external system.
Before selecting Mark completed, confirm:
- the bank or external processor shows the money was received
- the amount and currency match the invoice or expected payment
- the customer or account is correct
- the transaction reference is recorded
- notes explain who verified the payment when the context is not obvious
Do not mark a gateway payment completed manually to force an invoice into a paid state. If the gateway succeeded but Agiled did not update, compare provider events and payment history before creating a correction.
Void A Pending Payment
Use Void when a pending payment should no longer be treated as collectible. Void is appropriate for duplicate manual entries, abandoned payment attempts, or pending records that were replaced by a cleaner payment.
Before voiding, check whether an invoice, order, booking, or report depends on that payment. Add a note or reference elsewhere if your team needs an audit trail explaining why the payment was voided.
Refund A Completed Payment
Completed payments can expose a Refund action. Use it only after the refund is approved by your finance process and the amount should move back to the customer.
Review the gateway panel before refunding online payments. The panel can show gateway, gateway account, transaction reference, and gateway state. If the gateway state is unclear, check the payment provider first so the customer is not refunded twice.
Custom Fields And Notes
Custom fields appear on the payment detail page when your workspace tracks extra finance data, such as cost center, bank account, remittance reference, or accounting export status.
Use notes for operational context, not for hiding missing data. A useful payment note says who confirmed the payment, where the reference came from, and what should happen next if the payment is unusual.
Reconciliation Checklist
- Payment status matches the real money movement.
- Amount and currency match the invoice, gateway, or bank record.
- Account and invoice are correct.
- Transaction reference is present for bank or provider lookup.
- Gateway transaction ID is recorded when available.
- Pending manual payments are completed only after verification.
- Refund or void actions have a clear reason.