Transactions shows all financial movements of a customer.
Here you can view payments, invoices, credit notes, chargebacks, write-offs, and balance adjustments, including their status and reconciliations. This map is essential when a customer calls or emails with a question about an invoice or payment. You can see exactly which transactions are open, completed, or linked.
Where can I view all transactions?
Navigate to Customers.
Search for the customer by name, address or customer number.
Click on Transactions in the customer details page.
In the transaction screen you can:
Search by invoice number, payment number, reference, or amount
Sort by date or total amount
Filter by transaction date, type, or status
Click on a transaction to view its details
The most recent transactions appear at the top.
Each line in the transaction list represents one financial event.
Transaction types
Type | Description |
Invoice | Debit transaction for services rendered; visible in the invoice card. |
Payment (Incoming) | Receive money from customer. |
Payment (Outgoing) | Refund to the customer. |
Credit note | Negative amount that reduces the outstanding balance. |
Chargeback (Reversal) | Cancelled or refused payment via bank. |
Collection costs | Costs incurred in the event of a failed direct debit or reminder. |
Depreciation | Administrative write-off of an uncollectible amount. |
Balance adjustment | Manual correction of the balance by a user with administrative rights. |
Transactions can be either open (yet to be settled) or closed (completed).
Statuses
Each transaction has a settlement status, which indicates whether the transaction has already been matched or settled.
Status | Meaning |
Not Settled | Transaction is still fully open. |
Partially Settled | Part of the amount is linked or paid. |
Fully settled | The transaction has been fully paid or settled. |
Reversed | The transaction has been reversed or canceled. |
View transaction details
When you click on a transaction, you open the details screen.
Here you see:
The transaction ID and date
The amount, outstanding balance, and status
The related invoices or payments
Any bank references or error messages
The settlement history – which transactions are linked to each other
Example
An incoming payment of €255 may be settled with:
€55 on incidental invoice 2024802392
€200 advance payment 2024802391
The selected transaction will be highlighted in gray, and the transactions it is settled with will have a gray border around them.
Settlement
The settlement shows how transactions are linked to each other - for example, a payment that (partially) settles an invoice.
Automatic settlement
Occurs with incoming payments that are recognized by their reference or amount.
The system automatically links the payment to the correct outstanding invoices.
Once a payment covers the entire outstanding amount, the status becomes Fully Settled.
Manual settlement
Select an unsettled or partially transaction.
In the details screen you can see which transactions it can be linked to.
Click on Settlement.
Select the invoices or payments you want to settle with.
Click Save.
The settlement is applied immediately; the balance is updated automatically.
Undo transactions (Cancel settlement)
Do you want to delete an existing connection?
Select a settled or partially settled transaction.
In the details screen you can see which transactions it is linked to.
Click Cancel to undo the settlement.
The transactions will return to Not Settled or Partially Settled status depending on the remaining balance.
Locked transactions
Some transactions cannot be adjusted or settled temporarily.
A transaction is locked when:
The payment or refund is in an outgoing bank file
The bank has not yet sent a confirmation
The transaction is part of an active direct debit
The lock will be automatically lifted once the bank confirmation has been received.
Exporting transactions
You can export all transactions to Excel:
Click More (⋯) at the top right.
Select Export → Transactions.
The export contains:
Date, type, reference, amount, status and settlement information
One line per transaction
Currency and decimals according to organizational standard
Filters and search functions
The map contains several search and filter options:
Search: by invoice number, payment reference or amount
Filter by type: Invoices, Payments, Credit Notes, etc.
Filter by bank account
Filter by transaction date: via date selection
Click on Show All to also load older transactions.
Relationship to other cards
Card | Relationship with Transactions |
Balance | Shows summary of all transactions in total (credit + debit). |
Invoices | Each invoice has one or more associated transactions (payments, adjustments, etc.). |
Bank details | Determines which account is used for incoming or outgoing payments. |
Communication | Invoice or payment notifications are based on transaction status. |
Situation | Behavior |
No transactions | Message “No transactions available yet.” is displayed. |
Double payment | Automatically recorded as credit and linked to the next open invoice. |
Refunded payment | Shows as Chargeback with negative amount. |
Negative balance | Means that the customer has an outstanding amount. |
Positive balance | Means that the customer has a credit position. |
Unrecognizable bank payment | Appears as Uncategorized Payment until manually assigned. |
Problem | Possible cause / solution |
Transaction not appearing | Check filter settings or permissions ( |
Outstanding amount is incorrect | A payment has not yet been linked or confirmed; waiting for synchronization. |
Status remains “Waiting for bank confirmation” | The bank hasn't yet sent the confirmation; please check again after 24 hours. |
Negative balance despite payment | Payment was posted to the wrong transaction; please contact your administrator. |
Double transaction | Check whether this is a chargeback or a correction; if in doubt, contact support. |
What is the difference between open and closed transactions?
Open transactions are not yet fully paid or confirmed; closed transactions are fully processed.
What does “Awaiting bank confirmation” mean?
The payment has been sent, but the system is still waiting for confirmation from the bank.
Can I add a transaction manually?
Only users with specific administrative rights can add balance adjustments.
Can I delete a transaction?
No, transactions are permanently stored as part of the financial records. Only balance adjustments can be reviewed.
Are credit notes shown as transactions?
Yes, credit notes appear as negative transactions with type Credit Note.
What happens in the event of a chargeback?
The original payment is reversed; the amount is shown as outstanding again.
Can I sort or filter transactions?
Yes, you can sort by type, date, status, amount or invoice number.
Transaction: Financial event (payment, invoice, adjustment, etc.)
Settlement: Linking or offsetting transactions
Not settled: No link or payment received yet
Partially settled: Partially paid or linked
Fully settled: Completely settled
Reversed: Reversal or rejected payment
Balance adjustment: Manual correction by administration
Bank confirmation: Notification from bank that payment has been processed
Audit Trail: An immutable log of all financial events