View an Invoice's payment history

Owned by Jenna Buttershaw
Last updated: 12 Dec, 2023 by Hannah Letch
5 min read

Steps to view an Invoice's payment history

 

Learn how to view an Invoice’s payment history

Invoices can have payments made against them online (such as payments made within the shopping basket) or payments can be recorded against Invoices manually by admins. The Transactions DataGrid allows you to see detailed information about these payments, per Invoice, so that you can confirm the dates of payments and match these to your records.

Transaction datagrid

Follow this page to learn the steps for viewing an Invoice payment history and changing the information to show the most relevant data.

Find and view the Invoice

This step will run through the process of identifying the correct Invoice to view the payment history

To identify your Invoice, you will follow these steps:

  1. Access, filter, and search your Invoices DataGrid

  2. View the Invoice

Access, filter, and search your Invoices DataGrid

This step will take you to the Invoices DataGrid where you will apply filters and search to find the Invoice that you want to see the payment history for

  1. Open the Finance > Invoices DataGrid from the main menu

    Main menu invoice option

     

  2. Update the Filters that are applied at the top of your Invoices DataGrid
    This will make sure your Invoice will be included in the results of the DataGrid, while also limiting the results down so that you can find your Invoice much quicker!

     

    1. If you do not yet have a filter in your Invoices DataGrid to only view Invoices that are Paid/Completed, click on the ‘Filters’ drop-down button to the right of the filters bar

       

    2. Click on the ‘+ Create New’ option

       

    3. Create your new filter using the following settings:
      Status -- Is In -- Completed
      You can also include Invoices with a status of Part Completed if you want to view all Invoices with a payment on them

    4. Click the ‘Preview’ button to check that your filter works as you expect!

    5. If you would like to save your filter for future use, provide your filter with a name and click on the 'Save' button

       

    6. Your DataGrid should now only show Invoices that have been fully paid, and you will have a new filter in your filter bar which you can toggle on/off by clicking on it

       

  3. Make sure that the Invoice Reference and Invoice ID are included in searches made from your DataGrid search bar
    Click on the arrow button attached to the right of the DataGrid Search to change which columns are referenced when you search

     

  4. Use the search bar for find your Invoice
    Searching the Invoice Reference is the most common way to search for Invoices

     

  5. Review the results in your DataGrid to find the specific Invoice that you will be processing a refund for

 

View the Invoice

This step will take you to a view of the Invoice so that you can check you are looking at the correct Invoice

  1. Once you have found the Invoice in the Invoices DataGrid, right-click on it to view the context menu options for this Invoice

     

  2. Click on the ‘View’ context menu option

     

  3. This will take you to a view of the Invoice

     

  4. Confirm the contents to ensure you are looking at the right Invoice

View the Transactions

The Transactions DataGrid shows you all payments and refunds recorded against an Invoice, including the date and time the payment was taken and who processed it.

  1. From your view of the Invoice, click the Transactions tab

     

  2. This will take you to a view of all payment and refund Transactions for this Invoice

     

  3. If you do not have visibility of the information you need to see about the payment on the Transactions DataGrid, you can adjust the columns included

    1. Remove any columns that you do not need to see in your DataGrid by right-clicking on them and clicking the ‘Remove Column’ option

       

    2. To add additional columns into your DataGrid to view more information for each Transaction, click on the ‘Change Columns’ button at the top right of the DataGrid results

       

    3. Use the ‘+' button to add new columns in and click on the 'Apply’ button

       

    4. You will now see the information you need, within your Transactions DataGrid