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AccountsTransactions2 min read

Payment Reference and Status Handling

How payment references differ from statuses and how Work Planner displays pending, failed, and missed states.

Work Planner Team12 April 2026

Payment Reference and Status are two different things in Work Planner. The reference is the identifying text you enter or receive, while the status is Work Planner's view of where that ledger item currently stands.

Payment Reference

  • What it is: A free-text identifier such as a bank reference, cheque number, gateway reference, or internal note you want to be able to search later.
  • When to use it: Add it when the entry needs to be traceable outside Work Planner or easy to match against a statement.
  • What it is not: It is not the transaction status, and it does not change automatically just because money settles later.

Transaction Status

  • Ledger status: The transaction itself can show states such as pending, completed, paid, overdue, failed, or cancelled depending on the kind of entry.
  • Provider status: Payment-backed entries can also carry provider states such as submitted, confirmed, paid out, failed, or cancelled in the detail view.
  • Pending totals: The Transactions list shows pending payment and refund amounts separately so you can see what has not fully settled yet.

The Missed Checkbox

Use Missed only when you need to record a missed charge or missed visit rather than a normal completed money event. Work Planner shows that entry as Missed, and it should not be used as a substitute for ordinary status changes on a normal transaction.

Where To Check It Later

The Transactions list gives you the quick view, but the detail popup is where you see the fuller picture, including provider name, payment type, external transaction ID, settled dates, and failure reasons when they exist.

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