Transaction Detail View
What the transaction details popup shows, including linked entities, dates, financial values, schedule information, sending or printing a payment’s receipt, and refunding a payment.
Click any row on the Transactions list to open the details popup. This is where you confirm exactly what the ledger line is, who or what it belongs to, and whether anything around it still needs action.
How the Popup Is Laid Out
- Top bar: The customer's name, or the description for a transaction with no customer, with its type, such as Payment. Underneath are Transaction, with the business when you work in more than one, then its date, payment method and description. At the right of the bar are the pin, the help (?) button, and the buttons to expand the popup and close it.
- Side bar: Down the right of the Details tab. It starts with the amount, under its type, with its date and payment method, or its expense category, under it. Then comes Edit transaction, with Delete transaction in red at its foot. When the window is too narrow for it down the side, it sits under the tabs, at the top of Details.
- On a phone: The transaction opens as a page of its own, with its amount, type and description at the top, Delete as a round button under them, and Edit at the top right.
Details Tab
- Type & Status: Shows the transaction type, current status, and business when relevant. When the status isn't the usual one, such as a payment that is still pending, the (i) beside it says what it means and what happens next. A transaction ticked as the job's opening balance shows Opening Balance: Yes. One sent to HMRC in a VAT return or an Income Tax update shows HMRC: Sent to HMRC, and its (i) says you can still change it: your next VAT return puts right any difference, and your next Income Tax update sends the new figures.
- Dates: The Entry Date, and when the transaction was created and last updated. An entry that a repeating schedule added also has its Due Date, Next Due and Last Processed here.
- Related Entities: Customer, Job, Invoice, Service, Payment Method, Expense Category, and Vehicle are listed here when they exist. The vehicle shows with its registration, and is marked Sold once it has been sold.
- Financial Details: Amount, VAT, Net Amount, and Payment Reference are grouped together so the money side can be checked in one pass.
- Receipt: A completed payment against a job has a Receipt section under Financial Details, which says What was paid, when, how and what for, with any tip. Its Send receipt and Print receipt buttons are covered under the actions below. A payment still on its way, or ticked as the job's opening balance, doesn't have it.
- Refund: A completed payment taken by hand, such as cash, a bank transfer or a cheque, has a Refund section under Financial Details, which says Money given back, such as cash or a bank transfer, is recorded against this payment. Its Refund button is covered under the actions below. It only shows if your role has the Refund permission under Payments.
- Payment Provider: Shows on payments taken through a payment provider, including Stripe, Square, PayPal and Zettle. For a card payment it gives the provider, the Payment Type (one of Card (in person), Card (online), Saved card or PayPal), the Card it was paid with when the provider reports it (such as Visa •••• 4242), the Transaction Status, the provider's own reference as the External Transaction ID, and a Failure Reason when the payment didn't go through. The Payment Method under Related Entities reads Card (Stripe), Card (Square), Card (Zettle) or PayPal. A card paid through PayPal shows Card (online) as its Payment Type, with PayPal as the Payment Method.
- Refund Provider: Shows on a refund row, with the provider, the Refund Status, the provider's Refund ID, and the Original Payment it was refunded from.
- Schedule: An entry that a repeating schedule added has a Schedule section, with the schedule's Status, the Pattern it repeats on, such as Every month, when it Starts On and when it's Next Due. View Scheduled Transaction opens the schedule itself. When you edit the entry, its Repeats line, under Basic Information, shows how often it repeats and the status, with View to open the schedule. See Editing a Transaction.
- Attachments: Receipts and supporting documents sit at the bottom of the tab. This is a viewer: click a thumbnail to preview an image or read a PDF. Adding and removing is done from the edit popup.
Extra Tabs
If the transaction is linked to a job or customer, extra Job and Customer tabs appear. These let you inspect the related record without leaving the transaction context. They have no side bar: instead, Open job or Open customer, at the foot of the popup, opens the record itself, and Edit job or Edit customer beside it edits it.
Card Payments
A card payment you take, on your phone or from a saved card, shows in Transactions straight away. While the provider is still confirming it, the row is Pending and doesn't count towards the customer's balance yet. A payment the customer makes through a card payment link appears once the provider reports it. When the provider has the money, the Transaction Status reads Succeeded and the row is Completed. A payment that didn't go through ends as Failed, with the reason under Failure Reason, or Cancelled if it was stopped before any money moved. Neither changes the balance.
A card payment spread over more than one invoice has a row for each invoice. Every row shows the same card payment, and a refund from any of them is a refund of the whole payment. The provider's fee is recorded separately as a Payment Fee expense once the provider reports it.
Actions In The Popup
- Edit transaction: In the side bar. Opens the transaction for editing when the record is still mutable. On a phone, it's Edit, at the top right.
- Delete transaction: In red at the foot of the side bar. Removes the transaction when deletion is allowed, once you've confirmed. On a phone, it's the Delete round button.
- Open job and Open customer: At the foot of the popup on the Job and Customer tabs. They jump into the linked record itself. On a phone, Open job or Open customer is a round button on that tab.
- Send receipt: In the Receipt section. Opens the Message Customers Popup for the payment's job, on your Payment thank-you email, with the receipt attached as a PDF. A payment that paid more than one invoice has one receipt for all of it, with any tip paid with it, whichever of its rows you open. It needs permission to email or text customers, and View Prices and Balances, under Prices.
- Print receipt: In the Receipt section. Makes the receipt as a PDF and opens it, ready to print, and reads Making… while it's being made. It needs View Prices and Balances, under Prices. See Payment Receipts for what's on a receipt.
- Refund: In the Refund section of a payment taken by hand. Opens the Refund popup, which records money you've given back, such as cash handed back or a bank transfer, against the payment, up to what's left of it. What the customer owes goes back up by that much, and the money you received comes down. Card and Direct Debit payments don't have it, as they're refunded through their provider with Refund Payment. See Refunding a Payment Taken by Hand.
- Refund Payment: Shows on a completed GoCardless payment once GoCardless has paid the money out to you. You only see it if your role has the Refund permission under Payments. Owners and admins have it; the default member role doesn't, so a team member can take payments without being able to send money back.
- Refund Payment (card payments): Shows on a card payment once the provider has the money and the Transaction Status is Succeeded, with the same Refund permission. The popup says how much can still be refunded, and you can refund all of it or part of it. Zettle payments are refunded on the phone, in the Zettle app, so the popup says that instead. See Refunding a Card Payment.
When A Warning Appears
If the transaction is linked to a transferred customer or transferred job, Work Planner shows a warning banner and locks actions that should no longer be available in the current business context.
Pinning
The pin at the top of the popup, beside the help button, adds this transaction to the Pinned menu at the end of the main menu, so you can open it again from any page. Click it again to unpin it. See Pinned Records.
Related articles
- Transactions List: Shows how you get into the popup and where the row sits in the wider ledger.
- Editing a Transaction: Use this when the detail view shows something that needs correcting.
- Payment Reference and Status Handling: Helpful when the labels on the record need decoding.
- Transaction Attachments: Covers the Attachments section in full, including accepted file types.
- Payment Receipts: What's on a receipt, and sending or printing one for a payment.
- Refunding a Payment Taken by Hand: Recording money you've given back for a cash, bank transfer or cheque payment.
- Refunding a Card Payment: Refunding all or part of a card payment, and how disputes show up.