Portal Payments

Check each payment a customer made from their statement in the customer portal, then confirm it to post the receipt, or reject it with a reason the customer reads.

Portal Payments lists the payments your customers made from their statement in the customer portal. Check each one against your bank or gateway, then confirm it. Only then is the receipt posted to your books.

Portal Payments with the To check tab, the receipt link and the Confirm and Reject buttons

Before you begin

• Your company has the customer portal, and payments are switched on. See Let customers pay from their statement. Until then the page says Customers cannot pay from the portal yet.
• Your role needs the permission to create Receipt Vouchers. See Users & Roles.
• The bank or wallet the money arrives in is a payment method with a ledger account, or a cash or bank account in your chart of accounts. See Payment Methods.

Where to find it

Open Sales → Customers → Portal Payments. A bell message, Customer payment to check, opens the same page.

Read the list

The tabs sort payments by where they stand:

Each row shows the Date, Customer, Amount, Paid by and For: an invoice number, or On account. Click View receipt to see the customer's photo or PDF. No receipt attached means a bank transfer sent without one.

Confirm a payment

1. On the To check tab, find the payment.
2. Check the money in your bank account or the gateway's dashboard. For a transfer, click View receipt to compare.
3. Click Confirm.
4. In Received into, choose where the money came in: a payment method, or for a customer with a ledger, a cash or bank account.
5. Check the Receipt date. It cannot be in the future.
6. Under Set it against, choose:
   • Invoice INV-0042 first, then the oldest unpaid invoices, or The oldest unpaid invoices first when the customer named no invoice;
   • Invoice INV-0042 only;
   • No invoice: keep it on the customer's account.
7. Click Confirm and post the receipt.

The message shows the receipt voucher number, for example Confirmed. Receipt Voucher RV-0031 is posted. The customer's statement changes at once, and they see Payment confirmed.

Reject a payment

1. Click Reject on the payment.
2. Type the Reason (the customer reads this), for example We could not find this transfer in our bank account.
3. Click Reject payment.

Nothing is posted. The customer sees your reason and can pay again.

What happens in the books

• A customer with a ledger account: one Receipt Voucher is posted. The cash, bank or wallet account is debited and the customer's ledger is credited. It settles the invoices you chose, and anything left stays on the customer's account.
• A customer without a ledger account: the payment is recorded on their invoices, as Add Payment on an invoice does. Money that no open invoice can take cannot be booked for such a customer, and the confirmation is refused.

If your receipt vouchers need approval above an amount, the voucher is saved and waits for approval before it reaches the ledger. The message says so.

Common questions

Confirm says the customer was deleted. Restore the customer first, or reject the payment.

The account I want is missing from Received into. A payment method without a linked ledger account cannot be chosen. Link one in Payment Methods. Cash and bank accounts are offered only for customers with a ledger.

A payment sits in Waiting for payment. The customer left the gateway's page before paying. It closes by itself after 24 hours if they never pay.

Can the customer cancel a payment? Only while it is waiting for the receipt or for the gateway. It then shows Cancelled by customer under All. Once it is in To check, only you can confirm or reject it.

Where do customers pay from? Their statement in "My Account", or a statement link you sent. See What your customer sees in the portal.