Module

Transactions

Use Transactions to record money you received from a customer (for example cash, check, or bank transfer), split that payment across one or more open invoices, and automatically carry any leftover amount as customer credit. This is the core screen for manual payment entry in Accounting.

Why this module exists

  • Match a real bank deposit or cash receipt to specific invoices.
  • Keep invoice balances and customer credit accurate in one place.
  • Review every payment in a sortable, searchable list with reference numbers and timestamps.

Transactions list (Manage)

Open Accounting → Transactions. Use Add Transaction (top right) to record a new payment.

Table columns
  • Type — category of the transaction (for example Deposit).
  • Transaction Reference No — system reference for this payment.
  • Payment Date — when the payment was received.
  • Amount — total payment amount in your business currency.
  • Unallocated Amount — part of the payment not applied to invoices (available as customer credit).
  • Customer.
  • Notes.
  • Created At — when the record was created.
  • Actions — Edit opens the transaction form.
Search and pagination
  • The search box matches transaction reference, notes, type, and customer company name.
  • Change how many rows appear per page and use the pager controls at the bottom.
  • Sortable columns use the header controls (default sort is by payment date, newest first).

Create a new transaction

After you click Add Transaction, fill in the header, then allocate amounts to invoices.

Header fields
  • Payment Method (required) — choose from your configured manual methods (credit-as-payment is not used here; this screen is for incoming payments).
  • Date (required) — payment date.
  • Amount (required) — total received; the currency label shows your business currency.
  • Customer(required) — the payer; the dropdown shows each customer's default currency in parentheses.
  • Notes (optional).
Invoices on a new transaction

When you select a customer, the app loads all unpaid invoices for that customer into the table below, each starting at amount 0. Enter how much of this payment applies to each invoice. Use the trash action to remove rows you do not need for this payment.

Invoice numbers link to the invoice (opens in a new tab) so you can verify details while you allocate.

Changing customer

If you change the customer after adding invoice lines, the app warns you and clears invoice rows—because allocations must belong to the selected customer.

Save with the Save button at the bottom (create screen has Save only; delete appears when editing).

Edit an existing transaction

From the list, Edit opens the same layout pre-filled with the saved payment and its current invoice allocations.

  • Add Invoice(s) to the transaction opens the Select Invoices modal. The message at the top reminds you to pick invoices to apply. Check the invoices you want; each appears in the main table so you can enter amounts.
  • The modal lists unpaid invoices for the selected customer with invoice number, dates, and outstanding amount.
  • Delete Transaction (edit only) removes the payment after confirmation and reverses its effect on linked invoices per system rules.

For transactions tied to online card payments (with payment logs), the Add Invoice(s) control is hidden; treat those records according to your gateway workflow.

Credit from an overpayment

When Amount is greater than the sum of the per-invoice Amount fields, an information banner shows the remainder and states that it will be converted to credit. That remainder becomes the transaction's Unallocated Amount and appears on the Credits list until it is used.

The total payment cannot be less than the sum you allocate to invoices—the app blocks that to avoid invalid allocations.

See the Credits module guide for how open credit balances are listed and reused.

Per-invoice amount limits

Each row's applied amount is capped so you cannot allocate more than that invoice's outstanding balance (the UI clamps the field; the server enforces the same rule against other payments on that invoice).

Linked credit record

If a separate credit record is linked to this transaction, an info alert can appear with a shortcut to open that credit. (Typical flow is still driven from the transaction totals and allocations.)

Validation rules (from backend)

Saving a transaction runs server-side checks. If validation fails, errors appear on the form.

  • Payment date: required, valid system date format
  • Amount: required numeric, minimum 1, maximum per system limit; must be greater than or equal to the sum of amounts applied to all invoice lines
  • Notes: optional, max 255 characters
  • Customer: required, must exist for your business
  • Payment method: required, must be an allowed manual payment method for this screen
  • Invoice lines: optional array; when present, each line references a valid invoice and a required amount (on create, per-line amount may be 0; on edit, minimum 1 per line where applicable)
  • Per-invoice amount: cannot exceed the remaining balance on that invoice after other payments are considered

Recommended workflow

  1. Record the payment in Transactions with the actual date and total received.
  2. On a new entry, remove invoice rows you are not paying this time, then fill amounts on the rest.
  3. On an existing entry, use Add Invoice(s) if you need more open invoices on the same payment.
  4. Confirm the credit banner if the customer intentionally overpaid.
  5. Use the list search when reconciling or answering questions about a reference number or customer.