How to View, Export, and Reverse Payments

Every payment you record against an invoice or charge lands in one place: the Payment List. It’s the single, org-wide ledger of money collected — across all your customers, orders, stores, and revenue streams. Use it to find a specific payment, hand your accountant a spreadsheet at month-end, or undo a payment that was entered by mistake.

Open it from the main menu under Payments, or go directly to /payment.

Viewing the ledger needs the payments.read permission. Reversing a payment needs the separate payments.reverse permission, which is assignable but not granted by default — see Reverse a Payment below.

What Each Row Tells You

The list shows one row per recorded payment, newest payment numbers first. Each row carries:

ColumnWhat it shows
Customer NameWho the payment was collected from
CityThe customer’s city
Order No.The order the payment relates to
TypeRevenue-stream badge — Sale, Rental, or Lease
Invoice No.The invoice the payment was applied to
Payment No.The system reference for this payment
Payment MethodCash, card, bank transfer, or whichever mode was used
Transaction Ref IDYour external reference (cheque number, UPI ref, etc.)
Payment AmountHow much was collected, in your org currency
Payment DateWhen the payment was recorded

Amounts and dates follow your organization’s configured currency and date format.

Special row types to recognize

Not every row is a plain invoice payment. Watch for these badges:

  • Reversed — a red badge next to the payment number. This payment was reversed; it stays in the ledger as a permanent record but no longer counts toward the invoice balance.
  • Waive-off — shown in the Payment Method column in place of a method. This row is a credit note (a written-off amount), not money actually received.
  • Additional-charge collections — these carry a CHG- payment number instead of the usual PYT-. They settle standalone extra charges directly, so they have no linked invoice. The Order No. still resolves from the charge(s) collected.

Waive-off and CHG- additional-charge rows cannot be reversed — the reverse action is unavailable on them. See below.

Search the Ledger

Type into the search box at the top of the page to find payments by payment number, order number, or customer. Results update as you type.

Filter Payments

Click Show Filters to open the filter panel. You can narrow the ledger by:

  • Payment Method — pick one or more payment modes (cash, card, and so on).
  • Start Date and End Date — restrict to a date window.

Set your values, then click Apply Filters. Active filters appear as chips below the header — remove one by clicking its ×, or click Clear All to reset. Use Reset inside the panel to clear everything at once.

Export to Excel

Hand your finance team the whole ledger — or just a slice of it — as a spreadsheet.

  1. Click the Export button in the header. (It reads Export All normally, or Export (Filtered) when page filters are active, and is disabled when there’s nothing to export.)
  2. In the Export Payments window, choose a Date Range. Options include All Time, Last 7 Days, Last 30 Days, Last 3 / 6 / 12 Months, Current Year, Previous Year, or Custom Date Range.
  3. If you pick Custom Date Range, set the From Date and To Date.
  4. Leave Apply current page filters to export ticked to carry your current search and payment-method filters into the file. The window previews which filters will apply. Untick it to export every record in the chosen date range.
  5. Click Export to Excel.

The file downloads as payments-export-<date>.xlsx, and you’ll see a confirmation toast.

The date range you pick in this window drives the export independently of the page’s date filter, so you can view one period on screen and export a different one.

Reverse a Payment

Reversing a payment corrects your records when a payment was entered wrongly — for example, an entry error, a duplicate, the wrong customer, or a bounced cheque. It reopens the affected invoice balance so the money shows as still owed.

Reversal requires the payments.reverse permission. Without it, the row action menu doesn’t appear. This permission is assignable to specific roles — ask your administrator to add it if you need to reverse payments.

To reverse a payment:

  1. Find the payment row in the ledger.
  2. Click the ⋯ action menu at the end of the row and choose Reverse Payment.
  3. In the Reverse Payment window, review the payment summary (number, date, method, amount).
  4. Pick a Category — Entry Error, Duplicate Payment, Wrong Customer, Payment Bounced, or Other.
  5. Enter a Reason (minimum 5 characters). This is stored in the audit log and visible to your team.
  6. Tick the confirmation checkbox to confirm the payment should be reversed and the invoice balance reopened.
  7. Click Reverse Payment.

Once reversed, the row shows a Reversed badge, and the invoice returns to Partially Paid or Pending status.

A reversal is a bookkeeping correction, not a refund. No money is returned to the customer by this action. If the payment created wallet credit, that credit is withdrawn automatically. Who reversed the payment, when, and why are recorded permanently in the audit log.

When reversal isn’t available

The Reverse Payment action is greyed out or absent for:

  • Already-reversed payments (they carry the Reversed badge).
  • Waive-off rows — these are credit notes, not received payments.
  • Additional-charge (CHG-) collections — reversal of these is blocked.

To actually return money to a customer, use a refund on the relevant invoice or security deposit rather than a reversal.