Portal Payments

1The five statuses #

• Initiated — the customer was sent to the gateway and nothing came back. Usually they changed their mind. No money moved.
• Paid — the gateway confirmed payment. The money is theirs no longer and yours not yet: this is the state that needs watching .
• Received (draft) — a draft receipt has been raised and is waiting for approval on the Draft Receipts screen.
• Posted — approved, and the receipt exists in the books. The voucher is shown in the row.
• Failed — the gateway declined it, with its reason in the last column. Nothing was taken.

2Step by step #

The gateway payment register — what customers paid online, against which bills.

1. Open the page; payments list with gateway status and the bills they claim to cover.
2. Reconcile each against the gateway settlement, then let the draft-receipt flow take the approved money into the books.

3Reconcile — what it does and does not do #

Reconcile (F4) re-checks every payment sitting at Paid or Received , finds any whose draft has since been approved, and stamps the payment with the receipt it became. It exists because the two halves are asynchronous: the draft may be approved on the Draft Receipts screen or in the ERP, and nothing calls back here.

It never posts anything . It only reads the books and updates the portal's own record to match. If it reports nothing to reconcile, the drafts are genuinely still waiting for somebody to approve them.

4A payment stuck at Paid #

• Look for a draft in the “In the books” column. If there is one, it is simply waiting for approval — go to Draft Receipts.
• No draft at all means the receipt could not be raised. The usual causes are no receipt voucher type or no settlement account in Portal Settings .
• Check the gateway reference against your gateway dashboard before doing anything manual — the portal's record and the gateway's are two separate systems.
• Whatever you conclude, write it in the reconciliation note. It is the only place this specific payment's history is kept.

5Bills vs on account #

A customer may pay against specific bills or simply pay on account. When they chose bills, each one is listed with the amount allocated to it — that allocation was recorded when the payment was created and the browser never got to state the amount.

An on-account payment has no bills, and settles against the customer's balance when the receipt posts. Whether customers may pay on account at all is a Portal Settings switch.

6Rules & integrity #

• The payable amount lives only in the payment record. The browser never states it, so it cannot be tampered with between the customer's screen and the gateway.
• A filtered unique index on the gateway payment reference means "verify" and the gateway's webhook arriving in either order, or twice, still produce exactly one receipt.
• This screen writes exactly two things: the reconciliation note, and the posted-receipt stamp that Reconcile applies. It never changes an amount, a status the gateway owns, or a voucher.
• Gateway credentials are held per company, encrypted, and are never shown here or anywhere else in the ERP.

7Shortcut keys #

• F3 — Refresh the list.
• F4 — Reconcile unposted payments against approved drafts.
• F5 — Save the reconciliation note.
• Esc — Clear the selection.

8If something does not work #