Transaction Detail View
What the transaction details popup shows, including linked entities, dates, financial values, and schedule information.
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.
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.
- Dates: Entry Date, Due Date, Next Due, Last Done or Last Processed, plus created and updated dates all sit together so you can see the timeline clearly.
- 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.
- 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: If the entry is part of a recurring setup, the schedule section shows the current pattern, status, and a View Scheduled Transaction button when a linked scheduled transaction exists.
- 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.
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: Opens the transaction for editing when the record is still mutable.
- Delete: Removes the transaction when deletion is allowed.
- Go to: On the job or customer tabs, this jumps into the linked record itself.
- 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.
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.
- Refunding a Card Payment: Refunding all or part of a card payment, and how disputes show up.