Payment History

Payment History lists every money movement between the supplier and one customer, across all invoices: payments, refunds and store credit. It's the place to correct store credit that belongs to no invoice. Everything else is corrected on its invoice.

Who uses it

Supplier staff check what a customer has paid and been given back, and fix records that have no invoice.
Restaurants don't see this page.

How it works

Getting there

A customer's page → View Payment History.
A vendor's page → payments card → View History, shown only with Purchase Orders access. It lists purchase order payments to that vendor.

The page is titled Payment History, with Return to Customer at the top right.

The table

Ten rows per page, newest payment date first. The page number and the sort are kept in the web address, so a shared link opens the same page. With nothing to show: "No payment records found."

Column	Shows
Payment Date	The date entered on the payment, as MM/DD/YYYY. Click the header to sort: oldest first, then newest first.
Invoice Date	The invoice date of the invoice the record belongs to, as MM/DD/YYYY, or "—" when there is none. Click the header to sort the same way.
Invoice ID	The invoice number, as a link to the invoice (or to the purchase order invoice) when you're allowed to open it; plain text otherwise; "—" for credit that belongs to no invoice
Customer	The customer's name, or Clipp Promotion for a Clipp-funded promotion payout
Type	A coloured chip: Payment, Refund or Credit Issued
Payment Method	Cash, Check, Online, ACH, Other ACH, Other Credit Card, Other, Store Credits, or Clipp Promo Applied. The check number, transaction ID or card digits show underneath.
Amount	Always positive. The Type chip says which way the money went.
Notes	The note, up to three lines
Actions	Edit and delete, pinned to the right

Which chip each record gets

Record	Chip
A payment, by any method, including store credit spent on an invoice or applied on the order itself	Payment
A refund by cash, check, Other ACH, Other Credit Card or Other	Refund
A refund paid in store credit	Credit Issued
Store credit from an overpayment, or returned after a cancellation, a return or a deleted order	Credit Issued

Edit and delete here

Only records that belong to no invoice can be changed here, such as the store credit made by a multi-invoice overpayment. Every other row is locked, and hovering explains why:

"This payment belongs to invoice INV-1001; edit it there"
"This payment belongs to purchase order PO-0042; edit it there"
"Online payments cannot be adjusted. Please contact the customer or Clipp support for help."
"You need full invoice access to correct or remove a payment."

Editing opens a side drawer, Edit Payment ("Edit the payment details below. Changes will update the payment history."), with Update, Reset and Delete. There's no Notify customer box here. See Editing & deleting payments.

Calculations

Nothing is totalled on this page. The customer's totals are in the Payment card on the customer page: Net Sales, Total Refunded Balance, Payment Received, Store Credits Applied and Outstanding Balance.

Outstanding Balance = net sales − payments received − store credit applied − Clipp promotions + refunds.

Payment Received counts only Paid payments.
Store credit and Clipp promotion payouts don't count as payments received there.
Refunds of every method count, store credit refunds included.

Example: a customer with three movements on INV-1001 ($250.00) and one overpayment credit:

Payment Date	Invoice ID	Type	Payment Method	Amount	Notes
Oct 20	INV-1001	Refund	Cash	$50.00
Oct 12	—	Credit Issued	Store Credits	$30.00	Overpayment of $30.00 on a $100.00 payment across 2 invoices, issued as store credit.
Oct 12	INV-1002	Payment	Check (1042 underneath)	$70.00
Oct 1	INV-1001	Payment	Cash	$250.00

Only the Oct 12 credit can be edited here.

Where it shows up

This page only. Each record also shows on its own invoice's Records tab.

Permissions

Anyone on the supplier's team can open the page for a customer they're linked to, or have a pending invitation with. The server refuses other customers.
Invoice links need Invoices access. Purchase order links need Purchase Orders access.
Edit and delete need full Invoices access.
Restaurants can't open it: the page sends restaurant users away.

Decisions

A record from before the move to the new order system links to its current invoice. The link goes to the order's own invoice page whichever kind of record it is. (#2489, INL-001 to INL-003)
The history has an Invoice Date column, sortable like Payment Date. (From the code; the PRs don't state why.) (#2581, #2590)
Records with no invoice are corrected here. Around 48 such records in production had no other way to be fixed. (#2316)
Records that belong to an invoice are corrected on the invoice. One place to correct each record, with the invoice's balance in view. (#2316)
Online payments read "Paid online by customer", not an internal account name. (#2499)

Specs

IMM-001 and IMM-002 in invoice-money-movements.feature cover this page. It's embedded on Bookkeeping effects.

invoice-links.feature
# prefix: INL
Feature: Invoice links in payment history and the inventory log
  The invoice number on a payment history row and on an inventory log row opens the invoice the
  record belongs to, whichever kind of order it came from.

  Rule: An invoice number links to the invoice of the order it belongs to

    Scenario: INL-001 a payment on an order links to its invoice
      Given a payment belongs to an order
      And the supplier may open invoices
      When the supplier views the customer's payment history
      Then the invoice number links to that order's invoice

    Scenario: INL-002 an inventory log row from an order links to its invoice
      Given a stock movement came from an order
      When the supplier views the product's inventory log
      Then the invoice number links to that order's invoice

    Scenario: INL-003 a record from before the move to the new order system links to its current invoice
      Given a record belongs to an older order that also has a current invoice
      When the supplier views the payment history or the inventory log
      Then the invoice number links to the current invoice

    Scenario: INL-004 a purchase order payment links to the purchase order invoice
      Given a payment belongs to a purchase order
      When the supplier views the payment history
      Then the invoice number links to the purchase order invoice

    Scenario: INL-005 a record with no invoice shows plain text
      Given a record belongs to no invoice
      When the supplier views the payment history or the inventory log
      Then the invoice column shows no link

  Rule: Payment history links need invoice access

    Scenario: INL-006 a supplier without invoice access sees the number as plain text
      Given the supplier may not open invoices
      When the supplier views the customer's payment history
      Then the invoice number is plain text

Known limitations

No status column. A bank payment that's still Processing, or one that Failed, looks like any other payment here.
No filters or search. Only Payment Date and Invoice Date sort.
Locked rows point to screens that can't edit them. That applies to purchase orders.
Anyone could add a pending payment record for any supplier through the API.

FAQ

Why can't I edit this payment here? It belongs to an invoice. Open the invoice in the message and use Manage Payments → Records.

What's "Credit Issued"? Store credit given to the customer: a store credit refund, the extra from an overpayment, or credit returned when an order was cancelled.

Why does a failed bank payment still show? This page lists every payment that isn't deleted, whatever its status. Check the invoice for its status.

Who uses it​

How it works​

Getting there​

The table​

Which chip each record gets​

Edit and delete here​

Calculations​

Where it shows up​

Permissions​

Decisions​

Specs​

Known limitations​

FAQ​