Trace a payment from an order to the wallet

How-to guide Who can do this: Tenant Owner, Tenant Admin, Tenant Accountant, Merchant Owner, Merchant Admin, Merchant Accountant

Answer "where did this money go?" or "what caused this balance line?" by following the links between an order, its transaction, its payment and the balance entry.

Before you start#

• You can open the finance pages: Owners, Admins and Accountants of tenants and merchants can.
• What each record is — transaction, payment (money movement), ledger entry — is on Transactions, money movements and ledger entries.
• A link appears only where you may open the page behind it; otherwise the same reference shows as plain text.

Steps#

From an order to the balance#

1. Open the order and scroll to its Finance card. Each block is one transaction, with its payments and invoices under it; see The Finance card on order pages.
2. Click a payment's reference in the card to open the payment directly. (Or click the transaction's identifier, then a value in the Ref ID column of its Money Movements.)
3. On the payment, the Parties card shows From and To, each with its wallet. Note the payment's Ref ID.
4. Open the Wallet Statement for your wallet and the payment's dates; the line whose Reference is that Ref ID is the balance change it caused; see Produce a wallet statement for your accountant.
5. Click that line's date to open the ledger entry.

From a balance line back to the order#

1. Open the line from the Wallet Statement, from Ledger Entries, or from your wallet's Balance History by clicking its date.
2. On the ledger entry, read Direction — Credit, Debit or No change — and the Provenance card.
3. The card numbers the chain in the direction the money travelled: Order, Transaction, Payment, then This entry. Click the step you need; each links to its page when you may open it.

What happens next#

• An entry made directly against the wallet — an opening balance or an adjustment — has no payment chain. The Provenance card says so, with Recorded by, Recorded on and Reason; today these read "No recorded actor", "Time not recorded" and "No reason recorded", because such entries carry no recorded history.
• An entry whose payment you may not open still shows the payment step, as plain text: a payment exists, you are just not entitled to its page.

Rules and limits#

• On a payment's Parties card, wallets are shown as "Wallet #" and a number, never with another organisation's balance.
• A party you are not entitled to see appears as, for example, "Merchant #12" with "Not shared with you".
• B2B-Direct, e-voucher and platform-fee payments may have no wallet on one side, so the trail can end at the payment; see Wallet and B2B-Direct settlement between a tenant and a merchant.
• A payment's page does not link straight to its ledger entries; go through the Wallet Statement as in step 4.

If something goes wrong#

Related#

• Transactions, money movements and ledger entries
• The Finance card on order pages
• Produce a wallet statement for your accountant