Transactions, money movements and ledger entries
Every payment leaves three linked records: the financial transaction says what is owed and by whom, the money movement is the payment that settles it, and the ledger entry is the line that changed a wallet's balance.
Overview#
| Record | Answers | Sidebar page |
|---|---|---|
| Financial transaction | What was bought or charged, who pays whom, how much | Transactions |
| Money movement | How and when the money moved, and whether it arrived | Money Movements |
| Ledger entry | Which wallet balance changed, by how much, and why | Ledger Entries |
A transaction can have several money movements. When a payment completes, the payer's wallet is debited for the cash part and the payee's wallet credited, each by a ledger entry linked to the payment; the part paid from a platform credit line is recorded on the credit line instead, not as a ledger entry. A ledger entry links back through its payment and transaction to the order that caused it. Going the other way, from a payment to the balance it changed, runs through the wallet's balance history; see Trace a payment from an order to the wallet. A money movement's page is addressed by its Ref ID, shown on its detail page.
Financial transactions#
Types#
| Type | What it records |
|---|---|
| Refuel | A refuel order |
| Work Order | A work order |
| Subscription | A plan subscription charge |
| Platform Fee | A fee the platform charges |
| Adjustment | A correction or other manual charge. Purchase orders are also recorded under this type. |
| Top-up | A prepayment from a tenant to a merchant. Not counted as spend or revenue. |
| Withdrawal | Money a merchant moved from its own Goopay account to its bank account. Not counted as spend or revenue. |
Statuses#
Pending, Partially Paid, Paid, Overdue, Cancelled and Settled. Settled comes after Paid, once the transaction's VAT invoice is matched; anything that asks "has this been paid?" counts both. How an order's transaction moves through these is on Order settlement status and invoice close-out.
List and detail#
- The list shows Date, Type, Status, Amount and VAT, plus the counterparty: a tenant user sees the Merchant column, a merchant user the Tenant column, and a platform operator both.
- It filters by status, type, creation date and whether the transaction has VAT; platform operators can also filter by tenant and merchant. It is newest first.
- The detail page shows the Payer and Payee, the pricing, the related order, the transaction's money movements, and its proforma and VAT invoices.
Money movements#
Statuses#
Pending, Processing, Locked, Completed, Failed, Reversed, Canceled, Refund requested and Refunded.
- Completed means the money arrived.
- Failed is final: nothing retries a failed payment. A replacement exists only once someone re-issues it, and re-issue is not always possible; see Re-issue a failed payment.
- A payment recorded but never paid through the platform, such as one settled on another rail, can stay Pending for good by design.
Methods#
Bank Transfer, Wallet, Cash, Card, B2B Direct Payment and Other. A B2B Direct payment records an order paid on B2B-Direct credit; no money moves through the platform, and it counts as paid when the order completes.
List#
- Each row starts with the payment's number, linked to its page, with the transaction it belongs to under it. The other columns are Date, From → To (who pays whom), Direction, Amount, Method, Status, Settlement Stage and Expected Settlement.
- Direction is shown from the viewer's side; it is blank for a viewer who is neither payer nor payee, and for platform operators.
- The pills All, Wallet-settled and B2B-Direct (recorded) narrow the list by how the payment settles.
- Two totals close the list: Wallet-settled total and B2B-Direct recorded total, each over everything the viewer may see that matches the search, whichever pill is selected.
- The list is newest first.
Detail#
| Card | What it shows |
|---|---|
| Identity | Ref ID, status, amount, Purpose and the linked Financial transaction. |
| Parties | From and To, each with its wallet. A wallet shows as "Wallet #" and its number, never with its owner's balance; a side with no wallet says "No wallet on this rail." |
| Timestamps | Created At, Updated At and Processed At; a time not reached yet is stated as such, never a dash. |
| Dispatch | Method, Bank Transfer (whether the payee is paid to a bank account rather than a wallet), Completed Amount and, on failure, a plain-language Error. A re-issued payment shows Replaces and Replaced by links here, and a failed one may offer Re-issue payment. Provider-level detail is shown to platform operators only. |
| Transaction Records | Each exchange recorded with the provider for this payment. When there is none, it says "No dispatch record yet." or, for a payment that settles on another rail, "Settles off-rail — no dispatch expected." |
| OnePay Settlement Timeline | For a payment settled in a OnePay batch, the stages of that settlement. |
Ledger entries#
A ledger entry is one change to one wallet balance. It is never edited or deleted after it is written.
- Direction is Credit (money in, a positive amount), Debit (money out, a negative amount) or No change (zero). A debit is not an error and is not shown in red.
- Provenance explains why the balance changed. For an entry made by a payment, it is a numbered chain in the direction the money travelled — Order, Transaction, Payment (money movement), then This entry. An entry whose payment the viewer may not open still shows the payment step, unlinked; it is never shown as having no payment.
- An entry with no payment behind it says so, with Recorded by, Recorded on and Reason slots. These usually read "No recorded actor", "Time not recorded" and "No reason recorded", because such entries do not yet carry that history.
- The list shows Created, Wallet, Direction, Amount with its currency, and Payment (the payment's reference, or "No payment by construction"). It is newest first. For an oldest-first view with a running balance, use the Wallet Statement; see Finance reports.
- It filters by Wallet, Direction and creation date, and under Advanced filters by amount (debits are negative) and Currency; platform operators can also filter by owner type.
Parties#
Every transaction and money movement has a payer and a payee: a tenant, a merchant or the platform. The platform always shows under its fixed name, never linked and never withheld. A tenant or merchant shows in one of three ways:
| State | When | Shown as |
|---|---|---|
| Linked | The viewer may see the party and open its page. | Its name, as a link. |
| Named | The viewer may see the party but not open its page. | Its name, as plain text. |
| Withheld | The viewer is not entitled to the party's name. | An anonymous form such as "Merchant #12", unlinked, with "Not shared with you" under it. |
A viewer always sees its own organisation, and sees the counterparty of a transaction it is part of. Every link on these pages appears only when the viewer may open its destination, so a link never leads to a refusal. Who sees which rows is on Who can see and do what in finance.