Overview
The Payments area gives you one place to see every payment recorded in Pooltrackr, find a specific payment, open its full details, and refund a payment when you need to return money to a customer.
Who can see and manage Payments
Access to Payments is controlled by role permissions, which an admin sets under Roles. There are two:
View payments: lets a user see the payments list and open payment details.
Manage payments: lets a user record manual payments and remove existing payments (refund or void them).
If you cannot see the Payments area, or an action is not available to you, ask an admin to check your role permissions.
Where to find Payments
In the left menu, open Invoicing and then select Payments.
Managing Payments list
The Payments screen lists all your payments. Each row shows:
Source: where the payment came from, for example Windcave.
Date: when the payment was made.
Contact: the customer the payment is linked to.
Invoice number: the invoice the payment was applied to.
Job ID: the related job.
Amount: how much was paid.
Two tabs at the top let you switch between:
Active: payments that are currently applied to an invoice.
Deleted: payments that have been reversed, in other words refunded or voided. Despite the tab name, this is a record of those payments for your reference, the history is not erased.
Finding a payment
To find a payment quickly you can:
Type in the Search payments box.
Use the Source filter to show payments from one source only.
Set a date range to show payments made within certain dates.
Use Filter list for more options, and Reset to clear everything.
You can combine these, for example a source and a date range together.
Opening a payment's details
Select any payment to open its details page, where you can see all the information recorded against it. You can reach the details page either from the payments list, or from the invoice the payment belongs to.
Refunding a payment
When you need to return money to a customer, open the payment (or the invoice it belongs to) and use the Refund option. This applies to card payments taken through your payment provider, such as Windcave. You need the Manage payments permission to do this.
Depending on timing, the payment is either voided or refunded, and Pooltrackr applies the right one for you:
Void: if the payment has not settled yet, usually on the same day it was taken, it is voided. The charge is cancelled before it reaches the customer's account, so no money actually moves and there is nothing for the customer to wait on.
Refund: if the payment has already settled, the money that was taken is returned to the customer. A refund can take a few days to appear on their statement, depending on their bank.
Once a payment is refunded or voided it moves to the Deleted tab, and the invoice it was linked to updates to show as unpaid again, so you can see what still needs collecting.
If the invoice is connected to an accounting app
If the invoice is synced to Xero, QuickBooks or Lightspeed, Pooltrackr keeps them in step when you refund or void a payment:
Xero and QuickBooks: the payment is reversed automatically where their systems allow it.
Lightspeed: you will see a reminder to make the matching change in Lightspeed, as it cannot be done automatically.