Record a receipt
Open Business → Transactions in the newer source, Business → Payments in earlier licensed releases, or the invoice's payment tools with the required billing capability. Recording a payment stores funds already received; it does not charge a card or initiate a bank transfer. Supply a positive amount, invoice currency, provider, unique external reference and actual received date. The amount cannot exceed the outstanding balance.
The provider/reference pair is idempotent. An exact repeat returns the existing entry; reuse with a different invoice, amount, currency or direction is rejected. A payment in another currency cannot be silently converted into settlement. Preserve the processor/bank evidence used for reconciliation.
Effects of full settlement
Net received funds update the invoice status and its paid timestamp. Matching pending orders become paid. Recurring service dates advance only when the invoice line's stored period starts at the service's current due date. This avoids a second settlement shifting the same service twice. Full payment does not bypass provider readiness or the staff activation workflow.
Record a completed refund
A refund entry represents an externally completed refund. It does not send funds back through the gateway. Its amount cannot exceed already received net funds and its currency must match. Cancelled invoices accept completed refunds under the existing ledger rules. Related orders become review-required so staff can assess delivery and ongoing obligations.
Credit and review
Use the customer billing tools for supported credit allocation and the configured automation policy for automatic application. Review credit by currency; it is not an exchange service. Historical imported balances may be protected and need migration reconciliation.
A verified callback that cannot be allocated is held for review rather than recorded as paid. Inspect its original checkout, merchant, amount, currency and invoice. A provider return URL, customer screenshot or submitted bank reference cannot replace confirmed funds. See payment callbacks before retrying or closing a checkout attempt.