Payments

Finance > Payments is the read-only history of every online payment attempt in your organisation: one row each time a client was sent to the payment provider (Saferpay) to pay an order. go flow writes these rows itself during the online checkout. You cannot create, capture, re-check or refund a payment on this page, and its amount, method and status never change by hand. The only thing you can add is tags and internal notes.

Some money never reaches this page, because no payment provider is involved:

• money taken at the desk with Take payment on a participant list or in the Agenda;
• bookings paid entirely with wallet credit or a voucher, and bookings with nothing to pay;
• bookings where the client chose to pay at the desk.

Those appear only as orders: see Orders. To check a payment before collecting money again, follow Review orders and payments.

What each status means

The Status chip is worked out from the times recorded on the payment; nobody sets it by hand. When several times are recorded, a refund wins, then a failure, then a capture, then an authorisation; with none of them the payment is pending.

Status	Colour	What it means	What you do
Pending	grey	The client was sent to the payment page and go flow has no confirmed outcome yet. The Date cell stays empty.	Nothing. Do not take money for this order. go flow settles the payment itself (see How an open payment is settled).
Authorised	blue	The provider approved the amount but it has not been taken yet. go flow captures an authorised payment as soon as it sees one and records both times together, so current payments go straight from Pending to Captured.	Treat a blue row like a pending one and check its order.
Captured	green	The money was taken. In the same step the order was marked paid and the booked places became active (and a bought voucher or wallet top-up was created).	The payment is complete. The receipt, any voucher PDFs and the confirmation email follow shortly.
Failed	red	This attempt brought no money: the provider declined it, the client cancelled on the payment page, or the attempt was written off after 30 minutes because the provider showed nothing taken or approved. The page does not tell these cases apart.	Nothing to collect for this attempt. A retry from the payment page adds a new row with the same order reference.
Refunded	orange	The payment was refunded to the client's card.	See the credit note CR-<order reference> on Orders.

A refund to the client's wallet or as a voucher does not change the payment: it stays green Captured. Look for the credit note CR-<order reference> on Orders, a Refund entry on Wallets or the refund voucher on Vouchers. Refunds are made by cancelling the booking; see Cancel or refund.

From the payment page to a confirmed booking

The words you may hear for a payment's stages map onto go flow like this:

1. Provider return. After paying, or giving up, the payment page sends the client's browser back to your booking site at an address ending in /success, /fail or /abort. That address is only a redirect. go flow ignores the word in it and asks the provider what really happened. A /success address does not prove a payment, and an error page does not prove that no money was taken.
2. Pending (open). Until go flow has the provider's answer, the payment is Pending, the order is unpaid and the client's place is Reserved with a countdown.
3. Authorised. The provider has approved the amount. go flow captures it at once; you do not see this stage in current payments.
4. Captured. The money is taken, the order is paid and the places are active, all in one step. The client's screen shows Booking confirmed (or Order confirmed for products only).
5. Fulfilled. The receipt PDF, any voucher PDFs and the confirmation email are produced by the booking automation, which runs about every 30 seconds. "Fulfilled" is not shown as a status: you know it has happened when the order's PDF downloads on Orders and the confirmation is listed on Emails.

How an open payment is settled

A pending payment is settled either when the client's browser returns from the payment page, or by the payment reconciliation that go flow runs in the background. Staff do not close a payment by hand, and the dashboard has no button to do so. The reconciliation works like this:

• Every minute it asks the provider about each payment that has been Pending for more than two minutes.
• If the provider shows the payment as taken or approved, go flow captures it and confirms the booking exactly as if the client had come back; the client receives the confirmation email. In the Audit log the entry Online booking completed then names System (payment reconciled) instead of the client.
• If the provider cannot be reached, nothing changes and the payment is asked about again a minute later.
• If the payment is older than 30 minutes and the provider shows nothing taken or approved for it, the payment turns Failed and its unpaid order is closed, so the client can book again.
• A Failed payment is checked again for 24 hours, as long as its order has no later attempt. If the provider shows that the client was charged after all, the payment turns Captured and the booking is confirmed.

These intervals are platform settings; the provider's own response time comes on top.

While the payment is open, the client's place stays taken. A place in the cart is held for the booking template's Reservation timeout (5 minutes unless you changed it; see Booking template); when the client goes to the payment page, the hold is kept for the payment instead — until the payment ends, for at most 40 minutes from that moment — and the participant list's Expires time moves on accordingly. When the client is shown Confirming your payment or Payment unavailable, the hold is extended to at least 20 minutes from that moment; after a decline, while the place is still held, it starts again from the full timeout so the client can try another payment method (up to three times). A captured payment books the place. A payment that fails for good or is abandoned releases it: an abandoned payment turns Failed after 30 minutes, as above, and the place is then free for others and leaves the participant list. Only if the provider confirms a payment after its hold has ended, and someone else took the place in the meantime, can the session have more participants than its capacity: go flow confirms the booking anyway, because a client who has paid must not be left without the place. Check the participant list then and decide whether to move a client, raise the capacity or cancel with a refund.

Columns

• Date — when the payment was captured; for a payment that was never captured, when it was authorised, failed or refunded. Empty while the payment is Pending.
• Client — who paid.
• Payment method — as the payment provider reported it. Empty until the payment is captured.
• Order reference — the order this attempt paid, or tried to pay. Several attempts on one order share the reference.
• Amount — what the provider was asked to charge: the order's total after any discount, wallet credit or voucher.
• Status — the chip described above.

A tag icon and a note icon at the end of a row show that it has tags or internal notes. The Columns button in the last header cell adds Created, Created by, Changed and Changed by; your choice is remembered on this device.

Searching and the month

Type in Find payment to search. The search looks through every month, not only the one selected, and matches the order reference, the client's name or email, the amount, the payment method, words in internal notes, and the name or email of whoever started the payment. With several words, a row must match all of them.

With the search box empty, the list shows the payments last changed in the selected month — the month picker next to the search box, from January five years back to the current month. It is the same month as on the Journal, Analytics, Emails, Orders and Wallets pages: changing it on one changes it on all of them. Because the month follows the last change, saving a note on an old payment moves it into the current month.

Expanding a row

Click a row's chevron, or double-click the row, to expand it. It lists the payment's details, leaving out empty ones: Order reference, Amount, Gross total (of the order), Payment method, Status, Client, Email, City, Initiated by (client, user or system), Authorised at, Captured at, Failed at, Refunded at and Created.

Below the details:

• Tags — type a tag and press Enter, or pick an earlier one; remove one with the x on its chip.
• Notes — type in Add note and press Enter or the + button. Each note records its time and your name. Notes cannot be edited or deleted afterwards.
• Save stores tags and notes together and stays disabled until you change something. Saving needs Manage on Clients or on Configuration & settings, or the Billing contact role. Without them the button is still shown but nothing is stored, and Save stays active after you click it.
• A line at the bottom shows who created and last changed the payment. With record history kept by your organisation and the Audit log right, a History button opens the record history.

A note does not change the payment, record money taken or refund anything. For handing open questions to a colleague, see Hand over the day.

Exporting

The Export to Excel button downloads the rows on the page currently shown as a CSV file that Excel opens: date, client, payment method, order reference and amount. The Status column of the file stays empty. To export more rows, page through the list or show more rows per page. The button is disabled while the list is empty.

Who can see it, and offline behaviour

The page needs the Payments module and View (or Manage) on Clients, or the Billing contact role. It reads live data in pages of 25 rows, sorted on the server, so it needs a connection: offline it says "You need to be online to view this page." instead of the table. It reloads when you switch organisation or month. If it failed to load because you were offline, it tries again when a background sync completes.