Record Transactions

This article discusses how to record payment and refund transactions in the project Billing section. To record a transaction, navigate to your project's Billing section and select the Summary tab.

Tip

If you have Payments by Filevine, you can collect payments and issue refunds directly, and the respective transactions will automatically appear here. The workflow in this article will still apply for non-electronic payments like cash or check.

• Record a Payment
• Record a Refund
• Edit or Void Transactions

Record a Payment

In the Transactions section, click the plus button to open the Create Transaction flyout. In the “Type” dropdown, confirm that Payment is selected. Enter the payment method, date, and total. To enter a reference number or note about the transaction, use the Description field.

If project funds have a positive balance, the Use Project Funds checkbox is selected by default. When enabled, this setting automatically sets the “Method” field to Project Funds. After you save, the payment amount is deducted from the project funds balance. To use a different payment method, uncheck Use Project Funds, and then enter the desired method in the “Method” field.

In the Invoices section of the flyout, invoices with outstanding balances are listed.

• If automatically applied payments are on: the “Apply Payment” column displays how much of the payment will be applied to the invoice(s) listed.
• If automatically applied payments are off: select the toggle in the “Apply Payment” column for the desired invoice(s) and enter how much of the total payment to apply.

The Remaining box shows how much of the payment has not been applied to an invoice yet.

When you’re finished, click Save. The payment is applied to the relevant invoices in the Invoices section, and the payment transaction displays in the Transactions section.

Record a Refund

In the Transactions section, click the plus button to open the Create Transaction flyout. Expand the “Type” dropdown and select Refund. Enter the refund method, date, total, and description.

In the Payments section, payments with unapplied balances are listed. To apply the refund to a particular payment, select the toggle in the “Apply Refund” column. This action applies the entire remaining refund amount to the respective payment, but you can change the amount if desired.

The Remaining box shows how much of the refund has not yet been applied to a payment. The remaining total must be $0 before you can save the transaction. Unlike payments, refunds cannot remain unapplied.

When you’re finished, click Save. The refund transaction displays in the Transactions section and is applied to the relevant payments.

Edit or Void Transactions

In the Transactions section, select a transaction to open its flyout details. Edit the description or method if desired. The date and amount cannot be edited.

For payment transactions:

• If you applied a refund to the payment: the flyout displays a banner with the refund amount.
  
• If you used project funds: the payment method cannot be edited.
• If automatically applied payments are off: you can edit which invoices the payment applies to and how much to apply.

When you’re finished, click Save.

To void a transaction, click Void in the lower left corner, and then click Void Payment or Void Refund.