The Payments page is the single list of every payment record across every transaction in your group. While Transactions shows orders (the rolled-up totals), this page shows the underlying payment records: each card charge, each gift card redemption, each customer credit application, each manual cash entry. One transaction can have many payment records, and this page is where you see them flattened out.
Getting started
Navigate to Purchases > Payments from the sidebar. The page opens on the All Payments tab with the most recent payments at the top.
How it works
Every charge, redemption, and credit application against a transaction is a payment record. The list flattens those records across every transaction so you can scan, filter, and export at the payment level instead of the order level.
The page splits into four tabs by status. The toolbar across the top houses the filters, the Total results counter, the per-page selector, and the Download CSV button. Each row links out to the transaction it belongs to and the customer who made the payment.
Step-by-step guide
Browse payments
Open Purchases > Payments. The default tab is All Payments. Switch tabs to filter by status without losing the rest of your filter selections.
| Tab | What it shows |
|---|---|
| All Payments | Every payment record regardless of status |
| Successful | Completed and successful payments |
| Failed | Declined or errored payments |
| Pending | Payments awaiting processing or confirmation |
Filter values, page number, and per-page selection persist as you switch tabs, so a date-range filter you set on All Payments still applies when you flip to Failed.
Filter the list
The toolbar has five filter popovers. Click any of them to open the popover, fill in the field, and click Update to apply, or Reset to clear that single filter.
| Filter | What it searches |
|---|---|
| Transaction ID | The order number this payment belongs to |
| Amount | A min and max range. Enter both ends or just one |
| Payment Method | Multi-select dropdown of every method (card, gift card, cash, customer credit, etc.) |
| Customer | Customer name or email |
| Date Processed | A from/to date range |
The refresh icon to the right of the toolbar is Reset all filters. Click it to clear every filter at once. The count next to the toolbar reads Total results: N so you can see at a glance how many payments match.
Open the related transaction or customer
Each row links out in two places.
| Link | Where it goes |
|---|---|
| Transaction ID (#order number) | Opens the Transaction details page in a new tab. Requires Transactions view permission |
| Customer name | Opens the Customer details page in a new tab. Requires Customer view permission |
There's no full-row click; only those two cells are clickable. The view icon next to the transaction id is the same link with a tooltip that reads View transaction.
Edit a payment date
For non-card, non-gift-card payments that are already successful, the date column shows a pencil icon next to the timestamp. Click it to open an inline date and time picker, change the values, and save. This is useful for back-dating cash or bank-transfer entries to the actual day the customer paid you.
Card payments and gift card redemptions are locked to their actual processing date and the pencil icon does not appear.
Switch the page size
The dropdown in the top right is the Per page selector. Pick 5, 10, 25, 50, or 100 rows per page. The choice persists in the URL.
Export the list to CSV
Click the Download CSV icon (cloud-download) at the top right. The export contains every payment matching the current tab and filters. Columns: Transaction ID, Amount, Payment Method, Status, Customer Name, Customer Email, Customer Phone, Date Processed. Filename: payments.csv.
Reference
Tabs
| Tab | Icon | Filter |
|---|---|---|
| All Payments | Credit card | No status filter |
| Successful | Check | Status is completed or successful |
| Failed | Remove (X) | Status is failed or declined |
| Pending | Time/alarm | Status is pending or processing |
On mobile, tabs collapse to icon-only buttons; the labels return at desktop widths.
Filters
| Filter | Type | Values |
|---|---|---|
| Transaction ID | Text | Order number |
| Amount | Number range | Min and max in your group's currency |
| Payment Method | Multi-select | All configured methods |
| Customer | Text | Customer name or email |
| Date Processed | Date range | From / to picker |
| Reset all filters | Icon | Clears every filter at once |
Toolbar
| Element | What it does |
|---|---|
| Total results | Shows the number of payments matching the current filters |
| Per page | 5 / 10 / 25 / 50 / 100 rows per page |
| Download CSV | Cloud-download icon. Exports current filtered list |
List columns
| Column | What it shows |
|---|---|
| Transaction ID | #order_number link to the transaction details page, with a view icon (tooltip: View transaction) |
| Amount | Payment amount. When refunds exist, shows Refunded: $N in warning color underneath, plus a (Partial) badge when partially refunded |
| Payment Method | Badge with the method name, plus cardholder name and card display (e.g., Visa ••••1234) on card payments, or the gift card code on gift card redemptions, plus the gateway reference number |
| Status | Color-coded badge (see below). Failed payments also render the gateway error message |
| Customer | Full name with email and phone icons, plus a link to the customer details page |
| Date Processed | Date and time. Shows a pencil icon for non-card, non-gift-card successful payments to inline-edit the date |
Status badge values
| Badge value | Color |
|---|---|
| completed / successful | Green (success) |
| pending / processing | Yellow (warning) |
| failed / declined | Red (danger) |
| cancelled | Gray (default) |
| refunded | Blue (info) |
Empty states
| Tab | Copy |
|---|---|
| All Payments | "No payments found." |
| Successful | "No successful payments found." |
| Failed | "No failed payments found." |
| Pending | "No pending payments found." |
Mobile layout
On small screens, the table collapses to a stack of cards. Each card shows the payment method and status badge in the header, with the transaction id, amount, refund info, customer, date processed, and any gateway or gift card details rendered as label-value pairs. The filter toolbar is hidden behind a filter icon at the top of the page; tap it to expose the same five filters plus Reset all filters.
Good to know
- Multiple payments per transaction is normal. A deposit followed by a final payment, a split between gift card and card, or partial collections all create multiple payment rows tied to one transaction.
- Failed payments show the gateway error message inline so you can diagnose why the card was declined without opening the transaction.
- Pending payments are common for bank transfers, redirect-based payment methods (Klarna, Afterpay), or any custom method requiring manual confirmation. They flip to Successful once confirmed.
- Refunded is shown both as a status badge and as a refund line under the amount. Partial refunds carry a (Partial) badge so you can spot them at a glance.
- The pencil edit on the date is intentionally limited to manual payment methods. Card and gateway payments must keep their authentic processing date for accounting and reconciliation.
- CSV export respects filters and tab. A filter for "card payments in the last 30 days" combined with the Failed tab exports only card declines from the last 30 days.
- The Status tabs do not show counts. If you need to know how many failed payments are outstanding, click the Failed tab and read the Total results counter.
- Refunds are not initiated from this page. Use the Transaction details Payments tab to refund a payment, mark it as externally refunded, or send a refund email confirmation.
FAQ
Q: Why do I see multiple payments for the same order?
A: A single transaction can have many payments. Common cases: a deposit plus a final payment, a split between gift card and card, partial collections collected over time, or any combination. Each row on this list is one payment record.
Q: Can I refund a payment from this page?
A: No. Click the transaction id to open the Transaction details page and process the refund there. The refund flow needs the full order context (line items, customer, refund method) which is only available on the details page.
Q: What does Pending mean?
A: The payment is awaiting confirmation. Bank transfers, redirect-based methods like Klarna, and custom payment methods that require manual confirmation all sit in Pending until they're confirmed (automatically by the gateway or manually by your team).
Q: How do I find a specific declined card?
A: Open the Failed tab, filter Date Processed to the time window you remember, and optionally filter Customer by the cardholder's name or email. The error message under the status badge tells you what the gateway returned.
Q: Can I edit the amount of a payment?
A: No. The amount is locked to what was actually charged or recorded at the time of payment. To adjust the order's totals, edit line items or apply discounts on the Transaction details page; to refund part of a payment, use the refund flow there.
Q: My CSV export is missing some payments. Why?
A: The export respects the current tab and filters. A filter or the wrong status tab may be hiding rows. Click Reset all filters and switch to All Payments to confirm what's in the unfiltered list.
Q: What's the difference between Cancelled and Failed status?
A: Failed means the gateway rejected the payment (declined card, expired card, gateway error). Cancelled means the payment was voided before it processed (typically a customer abandoning a redirect flow or you cancelling a pending payment manually).
Q: Why can't I click some transaction id or customer links?
A: They're permission-gated. Transaction id links require Transactions view; customer links require Customer view. Ask an admin to update your role in Custom roles.