Invoice Payments

Pay invoices with payment method

Where to find it: Storefront → Transaction History → Open Invoices

When you'd use this: When a customer needs to pay an outstanding invoice using a modern payment method like Stripe or Shift4, and you want the payment to sync automatically with your ERP system.

What you need first:

• At least one payment processor configured (Stripe, Shift4, or similar)
• Active invoices in the system
• Proper admin permissions to process payments

Using it day-to-day:

1. Navigate to Transaction History → Open Invoices in the storefront
2. Select the invoice you want to pay
3. Choose to pay the invoice partially or in full
4. (Optional) Add a comment to provide context like a PO reference, payment reason, or dispute details — this field appears for Business Central stores only
5. Select a payment method (Stripe, Shift4, etc.)
6. Complete the payment

The payment will be sent to your ERP system automatically, and the invoice balance will update on the confirmation page. If you added a comment, it will be saved against the invoice in Business Central.

When paying multiple invoices at once, you can add a single comment that will be applied to all invoices in the transaction. The system uses the first invoice number in the transaction when capturing the payment authorization with your payment processor.

If your payment processor has credit card surcharges enabled, the system will apply the correct surcharge rate for the customer. Customers with custom surcharge rates configured in their account will see their specific rate applied automatically—the same rate they receive during checkout.

After a successful payment, the customer receives a payment receipt email showing the invoice number, payment date, amount paid, currency, and payment method used. The receipt is sent to the customer's email address on file and uses your store's configured email address as the sender.

Troubleshooting:

• Invoice balance shows incorrectly on the success page after payment — This can happen if the payment wasn't transmitted to the ERP. Contact your administrator to verify the payment sync completed successfully and the ERP received the transaction.
• Payment capture fails with unclear error message — If a payment authorization capture fails, the system now displays the specific error message from your payment gateway (such as "Capture can only be performed within 7 days of an original authorisation" or "Payment intent unexpected state"). Your administrator can use the correlation ID in the system logs to trace the full transaction details if needed.

Pay multiple invoices at once

Where to find it: Storefront → Transaction History → Open Invoices

When you'd use this: When you need to settle several outstanding invoices in a single payment transaction, rather than processing each invoice individually.

What you need first:

• At least one payment processor configured (Stripe, Shift4, or similar)
• Multiple active invoices in the system
• Proper admin permissions to process payments

Using it day-to-day:

1. Navigate to Transaction History → Open Invoices in the storefront
2. Select the checkbox next to each invoice you want to pay, or use the select all checkbox to choose all payable invoices on all pages
3. Click Pay Selected to proceed with the selected invoices
4. Alternatively, click Pay All Invoices to pay every open invoice across all pages without selecting them individually
5. If your open invoices use more than one currency, a currency picker will appear — choose which currency to pay together
6. Enter the amount you want to pay for each invoice — you can pay partially or in full
7. Select a payment method (Stripe, Shift4, etc.)
8. Complete the payment

The invoices you select or pay must all use the same currency. When you click Pay Selected with invoices in different currencies, you'll see a notice prompting you to select invoices of a single currency to pay together.

When you click Pay All Invoices and your open invoices span multiple currencies, a currency picker appears showing each currency and how many invoices use it. Choose a currency to pay all open invoices in that currency together. The system loads every open invoice in the selected currency to include in the payment. If the full set of invoices can't be loaded, the payment will be cancelled and you'll see a notice to refresh and try again.

Each invoice row shows the currency code next to the amount (for example, AUD) and displays the currency symbol in the Amount and Amount Due columns (for example, A$). The summary totals at the top of the page show Total Outstanding and Overdue amounts in your account's currency.

Clicking on an invoice row toggles its selection checkbox, making it easier to select multiple invoices quickly. Only the invoice number link and any navigation icon on the row will open the invoice detail page—clicking elsewhere on the row selects or deselects the invoice for payment.

When recording payments to Business Central, the system processes each invoice individually. If one or more invoices in the batch encounter an error during recording—such as a temporary deadlock or a closed ledger entry—the system captures and displays the specific error message for each affected invoice while allowing successfully recorded invoices to complete. The payment status shown in Payment Management reflects the individual recording outcome for each invoice.

Troubleshooting:

• Can't pay selected invoices due to mixed currencies — Verify that all selected invoices use the same currency code. Deselect invoices in different currencies and process them in separate transactions.
• Pay Selected or Pay All does nothing — Make sure you've entered an amount greater than 0 for at least one invoice. The system will prompt you to enter an amount if all payment amounts are zero.
• Pay All stops with an incomplete set message — This happens when the system can't load every open invoice. Refresh the page and try again, or select invoices manually instead of using Pay All.
• Some invoices in a batch payment show as failed while others show as captured — When paying multiple invoices together, each invoice is recorded separately in the ERP. If the ERP encounters an issue with a specific invoice—such as a deadlock, a closed ledger entry, or a missing invoice record—that invoice will show as failed while the others may complete successfully. Check the error message for the failed invoice in Payment Management, then retry the failed invoice individually or contact your administrator if the issue persists.
• Filtering or searching causes the Pay Selected button to disappear — When you filter or search the invoice list, the page resets and clears your current selection. Select your invoices again after filtering to continue.

Redeem customer credit when paying invoices

Where to find it: Storefront → Transaction History → Open Invoices

When you'd use this: When a customer has available credit in Business Central and you want to apply that credit toward an invoice payment, reducing or fully covering the amount before entering payment card details. This feature is available for Business Central stores only.

What you need first:

• Business Central integrated store
• Available customer credit balance in Business Central
• Credit redemption enabled for your user group
• Active invoices in the system
• Proper admin permissions to process payments

Using it day-to-day:

1. Navigate to Transaction History → Open Invoices in the storefront
2. Select one or more invoices you want to pay
3. If your user group has credit redemption enabled and the customer has available credit, you'll see the apply credit step before the payment method screen
4. Enter the amount of credit you want to redeem — up to the lesser of the available credit balance or the total invoice amount
5. The system calculates the remaining amount to charge
6. If the remaining amount is zero, finalize the payment without entering card details
7. If a balance remains, select a payment method (Stripe, Shift4, etc.) and complete the payment for the remaining amount

The credit redemption and any card payment will be sent to your ERP system automatically. The confirmation page will show how much credit was applied and the card payment amount if applicable.

If credit redemption is disabled for your user group, or if the customer has no available credit, you'll proceed directly to the payment method selection without seeing the apply credit step.

Troubleshooting:

• Apply credit step doesn't appear even though the customer has credit — Verify that credit redemption is enabled for your user group. Contact your administrator to check the user group settings if needed.
• Cannot apply the full credit balance — You can only apply credit up to the total invoice amount. If your credit balance exceeds the invoice total, the remaining credit stays available for future transactions.
• Credit amount is rejected — The credit amount must be greater than zero. Enter a valid amount to continue.

Sort and filter invoices by custom fields

Where to find it: Storefront → Transaction History and Storefront → Transaction History → Open Invoices

When you'd use this: When you need to locate specific invoices using custom data from your ERP system—such as vendor name, vendor invoice number, PO number, project codes, or cost centers—rather than just standard invoice fields like date or amount.

What you need first:

• Custom fields configured on invoice headers in your ERP system (Business Central or similar)
• Active invoices with custom field values populated
• Proper permissions to view transaction history

Using it day-to-day:

1. Navigate to Transaction History or Open Invoices in the storefront
2. Use the sort and filter controls for any custom field displayed in the invoice list
3. Enter filter criteria to narrow down the results—for example, filter by a specific vendor name or PO number
4. Click the sort control on any custom field column to order invoices by that field in ascending or descending order
5. The list refreshes to show only the matching invoices across all pages, not just the currently loaded results

Any custom field configured in your ERP on the invoice entity will appear as a sortable and filterable column. The sort and filter operations query the full invoice data set, so they work correctly even when invoices span multiple pages.

Custom field values sync automatically during the regular transaction sync process. Once an invoice is synced from your ERP with custom fields populated, those fields become immediately available for sorting and filtering without requiring a manual detail fetch.

Date columns display a date range filter with from and to fields. Dropdown columns with predefined values display a select filter. Text columns display a search box.

View invoice details

Where to find it: Storefront → Transaction History → Open Invoices

When you'd use this: When you need to review the full details of a specific invoice, including line items, amounts, and custom fields.

Using it day-to-day:

1. Navigate to Transaction History → Open Invoices in the storefront
2. Click the invoice document number link in the invoice list
3. The invoice detail page opens showing the full invoice information

Each invoice number in the Open Invoices list is a clickable link. Clicking the link navigates directly to the invoice detail page without selecting the invoice for payment. Only the invoice number is clickable—other columns like amount, balance, and date display information only and do not trigger navigation when clicked.

Pay finance charge memos

Where to find it: Storefront → Transaction History

When you'd use this: When a customer needs to settle finance charges that have been applied to their account. You can pay finance charge memos on their own, partially, or combined with invoice payments in a single transaction.

What you need first:

• At least one payment processor configured (Stripe, Shift4, or similar)
• Finance charge memos synced from your ERP system
• Proper admin permissions to process payments

Using it day-to-day:

1. Navigate to Transaction History in the storefront
2. Select the finance charge memo you want to pay
3. Choose to pay the finance charge memo partially or in full
4. Optionally, select additional invoices or finance charge memos to pay in the same transaction
5. Select a payment method (Stripe, Shift4, etc.)
6. Complete the payment

The payment will be sent to your ERP system automatically. The confirmation page will show which finance charge memos were paid.

Download finance charge memo documents

Where to find it: Storefront → Transaction History

When you'd use this: When you need to view or save a PDF copy of a finance charge memo for records or customer reference.

Using it day-to-day:

1. Navigate to Transaction History in the storefront
2. Locate the finance charge memo you need
3. Click the download link to save the PDF document

Configure invoice custom fields

Where to find it: Admin → Settings → Documents → Invoice Custom Fields

When you'd use this: When you need to view which custom fields from your ERP invoice headers are available for display in the transaction history and invoice detail pages. These fields let you surface implementation-specific data—like project codes, cost centers, or approval references—that your ERP tracks on invoice documents.

What you need first:

• Custom fields configured on invoice headers in your ERP system (Business Central or similar)
• Admin permissions to access Settings

Using it day-to-day:

1. Navigate to Settings → Documents → Invoice Custom Fields
2. Review the list of custom fields synced from your ERP — the page header shows the field count, ERP source, and last sync time
3. Each field row displays its name, type (text box, date, select box, etc.), and read-only status
4. Click any field row to open the detail panel
5. Review the field information including the ERP field identifier and mapping key
6. Use the arrow keys, j/k keys, or the previous/next buttons at the bottom of the panel to step through fields
7. Press Escape or click outside the panel to close it

The detail panel shows badge labels for the field type, read-only status, and ERP-synced confirmation. A banner at the top explains that values are read-only and refresh on every invoice import. The Field section displays the field name and description. The ERP Mapping section shows the mapping key and any additional ERP identifiers like table ID or field ID.

The fields displayed here are read-only and managed entirely by your ERP configuration. When custom fields are defined in your ERP, they sync automatically and become available for display and filtering in transaction lists. If you need to add, modify, or remove fields, make those changes in your ERP system and they will appear here once synced.

Click Sync from ERP in the page header to manually trigger a sync and refresh the list with any new or updated fields from your ERP.

Track and retry failed payment captures

Where to find it: Admin → Payment Management

When you'd use this: When you need to monitor payment authorizations and resolve issues where either the payment gateway capture or the ERP recording step failed. This is particularly useful for recovering from temporary outages without restarting the entire payment process.

What you need first:

• Payment processors configured with authorization support
• Admin permissions to access Payment Management

Using it day-to-day:

1. Navigate to Payment Management in the admin
2. Review the list of payment authorizations and their status
3. Monitor which authorizations are approaching expiry based on your configured authorization lifespan
4. If a payment capture or ERP recording step failed, a Retry button appears for that payment
5. Click Retry to attempt the failed step again
6. The system determines which part of the process needs to be retried and runs only that step
7. The status updates immediately with the retry result

The authorization lifespan setting in your payment processor configuration determines how long the system tracks authorizations before they're considered expired for monitoring purposes. This tracking window is independent of the actual authorization window enforced by your payment gateway.

When you retry a failed payment, the system intelligently determines which step failed. If the payment gateway capture succeeded but the ERP recording failed, only the ERP recording is retried—the gateway is not contacted again. If the gateway capture itself failed, the full capture process runs again. If the retry also fails, the error message updates to show the new failure reason and timestamp.

The system automatically retries failed captures on a scheduled interval with increasing delays between attempts. Manual retries using the Retry button follow the same schedule, so a failed manual retry will reschedule the next automatic attempt rather than leaving it immediately available.

Troubleshooting:

• Retry button does not appear for a failed payment — The button only appears when at least one processing step has failed. If the payment shows as complete or pending, there is no failed step to retry.
• Retry fails with the same error — If the underlying issue hasn't been resolved (for example, an ERP system is still unavailable), the retry will fail again. Wait for the issue to be resolved before retrying, or contact your administrator if the error message is unclear.
• Payment shows failed even after a successful gateway capture — This can happen when the ERP recording step fails repeatedly and exhausts the retry limit. Contact your administrator to manually record the payment in the ERP using the payment details shown in Payment Management.