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Payment Details

The payment details page in BillaBear provides comprehensive information about individual payment transactions. This guide explains how to interpret and use the payment details screen effectively.

Accessing Payment Details​

To view details for a specific payment:

  1. Navigate to the payments list
  2. Find the payment you want to examine
  3. Click on the payment ID or the "View" button in the Actions column

Alternatively, you can access payment details from:

  • A customer's payment history
  • An invoice's payment information
  • A subscription's payment history

Understanding the Payment Details Screen​

The payment details screen is divided into several sections, each providing specific information about the payment.

Payment Summary​

The top section displays key payment information:

  • Payment ID: The unique identifier for this payment
  • Customer: The customer who made the payment, with a link to their profile
  • Amount: The total payment amount and currency
  • Date: When the payment was processed
  • Status: Current status (e.g., Completed, Failed, Partially Refunded, Fully Refunded)
  • Payment Method: The method used (e.g., Credit Card, Bank Transfer)
  • Reference: External reference number from the payment processor

Payment Method Details​

This section shows information about the payment method used:

  • For credit cards: Last 4 digits, card type, expiry date
  • For bank transfers: Bank name, account reference
  • For other methods: Relevant identifying information

Associated Items​

This section shows what the payment was for:

  • Invoices: Any invoices paid with this payment
  • Subscriptions: Any subscriptions this payment was applied to
  • Products: Any one-time purchases included in this payment

Refund History​

If any refunds have been processed for this payment, they appear in this section:

  • Refund Amount: How much was refunded
  • Refund Date: When the refund was processed
  • Reason: The documented reason for the refund
  • Processed By: The user who processed the refund

Available Actions​

Depending on your permissions and the payment status, you may see action buttons such as:

  • Issue Refund: Process a refund for this payment (if not fully refunded)
  • Attach to Customer: Assign an unassigned payment to a customer
  • View Receipt: View or download the payment receipt

Maximum Refundable Amount​

For payments that can still be refunded, BillaBear displays the maximum refundable amount, which is:

Maximum Refundable Amount = Original Payment Amount - Sum of All Previous Refunds

This helps ensure you don't attempt to refund more than the available amount.

Receipts​

The payment details page shows all receipts generated for this payment. For each receipt, you can:

  • View the receipt online
  • Download the receipt as a PDF
  • See when the receipt was generated and sent

The payment details page may also show related records such as:

  • Chargebacks: Any payment disputes filed by the customer
  • Payment Attempts: For failed payments, information about the attempts
  • Audit Logs: Record of changes or actions related to this payment

Common Tasks​

From the payment details page, you can:

  1. Issue a Refund: Click the "Issue Refund" button to process a full or partial refund
  2. Download Receipt: Click "View Receipt" to access and download the payment receipt
  3. Navigate to Customer: Click the customer's name to view their complete profile
  4. View Related Items: Click on associated invoices or subscriptions to view their details

Troubleshooting​

If you encounter issues with payment details:

  • Missing Information: Ensure you have the necessary permissions to view all payment details
  • Refund Button Not Available: Check if the payment has already been fully refunded or if you have the required permissions
  • Related Items Not Showing: Verify that the payment has been properly associated with invoices or subscriptions