The Payments tab lets you create and manage customer payments and credit memos. You can also create deposits for a selected list of payments. This reference covers the Payments tab and its key fields, icons, and status values.
To access the Payments tab, go to the Invoicing module in the navigation bar, then select Payments.
Things to know
- The Payments tab displays both payments and credit memos.
- Electronic payments are payments processed through Aspire's payment processor, such as EFT, credit card, or debit card. Cash and check payments don't have an electronic payment status.
- Electronic payments with a status of Pending or Error are color-coded on the screen for quick identification.
- Selecting a row opens different screens depending on the payment type. Learn more in the Row selection behavior section.
Reference table
| Field / Item | Description | Behavior / Notes |
|---|---|---|
| New dropdown | Displays a menu with two options: New Payment opens the Payment screen; New Credit Memo opens the Credit Memo screen. | Hover over the dropdown to display the menu. |
| Bulk Actions dropdown | Displays a menu with the Create Deposit option. Creates a deposit in Aspire from all payments with a selected checkbox. | When you select this option, Aspire displays the Deposit screen listing the selected payments. |
| Electronic Payment Status field | Displays the processing status of electronic payments. Possible values: Success, Error, Pending. | Available as a search filter on the Payments tab. Learn more in the Electronic payment status values section for details. |
| Electronic Payment | Displays a checkmark if the payment was processed electronically. | Available by adding the Electronic Payment display field in Advanced Search. |
| Color coding | Highlights electronic payments whose status is Pending or Error. | Applies automatically — no configuration needed. |
Electronic payment status values
The Electronic Payment Status field can have one of the following values:
- Success — The electronic payment was successfully completed.
- Error — An error was encountered while processing the payment.
- Pending — The payment hasn't been fully processed by the payment processing company yet. Payments typically remain in this state for only a few minutes.
- N/A — The payment wasn't processed electronically (for example, check or credit memo).
Row selection behavior
Selecting a row in the Payments tab opens different screens depending on the payment type:
- For electronic payments with a status of Pending or Error, Aspire displays the Electronic Payment screen.
- For all other payments, Aspire displays the Payment screen.