Payment Types and Records
This page is a reference for the configuration and record objects that sit behind payments. The configuration objects are set up once and chosen on customers and invoices. The record objects are created automatically as payments are collected and allocated.
Payment Configuration
Section titled “Payment Configuration”Payment Types
Section titled “Payment Types”A payment type defines a way customers can pay, such as Direct Debit, credit card, bank transfer or cheque. Each type sets its own payment terms, fees, and whether it can be collected automatically in a payment run.
Payment Type
Section titled “Payment Type”This section defines the basic properties of the payment type, including names, display settings, usage contexts, and identification codes. These settings determine how the payment type appears throughout the system and what it can be used for.
| Field | Description |
|---|---|
| Payment Type | Name of the payment type |
| Payment Type (Display) | Display name for the payment type shown to users |
| Payment Type (Short) | Short abbreviation for the payment type |
| Payment Type Display Class | CSS class name for styling the payment type display |
| Payment Type Display Position | Numerical position for ordering payment types in displays |
| Payment Type Availability | Availability of this payment type (Headline, Standard, or Historic) |
| Use For | Contexts where this payment type can be used |
| Use For Payment Card Providers | Payment card providers this payment type can be used with |
| Payment Type Code | Code identifier for the payment type, typically for accounting packages |
Billing
Section titled “Billing”This section configures billing-related settings for the payment type, including invoice display options, fees, thresholds, payment terms, and integration with automated payment collection systems.
| Field | Description |
|---|---|
| Display on Invoice | Whether this payment type should be shown on customer invoices |
| Manual Billing Fee | Additional fee charged for manual billing with this payment type |
| Payment Threshold | Minimum amount required for payments using this payment type |
| Final Bill Payment Threshold | Minimum amount required for payments using this payment type for Final Bill customers |
| Final Bill Shutdown Threshold | Threshold balance for automatically closing Final Bill accounts |
| Payment Terms | Number of days/months for payment terms with this payment type |
| Payment Terms Type | Unit type for payment terms (days/months) |
| Grace Period (Days) | Default number of extra days after the due date before invoices using this payment type are treated as overdue for credit control. Can be overridden per customer using the customer Grace Period. |
| Include In Direct Debit Run | Whether payments of this type should be included in direct debit collection runs |
| Include In Payment Card Run | Whether payments of this type should be included in payment card collection runs |
System Information
Section titled “System Information”| Field | Description |
|---|---|
| Last Modified | Timestamp of the most recent modification to this payment type |
| Created | Timestamp when this payment type was created |
Expected Payment Types
Section titled “Expected Payment Types”An expected payment type classifies the payments you are expecting from customers, such as subscriptions, contract milestones, deposits, or settlement of overdue amounts. They make it easier to analyse where revenue is coming from. See Expected Payments for the payments themselves.
Expected Payment Type
Section titled “Expected Payment Type”This section contains the basic information for defining an expected payment type, including its name and description. Expected payment types are used to categorise and track different kinds of payments that are anticipated from customers.
| Field | Description |
|---|---|
| Expected Payment Type | Name of the expected payment type |
| Expected Payment Type (Display) | Alternative display name for the expected payment type |
| Expected Payment Type Description | Detailed description of the expected payment type |
System Information
Section titled “System Information”| Field | Description |
|---|---|
| Last Modified | Timestamp of the most recent modification to this expected payment type |
| Created | Timestamp when this expected payment type was created |
Payment Records
Section titled “Payment Records”Payment Parts
Section titled “Payment Parts”A payment part tracks how a single payment is split across invoices. If a customer pays one amount that settles several invoices, each invoice gets a payment part showing its share. See Payment Allocation.
Fields
Section titled “Fields”| Field | Description |
|---|---|
| Payment Part ID | The unique identifier for this payment part record |
| Allocated Amount | The amount of the payment allocated to this invoice |
| Last Modified | Timestamp of the most recent modification to this payment part |
| Created | Timestamp when this payment part was created |
Direct Debit Payments
Section titled “Direct Debit Payments”A Direct Debit payment records each attempt to collect from a customer’s bank account: the amount, the collection date, whether it worked, and the provider’s status if it didn’t. Failed payments can be retried.
Payment Details
Section titled “Payment Details”This section contains the core direct debit payment information including references, account details, amounts, and collection dates.
| Field | Description |
|---|---|
| Our Reference | Internal reference number for this direct debit payment |
| Customer's Reference | Reference number provided by the customer for this direct debit payment |
| Direct Debit Account | The direct debit account used for this payment |
| Direct Debit Run | The direct debit run this payment is part of |
| Amount | The amount to be collected via direct debit |
| Collection Date | The date when the direct debit collection is scheduled |
Status
Section titled “Status”This section tracks the payment status and important timestamps during the direct debit collection process.
| Field | Description |
|---|---|
| Payment Status | Current status of the direct debit payment |
| Requested Date | Date when the direct debit payment was requested |
| Taken Date | Date when the direct debit payment was successfully taken |
| Failed Date | Date when the direct debit payment failed |
Provider Details
Section titled “Provider Details”This section contains information returned from the direct debit provider, including status updates and provider references.
| Field | Description |
|---|---|
| Provider Status | Status code returned by the direct debit provider |
| Provider Status Detail | Detailed status information from the direct debit provider |
| Provider Reference | Reference number assigned by the direct debit provider |
| Retry Count | Number of times collection has been attempted |
API Diagnostics
Section titled “API Diagnostics”This section stores diagnostic information for API communications with the direct debit provider, useful for troubleshooting.
| Field | Description |
|---|---|
| API Request | Raw API request sent to the direct debit provider |
| API Response | Raw API response received from the direct debit provider |
System Information
Section titled “System Information”| Field | Description |
|---|---|
| Last Modified | Timestamp of the most recent modification to this direct debit payment |
| Created | Timestamp when this direct debit payment was created |
| Collected | Timestamp when this direct debit payment was most recently collected |
| Cancelled | Timestamp when this direct debit payment was most recently cancelled |
Card Payments
Section titled “Card Payments”A card payment records each attempt to charge a customer’s card, with the amount, outcome, authorisation code for successful charges, and decline reason if it failed. This detail is essential for sorting out payment issues.
Payment Details
Section titled “Payment Details”This section contains the core payment card payment information including references, card details, amounts, and collection dates.
| Field | Description |
|---|---|
| Our Reference | Internal reference number for this payment card payment |
| Customer's Reference | Reference number provided by the customer for this payment card payment |
| Payment Card | The payment card used for this payment |
| Payment Card Run | The payment card run this payment is part of |
| Amount | The amount to be collected via payment card |
Status
Section titled “Status”This section tracks the payment status and important timestamps during the payment card collection process.
| Field | Description |
|---|---|
| Payment Status | Current status of the payment card payment |
| Requested Date | Date when the payment card payment was requested |
| Taken Date | Date when the payment card payment was successfully taken |
Provider Details
Section titled “Provider Details”This section contains information returned from the payment card provider, including status updates, transaction IDs, and authorization codes.
| Field | Description |
|---|---|
| Provider Status | Status code returned by the payment card provider |
| Provider Status Detail | Detailed status information from the payment card provider |
| Provider Transaction ID | Transaction ID assigned by the payment card provider |
| Provider Key | Provider key for payment card processing |
| Provider Authorisation Code | Authorization code from the payment card provider |
| Provider Bank Authorisation Code | Bank authorization code from the payment card provider |
| Provider Decline Code | Decline code if the payment was declined by the provider |
API Diagnostics
Section titled “API Diagnostics”This section stores diagnostic information for API communications with the payment card provider, useful for troubleshooting.
| Field | Description |
|---|---|
| API Request | Raw API request sent to the payment card provider |
| API Response | Raw API response received from the payment card provider |
System Information
Section titled “System Information”System-generated information including modification timestamps and activity tracking for administrative purposes.
| Field | Description |
|---|---|
| Last Modified | Timestamp of the most recent modification to this payment card payment |
| Created | Timestamp when this payment card payment was created |
| Collected | Timestamp when this payment card payment was most recently collected |
| Cancelled | Timestamp when this payment card payment was most recently cancelled |
Legacy Direct Debits
Section titled “Legacy Direct Debits”The original Direct Debit format (the direct debit object) is still used for some long-standing customers. New mandates use the more capable Direct Debit account system instead, which connects to providers such as GoCardless and supports multiple accounts per customer.
Related
Section titled “Related”- Working with Payments: recording and allocating payments.
- Direct Debit Accounts and Payment Cards: the mandates and cards these records collect against.
- Payment Runs: the runs that create payment records.
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