Latest revision as of 16:56, 17 May 2024

WHMCS records all of your transactions and allows you to view and work with them from within the Admin Area. You can also view your merchant account balances for Stripe™, PayPal Basic, PayPal Payments, and PayPal Card Payments.

You can view a list of transactions at Billing > Transactions List.

Applying Payment to an Invoice

If you receive a payment that the system hasn't automatically logged in WHMCS, you will need to manually apply it to the invoice as a transaction.

• For steps to do this, see Invoicing.
• If a payment is not for any particular invoice, issue credit to the client instead.

Multiple Invoices

If you receive a payment that applies to multiple invoices, click Add Transaction. This displays the same settings for applying payment to an individual invoice, but, in addition, lets you set an Invoice ID(s) value. For this setting, you can enter a comma-seperated list of all of the invoice numbers to apply this payment to. The system will apply payments in the order you enter them until the client has used the full amount. The system will automatically add any remaining amount as a credit to the user for use on future invoices.

Adding a Manual Transaction

If you receive payment from a client by an offline means like a check or wire transfer, you must enter transactions manually. You may also want to do this to enter external transactions, like expenditures for your servers or other services, into WHMCS.

To do this:

1. Click Add Transaction.
2. Choose the related client (if any), the date of the payment, and the gateway.
3. Enter a description, transaction ID (if applicable), and the amount.
4. If this is a payment that the client can apply to invoices later (for example, a prefunding or payment on account), select Add as Credit. This will automatically create the appropriate credit entry for the user.
5. Click Add Transaction.

Account Prefunding/Add Funds

Sometimes, a client may want to deposit money with you in advance (for example, if they are about to place several orders or they will be unavailable). WHMCS allows for this using Account Prefunding/Credit.

For more information, see Add Funds.

Managing Credit

Credit allows customers to have a prepaid balance on their account. This can allow customers to pay in advance and can help with overpayments.

For more information, see Credit/Prefunding and Adding and Working With Credit.

Searching Transactions and Handling Reversals

If you have had a check bounce, or you've received a chargeback or dispute for a transaction you already applied, it is likely that the actions that payment should trigger, such as renewal of a product, domain registration, or renewal, have already happened and you can't reverse them. You will need to deduct the amount from your income and issue the client a new invoice to repay.

For example, you would perform the following steps for a transaction that a client paid in 2CheckOut with the transaction ID 6A5245278HM:

1. Click the Search/Filter tab at the top.
2. Select 2CheckOut as the payment gateway.
3. Enter the transaction ID (6A5245278HM).
4. Click submit. Any matching transactions will display. From here, we can see the transaction date, the client who made it, and the invoice they were paying.
5. Click the invoice for that transaction.
6. In the Refund tab, apply a "Record Only" refund to deduct the paid amount from your income and show that invoice as unpaid.
7. Perform the necessary actions for each item on the invoice. For example, you might want to suspend a product from the client profile to prevent further use or contact a domain's registrar and ask whether a cancellation is possible.
8. Optionally, create a new manual invoice for repayment (for example, if the dispute is a mistake or the client has contacted you) by manually creating a custom invoice. This can also apply any fees or surcharges you may have incurred for the disputed payment. Do not attempt to re-invoice the original items for repayment: that could lead to double incrementing of due dates and double renewal actions on products and services.

Payment Gateway Balances

You can view payment gateway balances for Stripe, PayPal Basic, PayPal Payments, and PayPal Card Payments at Billing > Transactions List in the WHMCS Admin Area. This lets you check your financial details sooner and stay aware of trends and changes.

• The displayed balances remain in the cache for a specific amount of time and will then automatically refresh. You can also manually refresh them.
• When you click on a transaction in this list, additional details will display for that transaction.
• Balances display by default for admins with the Full Administrator role. To make this information available to other admins, assign the View Gateway Balances permission to the desired role.

The Gateway Logs

If WHMCS isn't automatically handling transactions or you experience other transaction-related issues, check the related logs at Billing > Gateway Log.