Overview
The Payment History window provides a detailed audit trail of a customer's payments and explains how their Total Deposits (customer credits) were accumulated. This feature is especially useful when a customer has a remaining credit balance but no outstanding invoices.
When to Use Payment History
Use the Payment History screen when you need to:
Review all payments a customer has made.
Identify who processed a payment.
Determine when a payment was received.
Understand how a customer's Total Deposits were created.
Track how customer credits have been applied to future invoices.
Research remaining customer credits or open deposits.
Viewing Customer Payment History
Step 1: Open the Customer Account
Navigate to the customer's account.
In this example:
Customer: Bruce Nadeau
Balance Due: $0.00
Total Deposits: $702.34
Although the customer has no outstanding balance, they still have a credit remaining on their account.
Step 2: Review Invoice History
The invoice list initially displays only open invoices.
If no invoices appear but the customer has a deposit balance:
Uncheck the Balance Due filter.
Previously paid invoices will now appear.
This allows you to view invoices that were fully paid, including any invoices that resulted in a customer credit.
Step 3: Open Payment History
Click the Payment History button.
The Payment History window displays every payment received for the customer.
For each payment, you can review:
Invoice Number
Payment Amount
Payment Date
User who processed the payment
This provides a complete history of payments received without needing to locate individual payment receipts.
Understanding Total Deposits
If a customer has a remaining deposit or credit balance, select the Open Deposits tab within the Payment History window.
This tab displays the individual transactions that make up the customer's remaining credit.
Examples may include:
Customer deposits
Payments received in advance
Credit balances
Negative invoices
Other transactions contributing to the customer's available credit
For example:
A customer showing Total Deposits of $702.34 may have a negative invoice indicating the company owes the customer that amount. That credit remains available and can be applied toward a future purchase or invoice.
Viewing Applied Deposits
The Open Deposits tab also records when customer credits have been used.
As credits are applied to future invoices, the Payment History window reflects those applications, providing a complete audit trail of:
Original deposits
Remaining available credit
Credits already applied to invoices
Working with Customers Who Have Multiple Payments
Customers with a long payment history may have:
Multiple invoices
Multiple payments
Several deposits
Partial credit applications
Remaining open deposits
The Payment History window consolidates all of this information into a single location, making it easier to understand the customer's complete payment activity.
Tips
A Balance Due of $0.00 does not necessarily mean the customer has no activity. Always check Total Deposits for remaining credits.
If you need to determine how a customer's available credit was created, review the Open Deposits tab.
Payment History is an excellent research tool when investigating customer questions about previous payments or available credits.
The Payment History screen serves as a complete audit trail for customer payment activity and deposit history.
Summary
The Payment History window allows you to:
View all payments received from a customer.
Identify payment dates and the user who processed each payment.
Review previously paid invoices.
Understand how customer deposits and credits were created.
See how deposits have been applied over time.
Research remaining customer credits available for future invoices.
Using this feature provides a clear picture of a customer's payment history and makes it easy to trace the origin and use of any remaining deposits or credits on the account.