How to use the Payment Transaction Window in iDempiere
The Payment Transaction window stores a system-generated record of every online payment request iDempiere sends to a card gateway. It captures the gateway response, approval status, and processor used for the transaction.
It gives finance and store teams an audit trail linking each Payment to its gateway outcome, which improves reconciliation, refund tracking, and dispute handling.
Process Flow
Business Rules
- Payment Transaction records are created automatically when Process Online runs.
- Each record links to exactly one Payment and one Business Partner.
- Processed and Approved flags reflect the live gateway response, not manual entry.
- Referenced Payment Transaction links a void or credit back to its original approval.
- Online Access marks that the record came from a real-time gateway call.
- Self-Service identifies transactions submitted from unattended checkout terminals.
- Records are historical; edits should be limited to descriptive corrections only.
Prerequisites
- Business Partner configured.
- Organization and Currency configured.
- Tender Type and POS Tender Type configured.
- Bank Account configured for the store or till.
- Bank Account Processor linked to a Payment Processor.
- Payment Processor configured with valid gateway host and merchant credentials.
Navigation
Menu → Open Items (Financial Movements and Aging) → Payment Transaction
Configuration Steps
Step 1: Confirm Processor Setup Before Any Transaction Exists
Open Bank Account Processor and confirm it links to an active Payment Processor with host address, port, and merchant credentials filled in.
Step 2: Locate the Transaction Record
Zoom from the related Payment, or search Payment Transaction by Business Partner and Transaction Date to locate the record.
| Field | Sample Value | Description |
| Business Partner | Walk-in Customer | Party the payment was collected from. |
| Transaction Date | 14-Jul-26 | Date the gateway processed the request. |
| Payment | 1000123 | Payment record this transaction belongs to. |
Step 3: Review Core Amount and Currency Fields
Check Payment amount, Currency, and Currency Type against the original sale total and store currency setup.
| Field | Sample | Purpose |
| Payment amount | 89.99 | Amount authorized with the gateway. |
| Currency | USD | Currency used for the gateway request. |
| Tender type | Credit Card | Method used to collect payment. |
Step 4: Verify Processor and Bank Routing Fields
Check Bank Account, Payment Processor, and Partner Bank Account to confirm the correct routing was used for this sale.
| Field | Sample | Purpose |
| Bank Account | Main Store Account | Bank account credited by the gateway. |
| Payment Processor | PP Optimal | Gateway implementation that ran the request. |
| POS Tender Type | Credit Card – POS | POS-specific tender mapping used at checkout. |
Step 5: Confirm Processed and Approved Status
Check the Processed checkbox to confirm the gateway responded, and review Description for any decline or error detail.
Step 6: Use Referenced Payment Transaction for Voids and Credits
When processing a return, set Referenced Payment Transaction to the original approved record before submitting the void or credit.
Common Issues and Resolutions
| Issue | Cause | Resolution |
| Transaction shows unapproved | Gateway declined the card or request. | Check Description for the decline reason and retry with a valid card. |
| No Payment Transaction created | Bank Account Processor not matched to the Payment. | Verify Tender Type, Currency, and amount match an active processor. |
| Missing Payment Processor | Bank Account Processor not linked to a processor class. | Assign a Payment Processor in the Bank Account Processor setup. |
Next Steps
- Configure Bank Account Processor for additional stores or tills.
- Review the Payment window for related payment records.
- Set up POS Tender Type mappings for new card types.
- Confirm Payment Processor credentials with the gateway provider.