Reviewing related records: payments, refunds and inventory movements

Every invoice may have multiple related transactions: payments the customer made, refunds you issued, or inventory movements if goods were shipped. These are usually grouped in tabs or sections on the invoice page, letting you audit the full lifecycle of a sale.

Before you start

• What you can see: Related records are read-only views. You cannot edit or delete them from the invoice page.
• Permissions: You need permission to view invoices and related records. Your admin can grant access.
• Where to find them: On an open invoice, look for tabs or sections labeled "Payments," "Refunds," "Inventory," "Related Documents," or similar.

Understanding related record tabs

Payments tab

Shows all payments applied against the invoice:

• Payment date — when the customer paid
• Amount — how much was paid
• Payment method — cash, check, bank transfer, etc. (if tracked)
• Status — pending, completed, or cancelled

If a payment is partial, the remaining balance is shown separately.

Refunds tab

Lists all refund documents issued for this invoice:

• Refund date — when the refund was created
• Amount — how much was refunded
• Items refunded — which products/services were included
• Reason (if noted) — why the refund was issued
• Refund status — posted, pending, or cancelled

You can click into a refund to see its full details.

Inventory movements tab

If items are tracked in inventory, this tab shows:

• Original shipment — inventory deducted when the invoice was created
• Returns — inventory added back if refunds were issued
• Current status — which items are still outstanding
• Warehouse location — where items were shipped from

Related documents

May show links to:

• Sales orders or quotes that led to this invoice
• Purchase orders (if the invoice is related to procurement)
• Print templates or other connected records

How to view related records

1. Open Invoices and select the invoice you want to review. Open in Usystems

2. On the invoice page, scroll down to find related-record tabs or sections.

3. Click the tab (e.g., "Payments," "Refunds," "Inventory") to expand it.

4. Review the records listed. Click any record to open its full details if needed.

Common questions about related records

Q: Can I delete a payment from the invoice page? A: No. Payments must be managed from the Payments section. To correct a wrong payment, create a reverse entry or contact your admin.

Q: What if a refund doesn't appear in the refunds tab? A: The refund may not be posted yet (still a draft), or it may be linked to a different invoice. Check the refund's status or verify it was created for the correct invoice.

Q: Can I see which warehouse the invoice shipped from? A: Yes, in the Inventory tab. It shows the warehouse location for each item if your system tracks multiple warehouses.

Tips

• Regular audits: Periodically review the related records tab to ensure all transactions are accounted for.
• Cross-check amounts: The sum of payments should approach the invoice total (unless there are outstanding refunds or credits).
• Investigate gaps: If a record is missing from the tabs, ask your admin—it may indicate a data issue.