TRANXACT.AI Help

Online payments, lockbox files, autopay and refunds

Money that does not come over the counter: portal payments through the company’s payment provider, lockbox and bank files, autopay from a card kept in the card vault, and refunds of credit balances and deposits.

Online Payments

When a customer presses Pay now in the portal, the payment is handed to the company’s payment provider and shows on Online Payments as pending. It is posted to the account when the provider confirms it — usually by the provider’s signed confirmation, with the amount checked against the request, posted once however often it is confirmed.

  • If a confirmation did not arrive, check the payment with the provider and press Confirm (checked with the provider), entering the Provider reference.
  • Cancel withdraws a pending payment that will not complete.
  • If the company has no payment provider for its currency, the portal says paying online is not available yet.

Lockbox & Bank Files

  1. Open Lockbox & Bank Files and press Load a payment file.
  2. Give a File name, choose From (lockbox or bank), and paste the CSV, header row first: account_no,amount,reference, and optionally paid_on.
  3. Load. Each line is posted once by its reference: the file’s row shows Posted, Already posted (a line seen before), Rejected and the Amount.
account_no,amount,reference,paid_on
<UA-000123>,<84.17>,<LBX-20261017-0001>,<2026-10-17>
<UA-000456>,<120.00>,<LBX-20261017-0002>,<2026-10-17>

Autopay

  1. Store the customer’s card first in Accounting › Card Payments › Cards; only its token and mask are kept on the utility account. A customer can also set up autopay themselves in the portal.
  2. On Autopay press Turn on autopay: choose the Account, paste the Card token, and record What the customer agreed to.
  3. Each posted bill then becomes a one-off charge on the card on its due date.
  4. Press Post settled autopay charges to post the charges the card vault has settled as payments on the accounts.
  5. Turn off on the account’s row stops autopay.

Refunds

Refunds › Refund pays money back: choose the Account, From (credit_balance or deposit), the Amount (blank: all of it), By (check, ach, card or cash) and Why. The refund has its own journal against the customer credit balances or customer deposits account.