What are payment consolidations?
Payment consolidations are batch payment records that help you reconcile your bank deposits with individual customer payments. Think of a consolidation as a container that holds multiple payments received together.
Common scenarios where you'll use consolidations:
Daily check batches deposited together at the bank
Wire transfers covering multiple customer invoices
ACH batch files containing payments from multiple customers
Multiple payments received in one deposit slip
How to access consolidations
From the Collections screen:
Go to Billing → To collect
Click the Payments icon in customers screen
Select the "Consolidations" tab in the dialog
How to create a consolidation
Step 1: Open the creation dialog
Go to the Consolidations tab in the payments dialog
Click the Add consolidation in the bottom-right corner
The "Add consolidation" dialog opens
Step 2: Fill in the details
You'll need to provide four required pieces of information.
Step 3: Choose how to save
Save - Creates the consolidation and returns to the list
Save & Manage - Creates the consolidation and opens the detail view (recommended when you're ready to add payments immediately)
Working with consolidations
Adding payments to a consolidation
Once you've created a consolidation, you need to assign individual payments to it:
Open the consolidation detail view
Click "Collect Payment"
Fill out the payment form as usual
The payment automatically links to this consolidation
The progress tracker shows:
Number of payments assigned
Total of assigned payments
Target consolidation amount
Visual progress bar (green when amounts match, red when over)
Editing payments in a consolidation
You can edit payments while the consolidation is open:
Find the payment in the consolidation's payment list
Click the menu button (⋮) next to the payment
Select "Edit"
Make your changes and save
Removing payments from a consolidation
If you need to remove a payment:
Find the payment in the list
Click the menu button (⋮)
Select "Remove"
Confirm the removal
⚠️ Important: You can only edit or remove payments while the consolidation status is "Open". Once closed, no changes are allowed.
Understanding consolidation statuses
Open status
What it means: The consolidation is actively being managed and can be modified.
What you can do:
Add new payments
Edit existing payments
Remove payments
Close the consolidation (only when amounts match)
Closed status
What it means: The consolidation is finalized and locked. No more changes can be made.
What you can do:
View payment details
Navigate to individual payment records
Use for reporting and reconciliation
Visual indicator: "Closed" status chip, no progress bar shown
⚠️ Important: Once closed, consolidations cannot be reopened. Make sure everything is correct before closing.
Amount reconciliation
The matching requirement
Before you can close a consolidation, the total of all assigned payments must exactly match the consolidation amount.
Visual indicators:
Green progress bar = Amounts match perfectly ✅
Red progress bar = Total payments exceed the consolidation amount ❌
Warning message = "The consolidation amount should match the total assigned payments"
Fixing amount mismatches
If your payments total is too low:
Add more payments to reach the target
Or edit the consolidation amount if you entered it incorrectly
If your payments total is too high:
Remove some payments
Edit individual payment amounts if incorrect
Or increase the consolidation amount if appropriate
💡 Tip: The Close Consolidation button is disabled until amounts match exactly. This prevents accidental closure with mismatched amounts.
Troubleshooting
I can't close the consolidation
Why this happens: The Close Consolidation button stays disabled until the total of assigned payments exactly matches the consolidation amount.
Solution:
Look at the progress summary to see current totals
If the progress bar is red, you're over the target - remove or adjust payments
If you haven't reached the target, add more payments or verify all are entered
Make sure the consolidation amount itself is correct
The progress bar is red
What this means: Your assigned payments total more than the consolidation amount.
How to fix it:
Review the payment list for duplicate entries
Check if any payment amounts were entered incorrectly
Remove payments that shouldn't be in this consolidation
Increase the consolidation amount if you entered it incorrectly