Payment Reconciliation

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Reconciliation is the process of matching payments recorded in Boxify with the actual payments you received.

Accurate reconciliation keeps your revenue, collection status, and analytics reports correct.

Why payment reconciliation matters

In Boxify, the following all depend on correct payment statuses:

• Revenue reporting
• Collection status
• Analytics (number of payments, revenue graph)

If a payment is not properly reconciled and confirmed, the system will not count it as paid — even if you have already matched it against your bank records manually.

Key principle: Reconciliation does not equal Paid

Reconciling a payment alone does not tell the system the payment is complete.

To mark a payment as properly received, you must do both of the following:

1. Reconcile the payment amount in Boxify.
2. Set the items to Paid (click Set all paid on the SUMMARY tab, then Set paid in the dialog; the same Set paid button appears in the dialog after you save a receipt).

Caution

If you reconcile but do NOT set the items to Paid, Boxify will not count the item as paid. It will not count towards Revenue, and analytics charts will not show the payment.

Note on payment methods

Payment method	What you must do
Payment Gateway	Reconciliation and item status updates may happen automatically.
Offline Bank Transfer	You must manually reconcile and set the items to Paid.

(See: Set Up Payment Methods)

How to reconcile a payment

There are two ways to reconcile a payment in Boxify:

• From the Order Page
• From the Payments menu

Both methods do the same thing — they confirm that the payment in Boxify matches what you actually received.

Method 1: Reconcile from the Order Page

Use this method when you are reviewing one specific order.

When you open an order, you see the stage bar at the top and the SUMMARY tab.

1. Go to Orders from the left menu.
2. Open the specific order and click the RECEIPT tab.
3. Check each receipt’s amount against your bank record or receipt.
4. Click the edit (pencil) icon on the receipt row. The icon appears only on offline, non-split payments and only if you are allowed to update payments; online and credit payments cannot be edited. In the Edit payment dialog, set the Paid amount: if the receipt has no amount, Boxify pre-fills the full outstanding balance, so correct it to the amount you actually received. Keep Paid switched on and click Save. The payment-confirmed message is sent to the customer only when saving changes the payment from unpaid to Paid, not on every save.
5. If the payments now cover the balance and the order has new items, a Set these items to paid? dialog lists them. Click Set paid. Otherwise, open the SUMMARY tab and click Set all paid above the Items table, then click Set paid in the “Set these items to paid?” dialog. Only do this when the payments cover the full balance; if the customer underpaid, do not mark the items paid.

The animation above shows the same steps in the classic view.

Tip

If the payments already match what you received, open the Payments dialog from the payments row in the order’s stage bar (shown at the Waiting for payment and Paid steps) and click Mark all payments paid. The button appears only when there are unreviewed payments and you have permission to update payments. It marks each payment as paid; if the paid total covers the order balance, it also sets the order’s new items to Paid. If any money was recorded, it sends the customer the payment-confirmed message.

Check every receipt first. The newest receipt without an amount is treated as paying the whole remaining balance (other receipts without an amount are marked paid at 0), so the button can mark items Paid and send the payment-confirmed message for money you have not received.

Caution

Reconciliation alone does not confirm payment. You must also set the items to Paid. Mark all payments paid does this for you only when the payments cover the full balance; otherwise set the item status yourself. Never click it before checking each receipt’s amount.

Method 2: Reconcile from the Payments menu

Use this method when you want to review multiple payments at once.

1. Go to Payments.
2. Find the transaction you want to reconcile.
3. Confirm the payment amount matches your bank record.
4. Enter the amount and toggle to Paid.
5. Add a remark if needed for this payment record.

This method is useful when:

• You are reviewing uploaded receipts.
• You are reconciling multiple bank transfers.

Which method should I use?

Situation	Recommended method
Checking one specific order	Order Page
Reviewing multiple payments	Payments menu
Handling bank transfers with receipts	Payments menu
Quick manual confirmation	Order Page

Both methods update the same system record.

What happens after reconciliation

Once payment is reconciled and item status is set to Paid:

• The order moves closer to fulfilment.
• It is recognised as Revenue once the order status becomes Ready to Ship or Shipped.
• Analytics and reports update accordingly.

Customer’s view of payment reconciliation in the shopping cart

Total Payment = Merchandise subtotal + Shipping subtotal – Received payment.

See also:

• Order Statuses
• Set Up Payment Methods