Overview: Linking, tracking, and managing Transactions and Payments

You can track payments using two screens in AdminPulse: Invoicing > Transactions and Invoicing > Invoices.

This article explains how to efficiently monitor payments. You’ll learn how to use the Transactions screen, and how to link payments through the Invoices screen. It also shows you how payments can be linked to or unlinked from invoices.

💡What’s the difference between a transaction and a payment?

In AdminPulse, a transaction is used to record a financial operation, such as a line from a CODA file or a manually entered payment. A payment indicates that an invoice was (partially or fully) paid.

A transaction can be linked to one or more invoices, and a single invoice can include payments from multiple transactions.

Enabling payment monitoring

To track payments, go to Settings > General Settings > Payment Monitoring and check the box for Enable payment monitoring. Once enabled, the Transactions screen will appear under the Invoicing menu.

Using the 'Transactions' screen

The Transactions screen gives you an overview of financial transactions. This section teaches you how to filter, sort columns, and view transaction details effectively.

Filtering in the 'Transactions' screen

You can filter transactions by type. The three filter options at the top of the screen are:

• Open transactions
  Shows transactions not yet (fully) linked to an invoice. This filter is active by default.
• Closed transactions
  Shows only fully linked transactions or archived ones (see Deleting Transactions).
• Own companies (if applicable)
  Displays transactions belonging to the selected own company—important when managing multiple companies.

Clicking a filter updates the transaction list automatically.

Overview of the 'Transactions' screen

The table at the bottom shows transactions based on your filters. Each row represents one transaction, which can be linked to an unpaid invoice, edited, or deleted using the buttons at the end of the row.

If a column has a funnel icon, you can use additional filters for that column. A red funnel means the filter is active ().

You can also sort the list on columns like Date, Amount, or Name. Click the column title to sort; an arrow () shows the direction.

If a transaction is linked to one or more invoices, an arrow () appears at the start of the row. Click it to view linked payment details such as invoice/credit note number, invoice amount, and paid amount.

On the left side of the screen, you’ll see a panel with all unpaid invoices. You can drag and drop these onto transactions to link them.

Adding Transactions

You can add transactions in three ways:

• Add a transaction manually

  Click the '+ Add' button at the top right of the 'Transactions' screen to enter a new transaction manually.

  

• Upload a CODA file

  A CODA file is an electronic file (.cod, .dat, .bc2, or .txt) containing bank account transactions. You can upload it via the Documents screen or by clicking 'Upload CODA' in the top right of the 'Transactions' screen.

  👉 Note: If you manage multiple companies, make sure to select the correct one when uploading.

• Add transactions via CodaBox or Ponto integration

  Transactions can be added automatically through a link with CodaBox or Ponto. 

Processing transactions

In this section, you'll learn how to process transactions and link them to invoices—manually, automatically, or via the ‘Invoices’ screen.

A transaction can be partially linked to one invoice or split between multiple invoices. AdminPulse will automatically update the status of both the transaction and linked invoices based on the amount.

👉 Please note: This does not execute an actual payment. It only records the payment in AdminPulse for tracking purposes.

Processing transactions in the ‘Transactions’ screen

In the Transactions screen, you can process a transaction in three ways: manually, with Auto-link, or automatically.

• Manually link a transaction to an invoice

  Click the ‘Link transaction’ button at the end of a row. A window appears where you can:

  • 1. Select and unpaid invoice,
    2. Enter the amount to link (full or partial),
    3. Click Save to register the payment

The invoice will be marked as fully or partially paid, and the open amount of the transaction will be adjusted accordingly.

You can also drag an invoice from the left panel to the right onto a transaction to link them—the same window opens.

• Link transactions via 'Auto-link transactions'

Click ‘Auto-link transactions’ at the top of the screen to let AdminPulse automatically suggest matches based on:

• • • • Structured communication (OGM)
      • Invoice number in description
      • Name
      • Amount
      • IBAN

Each transaction will be marked with a status icon in the ‘Link status’ column:

• • • • Green: successfully matched
      • Yellow: suggestions found – manual review recommended
      • Red: no match found

You can always click a transaction to view which links were automatically generated. To undo an incorrect match, click the ‘Unlink’ icon at the end of the payment line.

• Automatically link transactions after CODA upload or via Ponto

When you enable 'Try to link imported transactions (Coda/Ponto/...) automatically' under Settings > General Settings > Payment monitoring, AdminPulse will try to create links automatically when a new CODA file is uploaded.

Processing transactions in the ‘Invoices’ screen

In the Invoices screen, you can add a payment directly to an invoice. Click the piggy bank icon at the end of the row to register a payment.

A window opens where you can register a full or partial payment. Choose one of the two tabs, depending on how the payment was made: ‘Add payment’ or ‘Link a credit note’.

• Tab: 'Add payment'

Use this tab to manually enter a payment.

1. 1. 1. Fill in the following details:
         • Bank account
         • IBAN and BIC of the payer
         • Payment date
         • Amount (default is the outstanding amount, but editable)
         • Optional: add a comment
      2. Click Save to register the payment.

• Tab: 'Link a credit note'

Use this tab to offset a credit note against the invoice.

AdminPulse automatically searches for available credit notes and suggests a match. You can edit the selection and amount. Optionally, you can add a comment.

Click Save to confirm the transaction.

Overview of transaction linking methods

Below is a useful summary showing the different ways to link payments to invoices, depending on your situation.

Method	Screen	When to use
Manual linking	Transactions	When you want to link one specific transaction to an unpaid invoice
Auto-link transactions	Transactions	When you want to match multiple transactions quickly with invoices using OGM or amount
Automatic via CODA/Ponto/...	Transactions	When transactions are matched automatically upon importing bank files
Register a payment	Invoices	When you want to mark an invoice as paid

Unlinking a payment from an invoice

Unlink a payment in the ‘Transactions’ screen

To unlink a payment from an invoice in the Transactions screen:

1. Click the triangle next to the transaction to show its linked payments.
2. Click the Unlink icon at the end of the payment row.

The payment will be removed from both the transaction and the invoice. If an outstanding amount remains, the transaction will be shown again as Open, and the invoice amount will be updated.

Unlink a payment in the ‘Invoices’ screen

You can also unlink payments in the Invoices screen:

1. Click the triangle to the left of the invoice to expand linked payments.
2. Click the Unlink icon next to the payment row.

Deleting transactions

In AdminPulse, transactions can be deleted, but the result depends on whether the transaction contains any linked payments.

Delete a single transaction

In the Transactions screen, click the bin icon at the end of the row of the transaction you want to delete.

👉 Important:

• If the transaction has no linked payments, it is permanently deleted immediately.
• If the transaction has linked payments, it cannot be deleted. Instead, it will be archived to preserve payment history.

An archived transaction disappears from the 'Open transactions' list but remains accessible under the 'Closed transactions' filter.
If needed, you can reactivate it using the 'Restore' button at the end of the archived transaction row.

Delete multiple transactions at once

Above the transaction table, you can use the Batch operations feature to manage multiple transactions at once:

1. Select one or more transactions using the checkbox at the start of the rows, or the top checkbox to select all ().
2. Click Batch operations and choose Delete transactions.

The same rule applies: transactions without linked payments are deleted, while those with links are archived.

Where to find the history of payment links

All changes to payment links are automatically stored in the history of the related invoice. You can view the history in Invoicing > Invoices:

1. Click the down arrow on the right side of the invoice row ().
2. Select Events to view the invoice history, including payment link changes.

Good to read

• You need the correct user permissions to be able to unlink payments. See more information in our article: Employees