Payments on an account

Payments is a group of tabs on the account, not a tab of its own. Each tab under it answers one question about money moving to or from this account.

This article is the map. It tells you which tab to open, and then covers Bank Deposits in full, because that one has no article of its own.

Which tab answers which question

Tab	What it answers	Which way the money goes
Debit Orders	What we collect from the customer’s bank, on a repeating schedule	In
Standing Orders	What we pay out to a bank account, on a repeating schedule	Out
Direct Debits	Each individual collection we raised, and how far it got	In
Direct Credits	Each individual payment we sent, and how far it got	Out
Cashier	Cash taken in or paid out over the counter	Both
Bank Deposits	Money paid into your organisation’s bank and allocated here	In
Matching Rules	The references that steer an incoming deposit to this account	In
Collection Authorities	The customer’s permission for us to collect at all	In

Two of these hold permission rather than money. A collection authority is the customer’s mandate to collect from their bank. A matching rule is how we recognise their money when it arrives unannounced.

Instructions we raise, and authorities we hold

A schedule is a standing intention. It produces individual instructions, and each instruction is what the clearing scheme actually sees.

flowchart LR
    A["Debit Order<br/>a repeating schedule"] --> B["Direct Debit<br/>one collection"]
    C["Standing Order<br/>a repeating schedule"] --> D["Direct Credit<br/>one payment"]
    B --> E["Transaction on the account"]
    D --> E

So Debit Orders tells you what is meant to happen next month, and Direct Debits tells you what happened last month. Open the schedule to change the arrangement. Open the instruction list to find out why one attempt failed.

Both instruction lists show a trading date, a settlement date, the bank account on the other side, the amount, and a status. The two dates differ because a payment settles on its rail’s own timing — see how a payment picks its rail and what a payment costs.

The Cashier tab is the counter, not a rail. See the cashier and cash over the counter.

When a tab is not there

A tab you expected can be missing for two reasons, and it is worth knowing which.

The product does not offer it. Each product names the tabs its accounts carry. A fixed deposit that is never collected on has no reason to show a debit order.
Your organisation does not license that capability. Debit orders, standing orders, direct debits, direct credits, the cashier, and collection authorities are each licensed separately. Without the licence the tab does not appear, whatever the product asks for. See switching features on and off.

If no tab under Payments applies, the whole group heading disappears rather than sitting there empty.

Bank deposits

Money sometimes arrives without an instruction from us. A customer pays your organisation’s bank account directly, quoting a reference. That is a bank deposit.

The Bank Deposits tab is the record of those deposits, once they have been worked out to belong to this account.

What the panel lists

One row per deposit allocated to this account, with four columns.

Column	What it tells you
Effective Date	The date the deposit takes effect on the account
Reference	The reference the payer quoted with their payment
Status	How this deposit came to be allocated here
Amount	The value of the deposit

The list is sorted by effective date, newest first. You can search it, sort it by any column, and export it.

Amounts are shown in the account’s currency.

The effective date is not necessarily the day the money landed in your organisation’s bank. It is the date the deposit counts from, which is what interest and balances are worked out on. See value dating.

How a deposit reaches this account

flowchart TD
    A["Deposit notified<br/>amount, date, reference"] --> B{"Whose is it?"}
    B -- "Reference matches a rule" --> C["Allocated to the account"]
    B -- "No rule matches" --> D["Waits to be allocated by hand"]
    D --> C
    C --> E["Posted to the account<br/>and listed here"]

A deposit only appears on this tab once it has been allocated to this account. A deposit nobody has worked out yet is on nobody’s account, so it is on no account’s tab. If a customer says they paid and you cannot find it here, the deposit is unallocated — not lost.

Allocation is what puts the money on the account. The same deposit then shows on the transaction list as an ordinary credit — see reading the transaction list.

What the status tells you

Status	What happened
Manually Allocated	Someone decided this deposit belongs to this account
Auto Allocated	A rule recognised the reference, with nobody deciding
Reallocated	The deposit was first put on another account, and moved here

Manually Allocated is the only status you will see today. Every deposit on this tab was allocated by a person. The other two are reserved for allocation the system does for you, which is not yet switched on anywhere.

Worked example

Sam pays 7,500.00 into Woodgrove Bank’s account on 20 February 2026, quoting a reference. Nobody has told the system whose money it is, so it sits unallocated and appears on no account.

Jordan works out that it is Sam’s, and allocates it to Sam’s account. The row now reads:

Effective Date	Reference	Status	Amount
2026-02-20	The reference Sam quoted	Manually Allocated	7,500.00

The effective date stays 20 February, the day Sam paid — not the day Jordan found it.

What this tab does not do

The tab is a record, not a workbench. You cannot register a deposit here, allocate one here, or move one to another account here, and an unallocated deposit appears on no account’s tab at all — it has no account to appear under yet.

Registering and allocating deposits is done outside the account viewer.

Matching rules, briefly

A matching rule says “a deposit whose reference looks like this belongs to this account”. Each account starts with one rule on its own account number, and you can add more on the Matching Rules tab — a customer who quotes an invoice number every month is the usual reason.

Rules are captured and kept, and they are what automatic allocation will read. Nothing allocates a deposit off them yet, so today a rule records the intent rather than saving the step.