How do I view and add transactions on a record?

On modules that collect fees, every record has a Transactions tab where staff log payments, waivers, and refunds and see what is still owed. Any user with edit access to the record can add a transaction. This article covers what the tab shows, how to add a transaction by hand, and the other ways payments land there automatically.

What the Transactions tab shows

Open the record and click the Transactions tab. You will see:

• An Add Transaction button at the top.
• A grid of every transaction on the record. Each row shows the date, who recorded it, the type, the amount, the payment type, and who made the payment. Each row also has a pencil icon to Edit the entry and a trash icon to Remove it.
• Summary totals at the bottom that calculate automatically from the grid: Amount Paid, Amount Waived, Amount Refunded, and Balance Remaining. On modules that handle summonses, such as Report a Concern, a Summons Fines total also appears.

[Screenshot needed: Transactions tab on a record with a few entries in the grid and the summary totals visible]

Fee structures vary by module. Some modules show a simple balance. Others, such as Construction Permits, have a separate Fees tab where fees are calculated and itemized before they flow into the payment summary.

Add a transaction

1. Open the record and click the Transactions tab.
2. Click Add Transaction. The Transaction Details form opens.
3. Choose the Type: Payment, Waived, or Refund.
4. Check the Date. It fills in with the current date and time, and you can change it.
5. Check the By field. It fills in with your name as the staff member recording the transaction.
6. Enter Made By, the person who made the payment, such as the applicant or permit holder.
7. Choose the Payment Type: Cash, Check, Credit Card, or Money Order.
8. Enter the Amount.
9. Enter the Check # and Receipt # if they apply.
10. Add a Note if there is anything else worth recording.
11. Click Save. If you have another transaction to enter on the same record, click Add Another instead. It saves this one and opens a blank form right away.

[Screenshot needed: Transaction Details form with the Type, Payment Type, and Amount fields filled in]

Other ways transactions are added

• Add E-Payment. On accounts with a credit card processor set up, an Add E-Payment button appears in the record toolbar. Staff can enter a credit card payment on the spot, and the transaction is added to the Transactions tab automatically.
• Online payment link. When a record's status changes to something like "Payment Requested," an automated email goes to the applicant with a link to pay online. Once they pay, the transaction appears in the Transactions tab on its own, including the credit card details.

Where to find the audit history

Credit card payments processed through GovPilot are also listed under the Payment Transaction tab of the record's Log, which you open with the Log button in the toolbar. That view is read-only and is there for auditing. The Transactions tab on the record is where you add and manage entries.

✅ Pro Tip: When a fee is forgiven, record it with the Waived type. The Balance Remaining and Amount Waived totals then stay accurate, and the history of what was owed is preserved.

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