Understand how payment records work in Sanka, including incoming payments, invoice matching, receivables, status checks, and AI-safe reconciliation.
Last updated: May 29, 2026
The Payment object stores money received from customers. Use payment records to record incoming funds, match them to invoices, monitor receivables, and keep a reliable audit trail for finance, customer support, and accounting.This reference explains what a payment record should contain, how it connects to invoices and customers, and what to check before using AI, CSV, integrations, actions, workflows, or manual entry to create or reconcile payments.
What a payment record represents
A payment record represents one incoming payment event or receipt. It may come from a bank transfer, card payment, payment service, manual entry, CSV import, or connected integration.Common fields include:
Payment ID or record ID
Customer company or contact
Payment date
Payment amount and currency
Payment method or source
Related invoice or invoices
Fees, withholding, exchange differences, or adjustment notes when your process tracks them
Record owner and source details from UI, CSV, integrations, actions, workflows, or AI-assisted creation
Payment properties can be customized by workspace admins. If a payment method, status, or adjustment field is missing, check object and property settings before treating it as a bug.
How payments connect to other records
Payments are usually reviewed together with the invoice and customer that explain why the money was received.
Companies and contacts: the payer, billing recipient, or customer contact
Invoices: open invoices that the payment settles in full or in part
Orders and subscriptions: the commercial source behind the invoice
Items: products or services when line-item detail is needed
Journal entries: accounting records created from payment and invoice activity
Tasks and tickets: collection follow-up, refund questions, or customer support cases
If a payment is visible but the invoice still looks unpaid, first check whether the payment is associated or reconciled with the invoice.
Create or import payments
Payment records can be created in several ways:
Manually from the Payment object
From CSV import
From a payment or accounting integration
Through actions or workflows configured by your team
From an AI-assisted draft after review
When using AI, ask for a matching review before creating or updating records.
Sample prompt
/sanka Review these incoming payments before creating payment records in Sanka. Show the payer, payment date, amount, currency, likely invoice matches, unmatched invoices, possible duplicate payments, fees or short payments, and rows that need manual review. Do not create, update, or reconcile records yet.
After review, confirm the records to create, the matching key to use, whether archived invoices should be considered, and how to handle partial payments, overpayments, fees, or duplicate candidates.
Match payments to invoices
Payment matching, also called reconciliation, connects received money to the invoice or invoices it should settle.Common patterns include:
One payment for one invoice
One payment covering multiple invoices
Multiple payments for one invoice
Partial payment where the invoice remains open
Overpayment or duplicate payment that needs manual review
Short payment caused by bank fees, withholding, currency differences, or customer error
Creating a payment record does not always mark an invoice as paid automatically. The invoice should only move to paid when the matched payment amount satisfies the invoice according to your team's rules.
Expected behavior
When a payment is created successfully:
It appears in the Payment object list unless it is archived or filtered out by the current view
Customer, payment date, amount, currency, owner, source, and key properties are saved
It can be associated with one or more invoices, depending on the reconciliation case
The invoice receivable status can be updated when matching or workflow rules confirm the invoice is fully paid
Payment history remains available for receivables reporting, customer support, and accounting review
Imports and integrations may store source details so the same payment can be updated or deduplicated later
Archiving a payment hides it from active views. It does not automatically delete the related invoice, order, customer, journal entry, or history.
Troubleshooting
A payment does not appear after import
Check whether the import completed, whether the row failed validation, whether the payment was archived, and whether your current view filters it out.
A payment was duplicated
Check which matching key was used during import or integration sync. Compare payment date, payer, amount, currency, source reference, and invoice association before merging, archiving, or reimporting.
The invoice is still unpaid after payment entry
Confirm that the payment is associated or reconciled with the invoice. Then compare payment amount, invoice total, fees, short payment, partial payment, currency, and any workflow rule that updates invoice status.
The payment amount does not match the invoice
Check whether the difference is a bank fee, withholding, discount, refund, currency difference, overpayment, underpayment, or customer mistake. Do not mark the invoice paid until your team's rule for the difference is confirmed.
AI cannot decide how to reconcile
Ask AI to list candidate invoices and explain the matching evidence. Do not reconcile until a person confirms the correct invoice, the amount to apply, and how to handle any difference.
Checkpoints
Use record history, action history, workflow history, and audit logs to confirm who created or matched payment records and how invoice status changed.
Search Sanka...
Review payment matching
Logs
Search logsAll actionsAll dates
ID / ActionDateTarget / ItemChangeActor
3Reviewed payment candidates2026/05/10 16:10Incoming paymentsMatched payer, amount, and invoice number candidatesClaude integration
2Created payment record2026/05/10 16:25Green Salon Group paymentRecorded 120,000 JPY bank transferSanka user
1Matched payment to invoice2026/05/10 16:30Invoice 1233Applied payment and marked invoice paidFinance user
Payment changes should be checked together with the invoice, customer, remaining receivable amount, and any accounting export or journal entry.
