Payment Ledger
Review every payment transaction for your RTO in one searchable ledger, including status, gateway and environment.
Last updated 19 Oct 2026
Payment Ledger
The Payments page is a single ledger of every payment transaction recorded for your RTO, whichever way it was taken: online checkout, a payment link, or a manually recorded off-platform payment.
Each row shows the student and enrolment the payment belongs to, the amount, any platform fee and the net amount, the payment status, the gateway that processed it, and its transaction references.
Open the ledger
Go to Payments in the sidebar. The table lists the most recent transactions first.
Search and filter
Use the search box to find payments by student or reference, sort any column, and filter by status or payment environment. Column visibility and sorting preferences are remembered per user.
Export
Use the table's CSV export to download the current view for reconciliation or bookkeeping.
Access required
Choose the task you are doing. Each row is a separate action.
| Task | Required access |
|---|---|
| View the payment ledger | Invoices and payments: View |
Payment fields
| Task | Required access |
|---|---|
| Configure payment fields | Administrator |
Open Settings → Payment Fields to define text, number, date, checkbox or dropdown fields, such as "Payment for" with Lesson, Test and Retest options. Staff can fill these in when recording a manual payment.
Click a payment row to open Payment details, review its transaction information and edit its payment fields. Click Save to apply the changes. Provider details remain part of the original payment record. Eligible manual receipt corrections are described below.
Payment fields can appear as columns in the main ledger and the payment tabs on students, enrolments and classes. Each table remembers your column choices. A previously selected dropdown option remains visible if the option is later removed, so other fields can still be edited.
Payment statuses
Payments move through statuses such as pending, succeeded, refunded, partially refunded and disputed. Refunds and disputes reported by your payment gateway update the ledger automatically.
Test payments
If your organisation has used payment test mode, those transactions are labelled Test in the environment column so they are never confused with live revenue. Test payments are excluded from platform fees and live revenue totals. Real manual receipts count as live revenue even when online checkout is in test mode; manual receipts for explicitly declared practice remain Test.
The label records payment lineage, not an automatic decision that every historical enrolment was practice. AVETMISS excludes explicit manual practice and verified non-imported provider test enrolments, including their unit courses; ambiguous legacy manual Test labels and imported history remain reportable.
Recording a manual payment
| Task | Required access |
|---|---|
| Record or change a manual payment | Invoices and payments: Edit |
Use Record manual payment to log a payment taken outside RTObase, such as cash or a bank transfer. Manual payments appear in the ledger with a manual gateway label and count toward the enrolment's payment status.
Note
Payment gateway configuration lives in Settings → Payment Settings. See Setting Up Payments.
Correct payment details and allocations
With Invoices and payments: Edit, open an eligible manual receipt in Payment details to correct its date, amount or reference. RTObase refuses changes that conflict with money already allocated, a provider payment or Xero handling.
Use eligible existing receipts to cover booked sessions and split their amount across sessions without recording the same receipt again. The details retain the original receipt and its allocation context. Online checkout receipts retain their provider amount and references.
Reconcile RTObase platform fees
| Task | Required access |
|---|---|
| Review platform billing and fees | Administrator |
On the Startup plan, Metered enrolments on the Overview tab of Settings > Billing shows the learner, course, fee basis, platform fee excluding GST, GST, status and invoice for each metered enrolment. Search by student name and click the learner's name to preview the enrolment. A net-collected basis uses qualifying recorded payments; a course-price basis uses the price saved when the enrolment was created.
Invoiced means attached to an invoice, not paid. Accrued, Awaiting invoice and Reversed are ledger states, not payment confirmations. Finance review means RTObase is reviewing an earlier Stripe charge or credit for that fee, and you do not need to act. Open the invoice for settlement and later credits. A bank transfer shows as paid once RTObase matches the funds.
Fees taken at Stripe Connect checkout are not metered here. They appear under Paid Stripe Connect fees on the same tab, each with a printable tax invoice. RTObase's platform invoices are separate from the course invoices you send your learners or employers. See Review billing in Settings > Billing.