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Accounting transactions (payment log)

Accounting transactions (payment log)

Last updated: February 3, 2026

The Transactions page is your detailed payment ledger. It shows individual payments (and refunds) that have been processed through Alba for your location, so you can answer “what exactly happened?” when you’re reconciling or investigating a question.

This page is best for:

  • Finding a specific payment from a customer
  • Understanding fees and what you actually keep (net)
  • Checking the status of payment links (pending/expired/cancelled/paid)
  • Issuing refunds (when available)

It’s not meant to be a month summary. For month totals, use Accounting → Overview and Accounting → Settlements.

Where to find it

Go to Admin panel → Location → Accounting → Transactions.
Everything is scoped to the selected location.

What’s included (and what’s not)

  • Included: Payments handled through Alba for this location (bookings, memberships, value cards, gift cards, events, etc.).
  • Not included: Payments taken outside Alba (cash, external invoices, terminal payments not run through Alba, etc.).

How to find what you’re looking for


Quick filters (one-click)

At the top you’ll typically see shortcuts like:
  • View all
  • Paid
  • Pending (payment link sent, not paid yet)
  • Expired (payment link expired)
  • Cancelled (payment link cancelled)
  • Refunded
These are great when you’re trying to separate “money collected” from “links still waiting”.

Filter button (deeper filtering)

Use Filter to narrow by:
  • Products: Membership, voucher/value card, gift card, event
  • Bookings: Simulator bookings (and instructor-related payments if applicable)
  • Seller: Useful when payments are tied to a specific instructor/seller (only appears when relevant)
  • Type:
  • Payment link (you sent a link)
  • Direct purchase (paid directly in checkout)

Search

Use the search field to quickly find transactions by things like:
  • Customer name or email
  • Event name
  • Membership name
  • The payment reference

Understanding the table (column by column)


Transaction

This tells you what the payment was for and when it was registered.

Examples you might see:

  • A simulator booking (often with the booking time shown)
  • An event payment
  • A membership payment
  • A value card / gift card purchase

Status

A human-friendly status label such as Paid, Refunded, Pending, Expired, Cancelled (and sometimes other technical statuses if something failed mid-flow).
If you hover the status, you’ll often get a short explanation.

Shows whether a payment link is pending, expired, cancelled, etc.
If the payment wasn’t done via payment link, this will be empty/neutral.

Info

Shows who paid (customer name), and may include a clickable product name for more details.
Tip: If you click into details, you can usually see a clean breakdown like gross amount, fees, net amount, plus the payment reference.

Amount

What the customer paid (or what was refunded).
Refunds can look different depending on how old the payment is:
  • Sometimes you’ll see a negative amount (a refund transaction).
  • Sometimes you’ll see a refunded payment row where the displayed amount may look unusual (for example, showing 0 with the original amount in brackets). This is normal for older transactions.

Net

What your venue keeps after fees.
If you hover, you can typically see the fee amount that was deducted.
Important: On some older refunds, you may see net still negative (fees may not be returned even when the customer is refunded). This is why “refunded” doesn’t always mean “back to zero”.

Actions you can take from this page

Open the actions menu on a row (if available). Depending on the transaction, you may be able to:
  • Refund a paid transaction
  • You’ll be asked to enter a refund reason
  • Refunds can’t be undone, so use this for real corrections only
  • Create / resend / cancel a payment link (when the payment supports it)
Useful when a customer says they didn’t receive the link, or it expired.
Not every transaction will show actions—Alba only enables what’s valid for that specific payment.

Exporting transactions (CSV)

Use Export to download a CSV for accounting work.
What to expect:
  • You choose a date range (up to 1 year)
  • You must select at least one product or booking type to export
  • You can optionally narrow by paid/refunded and payment-link states
The export is ideal for Excel/Sheets and for sharing with your accountant when you need line-by-line documentation.

Summary

Use Accounting → Transactions when you need exact answers about individual payments:
  • What was paid, for what, by whom, and when
  • What fees were deducted
  • What net amount the venue keeps
  • Whether it was refunded (and how it appears)
For month totals and bank reconciliation, pair this with:
  • Accounting → Overview (month summary)
  • Accounting → Settlements (what actually hit your bank account, and when)