> ## Documentation Index
> Fetch the complete documentation index at: https://docs.rc.cleverhub.co/llms.txt
> Use this file to discover all available pages before exploring further.
# Managing Payins in the Merchant Portal
> View incoming payment history, search and filter transactions, customize columns, export data, generate manual payment links, and resolve disputes.
The **Payins** section gives you a complete record of every incoming payment processed through Hello Clever for the selected Payments Account. This page covers how to navigate the Payins history table, drill into individual transaction details, generate payment links manually, and handle disputes when they arise. The screen notes the display time zone (for example, *Sydney GMT+10:00*).
## Payins history layout
The Payins history table shows one row per transaction. Each row includes:
| Column | Description |
| ------------------ | ---------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Amount** | Total payment amount. |
| **Status** | Current state of the payment. See [payment statuses](#payment-statuses). |
| **Payin ID** | Unique identifier for the payment (for example, `pi_oUsIMbSq01ZR`). |
| **External ID** | An identifier from an external system, if one applies. Shows `---` when none. |
| **Name** | Customer who made the payment. |
| **Method** | Payment method used, shown as the scheme or method logo (for example, Visa, American Express, or PayID). |
| **Created Date** | When the payment was created, shown in the display time zone. |
| **Dispute Reason** | Why a dispute was raised on the payment, when one has been. Shows `---` for payments with no dispute. See [resolving disputes](#resolving-disputes). |
You can sort by **Amount**, **Name**, and **Created Date** using the arrows in the column headers. Use **Previous** and **Next** at the bottom of the table to move between pages.
### Payment statuses
A payment moves through these states:
| Status | What it means |
| --------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Incomplete** | The payment was started but never finished, for example the customer abandoned checkout or let the link expire. |
| **Authorised** | The payment was authorised but not yet approved for settlement. |
| **Approved, Awaiting Settlement** | Approved, but the provider has not settled the funds yet, which is common for card payments. The amount sits in your **Incoming** balance until settlement completes. |
| **Received** | Funds have settled and are reflected in your **Available** balance. |
| **Refund pending** | A refund has been requested but has not yet completed. |
| **Refunded** | The full amount was refunded to the customer. |
| **Partially refunded** | Part of the amount was refunded. |
| **In dispute** | The customer has disputed the payment. See [resolving disputes](#resolving-disputes). |
The **Status** filter list scrolls, and a few less common statuses sit below those shown above. Open the filter to see the full set available on your account.
If a card payment shows **Approved, Awaiting Settlement** and you cannot see the money in your available funds, that is expected. Check the **Incoming** figure on the [All Balances screen](/portal/balances#balance-summary). It holds approved payments that have not settled yet.
## Searching and filtering
Use the **Search** box at the top to find transactions by details such as Payin ID, name, or external ID. Alongside it are three filters:
* **Date**: focus on a specific timeframe.
* **Status**: any combination of the [payment statuses](#payment-statuses).
* **Payment method**: All, PayID, PayTo, Credit card, BSB / Account No, or Hello Clever.
The **Payment method** filter groups by method, not by card scheme. The **Method** column shows the specific scheme with a Visa or American Express logo, but both are filtered together under **Credit card**. There is no option to isolate a single card scheme.
**The Payins table is filtered by default.** The **Status** filter arrives with most statuses selected but **Incomplete** left out, which is why the pill reads something like *Status: Authorised & 8 more* before you touch anything.
Payments the customer never finished are therefore hidden until you tick **Incomplete** yourself. If a payment you expected is missing from the table, check this first.
### How the filter panels work
The two filters behave differently.
**Status** opens a panel of checkboxes so you can combine several values in one filter.
Select **Status** to open the **Filter by: status** panel. The pill summarises the current selection (for example, *Status: Authorised & 8 more*).
Tick or untick individual statuses, or tick **All** to include every status at once. The list scrolls, so check below the visible options before applying.
Select **Apply** to update the table.
Ticking boxes alone does not filter anything. The table only updates when you select **Apply**. If the results look unchanged, check that you applied the panel rather than clicking away from it.
**Payment method** opens a plain list, not checkboxes. Select one method and the table updates immediately. There is no **Apply** button, and you cannot combine two methods.
To see everything again, choose **All**.
Because you can only pick one method at a time, use **Export** if you need a single report covering two methods. The export follows your other filters, so you can leave Payment method on **All** and filter by status and date instead.
Each panel has its own **Reset** link, which restores that filter's default and leaves your other filters untouched.
An active filter is highlighted and carries an **×**. Select it to clear that one filter while leaving the others in place. Click **Reset filters** to return every filter to its default, or the refresh icon to reload the latest transactions.
## Customizing columns
Click the **settings** (gear) icon above the table to choose which columns appear. Check or uncheck any field to tailor the view to what matters most for your operations.
## Exporting Payin data
Click the **Export** button in the top-right area of the Payins screen.
In the **Email to** field, enter the address where you want the exported file sent.
Click **Export**. The report is generated in the screen’s display time zone (for example, Sydney GMT+10:00) and follows any filters you have applied.
The export will follow your current filters. If you don’t set filters, the export covers the past 30 days.
## Understanding Payin details
Click any row in the Payins history table to open the **Payin Details** page for that transaction. The header shows the payin amount (for example, *Payin \$14.00*) alongside a status badge such as **Received**. The page is divided into the following sections:
A financial summary of the transaction:
* **Transaction amount**: the total payment amount (for example, `$14.00`).
* **Fees**: fees deducted from the transaction (for example, `- $0.78`). Expand this row to see the fee breakdown.
* **Amount (Net)**: the net amount credited to your balance after fees (for example, `$13.22`).
Specifics of the payment and the method used:
* **Balance ID**: identifier for the balance entry associated with this payment (for example, `bl_pi_A3XTtNQsmudo`). A copy icon is available.
* **Payin ID**: unique identifier for the payment (for example, `pi_A3XTtNQsmudo`). A copy icon is available.
* **External ID**: an identifier from an external system, if one applies. Shows `---` when none.
* **Reference**: unique payment reference (for example, `CARD_8YeGMVQditpg5Gu`). A copy icon is available.
* **Created date**: when the payment was created, shown in the display time zone.
* **Updated date**: when the payment was last updated.
* **Paid on**: when the payment was completed.
* **Expiry date**: when the payment authorization expires.
* **Method**: payment method used (for example, Visa or PayID).
* **Plugin type**: the platform used to process the payment (for example, Hello Clever API).
Tools for sharing the payment request:
* **Payment link**: the shareable checkout URL (for example, `https://paylink.cleverhub.co/...`). A copy icon is available.
* **Payment QR code**: a scannable QR code for the payment. Use the accompanying icons to **download** the QR code image or **copy** it.
Details of the customer linked to the payment:
* **Customer ID**: the customer’s unique identifier (for example, `cus_P4IBHCN8`). This field is clickable: select it to open the customer’s record.
* **Name, Email, Address, and Phone.**
* If a field has no value, it is shown as `---`.
Information about the payment instrument used by the sender:
* **Card number**: the masked card number (for example, `**** 1000`).
* **Card brand**: the card network (for example, Visa).
From the top-right of the Payin Details page you can also **Refund payment** directly if needed.
## Generating a manual payment link
Use the **Request Payment** feature to create a payment link or QR code you can send directly to a customer: useful for invoices, in-person requests, or situations where the customer cannot reach your checkout.
Click the **Request payment** button in the top-right of the Payins screen. You can also reach it from the **Request Payment** item in the account’s sidebar menu, or the **Request payment** button on the All Balances screen. The **Create Payment Request** dialog will open.
In the **Amount** field, enter the value you are requesting. The currency (for example, `AUD`) is shown to the left of the field.
Choose the **Payments Account** that should receive the payment from the dropdown (for example, *Arttoy Store*).
For **JPY** payment requests, an **Account name** field appears beneath the Payments Account dropdown. This controls the name your customer sees as the account they are paying into, so you can label each payment link for the customer or order it belongs to.
The field has three parts:
* **Prefix**: a fixed value shown above the input (for example, `ハロークレバージヤパン（カ`). You cannot edit it.
* **Your suffix**: the part you type. Enter it in katakana.
* **Preview**: a live line showing the complete name that will be registered, so you can check it before creating the request.
This is the account name the customer sees when they are paying using this payment link. Choosing something recognisable, such as a shortened customer or order name, makes the payment easier for them to confirm and easier for you to reconcile.
The combined prefix and suffix are subject to the same length limit and character rules as any other account holder name, so the suffix you can add is short. Check the **Preview** line rather than assuming the full text you typed will fit.
Use the **Customer** dropdown to select an existing customer. To create a new one, choose the add-customer option and fill in the fields that appear:
* **First name** (required)
* **Last name** (required)
* **Email** (required)
Once a customer is selected, the dialog shows their **First name**, **Last name**, and **Email** beneath the dropdown so you can confirm you have the right person before sending the request. Two icons sit alongside those details:
* The **pencil** icon edits the selected customer's details.
* The **trash** icon removes the customer from this request, letting you pick a different one.
Check the email address in this panel before creating the request. It is where the payment link is sent. A typo means the customer never receives it.
For payment requests in JPY, enter the customer’s first and last name in full-width katakana, matching the name registered with the bank account paying for the request.
Enter a **Description** for the request. This field is pre-filled with the name of the selected Payments Account followed by *payment link* (for example, *A-Minimoo payment link*), which you can edit.
Use the **Expires in** dropdown to set how long the payment link remains valid (for example, *7 days*). This creates a deadline for the customer to complete payment.
Click **Create** to generate the payment request. To discard it instead, click **Cancel** or the **×** in the top corner of the dialog.
Amount, Payments Account, Customer, Description, and Expires in are all required fields, marked with a red asterisk (\*).
The **Payment link created** dialog opens with everything you need to collect the payment. Send the customer either the link or the QR code, or add either to an invoice.
* **Payment link**: select **Copy** to copy the checkout URL (for example, `https://paylink.cleverhub.co/...`), or **Open link** to open the checkout page yourself and check how it looks.
* **Payment QR code**: use the **download** icon to save the QR image for an invoice or printed material, or the **copy** icon to paste it straight into an email or message.
### What the confirmation shows
The **Payment details** panel on the right of the confirmation dialog records what you just created:
| Field | Description |
| -------------------- | ------------------------------------------------------------------------------------------------------------ |
| **Payin ID** | The identifier for the payment this request will produce (for example, `pi_mRIV99tIM8Km`), with a copy icon. |
| **Amount** | The amount requested. |
| **Payments Account** | The account that will receive the funds. |
| **Customer** | The customer's name and email address. |
| **Description** | The description attached to the request. |
| **Expiry date** | The exact date and time the link stops working. |
The **Expires in** value you picked is converted to an absolute **Expiry date** here. Choosing *7 days* on 29 July, for example, produces an expiry of *Aug 05, 2026 - 16:31*. Check this before sending if the customer needs a specific deadline.
Three actions sit at the bottom of the dialog:
* **View details** opens the full record for this payment.
* **New payment request** starts another request without leaving the screen.
* **Done** closes the dialog.
The Payin ID exists as soon as the request is created, so the payment appears in your [Payins table](#payins-history-layout) straight away, before the customer has paid. Use it to track whether the request has been completed: the status moves to **Received** (or **Approved, Awaiting Settlement** for card payments) once they pay.
After the customer completes payment, you will receive a confirmation notification in the **Notifications** section.
## Resolving disputes
When a dispute is raised on a transaction, Hello Clever sends you an email notification with the details. Follow these steps to resolve it.
Go to the Hello Clever dashboard and open the **Payins** section for the relevant Payments Account.
Use the search box to locate the transaction by name, Payin ID, or external ID.
Click the transaction row to open the **Payment Details** page. The **Dispute Resolution** options will be shown here.
Click **Accept Dispute**. A confirmation dialog will appear. Confirm to process the refund and close the dispute.
Click **Counter Dispute**. A dialog will appear where you can upload supporting documents. Click **Update Evidence** to submit.
If you have more documents to support your case, click **Update Evidence** on the Payment Details page to upload them at any time.
After submitting, Hello Clever’s support team will review your submission and notify you of the outcome by email.
If you need further assistance with a dispute, contact Hello Clever Support directly from the dashboard.
## Related topics
- [Managing Payouts in the Merchant Portal](/portal/payouts.md)
- [Managing Balances and Accounts](/portal/balances.md)
- [Merchant Portal Overview](/portal/overview.md)