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Transactions: How to Review Payments and Financial Movements in Diamond Operations Pro

The "Transactions" module allows you to review the history of payments and financial movements recorded within Diamond Operations Pro. This module works as a record of movements that were received, processed, or are pending review. From here, you can review payments by card, bank, check, cash, other methods, and transactions that require approval. For the finance team, this module is a key tool for confirming payments, answering billing questions, reviewing differences with invoices, and preparing internal reconciliations.

Before you start
  • Do you know the approximate payment date?
  • Do you know the client’s name?
  • Do you know the payment method?

What the "Transactions" module is used for

The "Transactions" module helps review the financial history recorded in the system.

It can be used to:

  • Confirm whether a payment was recorded.
  • Search movements by client, date, or amount.
  • Review payments by method.
  • Identify transactions pending approval.
  • Verify payments related to invoices.
  • Investigate differences between an invoice and a payment.
  • Prepare financial reviews.
  • Support reconciliation processes.

This module should not be seen only as a payment list, but as a consultation source to understand which financial movements have been recorded and how they were processed.

Who should use this module

The "Transactions" module is intended for users who work with billing, payments, or financial review.

It can usually be used by:

  • Finance staff.
  • Billing staff.
  • Owners.
  • Administrators.
  • Users responsible for reviewing payments.
  • Users who perform reconciliations.
  • People authorized to approve or escalate transactions.

Because it contains financial information, access should be limited to users who truly need to consult or validate movements.

When to use "Transactions"

Use this module when you need to confirm or investigate a financial movement.

Common cases include:

  • A client asks whether their payment was received.
  • A recorded payment needs to be confirmed.
  • Payments are being reviewed by payment method.
  • There is a difference between an invoice and a payment.
  • There are transactions pending approval.
  • A reconciliation needs to be prepared.
  • Processed payments need to be reviewed within a date range.
  • You need to identify how a charge was recorded.
  • Information needs to be validated before answering a financial question.

What information a transaction shows

A transaction can include data that helps identify and review the movement.

Common information:

Date

Indicates when the transaction was recorded or processed.


Client

Identifies who the payment or movement belongs to.


Payment method

Shows how the payment was made, such as card, bank, check, cash, or another method.


Amount

Indicates the value of the financial movement.


Status

Helps identify whether the transaction is processed, pending, or requires approval.


Invoice relation

When applicable, shows whether the transaction is connected to a specific invoice.


Detail or reference

May include additional information to review the origin or context of the movement.

Important concepts

Transaction
A financial movement recorded in the system.

Payment method
The way the payment was made, such as card, bank, check, cash, or other methods.

Pending approval
A transaction that requires review before being considered accepted or processed according to the internal workflow.

Date range
Period used to filter movements on the screen.

Invoice relation
Connection between a transaction and an invoice, when the payment corresponds to a specific charge.

Reconciliation
Review process used to compare recorded movements with external or internal financial information.

Main Transactions screen

The main "Transactions" screen shows a list of recorded financial movements.

From this screen, depending on the user’s permissions, you can:

  • Search transactions.
  • Filter by date range.
  • Review payments by method.
  • Consult transactions pending approval.
  • View date, client, method, and amount.
  • Open details or related references, if available.
  • Review information to answer billing questions.

The screen may include tabs to separate movements by method or status, making it easier to find specific payments.

If a transaction does not appear, the first thing to check is the selected date range and the active tab.

Tabs and payment methods

Tabs allow financial movements to be organized by method or status.

They may include options such as:

  • "All"
  • "Card"
  • "Bank"
  • "Check"
  • "Cash"
  • "Others"
  • "Pending approval"

These tabs are useful when you need to review a specific type of payment or identify transactions that require action.

For example, if you are reconciling cash, you can use the "Cash" tab.
If you need to review pending movements, you can use "Pending approval".

How to search for a transaction

  1. Open the "Transactions" module from the main menu.
  2. Select the correct date range.
  3. Use search if you know the client, amount, or visible data.
  4. Select the payment method tab if you want to reduce the results.
  5. Review the available rows.
  6. Identify the transaction by date, client, method, and amount.
  7. Open the detail or related reference if available.

If you do not find the movement, expand the date range and review the "All" tab.

How to use the date range

The date range is one of the most important filters for finding transactions.

Recommendations:

  • Use a broad range if you do not know the exact date.
  • Narrow the range once you find an approximate date.
  • Review nearby days if the payment may have processed later.
  • Verify that the range includes the recording or processing date.
  • Adjust the range before assuming the payment does not exist.

Many times, a transaction does not appear because the selected date does not match the period when it was recorded.

How to review payments by method

When you need to review a specific payment method, use the corresponding tabs.


Card

Useful for reviewing payments processed by card.


Bank

Useful for reviewing transfers or bank movements.


Check

Useful for reviewing payments received by check.


Cash

Useful for reviewing payments recorded in cash.


Others

Useful for methods not classified under the main options.


Pending approval

Useful for identifying movements that still need review.

Using these tabs helps reduce results and supports reconciliation processes.

Reviewing transactions pending approval. Some transactions may require review before being considered complete.

  1. Open the "Pending approval" tab.
  2. Review each pending transaction.
  3. Confirm the amount.
  4. Verify the client.
  5. Review the related invoice, if applicable.
  6. Confirm the payment method.
  7. Approve, reject, or escalate the transaction according to the company’s internal process.

Before approving a transaction, confirm that the information is consistent and that the movement corresponds to a valid payment.

Investigating differences between invoice and payment

If there is a difference between an invoice and a payment, use "Transactions" to review the recorded movement.

Recommended steps:

  1. Search for the related invoice, if you have that information
  2. Review the date range where the payment may have been recorded.
  3. Search by client or amount.
  4. Verify the payment method.
  5. Check whether the transaction is pending approval.
  6. Open the detail if available.
  7. Compare the information with the corresponding invoice.
  8. Escalate the case if the difference cannot be resolved from the visible information.

Differences may happen because of dates, partial amounts, incorrect methods, pending approvals, or records associated with another invoice.

Use in financial reconciliations

The "Transactions" module can support reconciliation processes.

During a reconciliation, you can review:

  • Payments recorded within a period.
  • Payment methods used.
  • Amounts by client.
  • Transactions pending approval.
  • Payments related to invoices.
  • Differences between what was charged and what was recorded.
  • Movements that need additional review.

Using date and method filters helps compare system information with bank reports, internal records, or other financial documents.

Best practices

To review transactions efficiently:

  • Always start with the correct date range.
  • Use the "All" tab if you do not know the payment method.
  • Filter by method when reconciling a specific type of payment.
  • Review pending transactions before closing a review.
  • Confirm client, amount, and date before answering a billing question.
  • Open related details when available.
  • Do not assume a payment does not exist without expanding the date range.
  • Review the invoice relation when applicable.
  • Escalate cases with important differences to the responsible team.
  • Limit access to authorized users.

Common issues

I cannot find a payment

Try the following:

  • Expand the date range.
  • Clear the search.
  • Review the "All" tab.
  • Search by client.
  • Search by amount.
  • Check whether it is under "Pending approval".
  • Confirm whether the payment may have been recorded on another date.

The payment method seems incorrect

Open the transaction or related invoice and review how the payment was recorded.

If the method was recorded incorrectly, check with an administrator or the finance team to define whether it should be corrected.

A transaction is pending

Review the "Pending approval" tab and follow the review process defined by the company.

Confirm amount, client, invoice, and method before approving or escalating.

The payment appears, but it does not match the invoice

Check whether the payment corresponds to a partial amount, a different invoice, a different date, or a method recorded incorrectly.

If the difference continues, escalate the case to the finance team.

There are too many transactions in the list

Use filters by date, method, or search to reduce results.

You can also sort or review a smaller time window if the screen allows it.

Expected result

By the end, the user should be able to:

  • Search recorded transactions.
  • Review payments by date, client, or amount.
  • Filter movements by payment method.
  • Identify transactions pending approval.
  • Review the relationship between payments and invoices.
  • Use the history to answer billing questions.
  • Support financial reconciliation processes.
  • Detect differences between invoices and payments.
  • Consult financial information in an organized way within Diamond Operations Pro.