What happens when a payment is voided or edited in my accounting system?
Coastline follows it, so the two never disagree. A void becomes a void here, edits to a check or cash payment are copied across, and a card payment is corrected from Coastline instead.
Coastline follows the change, so the two systems never disagree about what a customer has paid. A payment voided in your accounting system is voided here, the invoice it was applied to goes back to owing that money, and the payment stays visible with a note saying where the change came from.
The rule behind it
Whichever system is holding the money owns what happens to that payment. The other one mirrors it.
- A check or cash payment sits in your bank account, and your accounting system is what reconciles it against the bank. So it owns that payment: edits and voids made there flow into Coastline.
- A card payment your customer made through Coastline is held by the payment processor, which can still refund it or report a dispute. So Coastline owns that one, and its amount here is the fact.
What each change does
| Change in your accounting system | What happens in Coastline |
|---|---|
| A payment is voided | The payment is voided here too, with the reason recorded. The invoice balance goes back up. |
| A check or cash payment is edited (date, amount, method, reference, which invoice it pays) | The edit is copied onto the Coastline payment. |
| A card payment taken through Coastline is edited | Coastline sends its own figure back, because the processor's amount is what the customer was actually charged. |
| A check or cash payment is deleted | The payment is deleted here as well. Its history stays in the project's activity. |
| A card payment taken through Coastline is deleted | The payment is voided here rather than deleted, because the processor can still send a refund or a dispute that needs somewhere to land. |
A payment that is voided on one side and deleted on the other still agrees: both count for nothing.
Where you see it
The payment itself says what happened. A payment that was voided elsewhere reads as voided, and hovering it tells you who did it and when. The invoice that lost the payment shows its new balance in the same place it always shows a balance. The project's activity carries a line naming the change and the person in your accounting system who made it.
None of this sends a notification. It is a record of what happened, kept where you would look for it.
If something did not carry across
A change can be refused at the other end, most often because the payment is already inside a bank deposit. When that happens the change stands in Coastline and the sync lands in the failed list with the message it was given, so you can fix the deposit and retry that one row.
Any payment's menu also carries two manual actions, each named after the system you connected: Sync again, which pushes Coastline's version across, and Pull, which takes theirs. Coastline never quietly re-creates a record somebody deleted on purpose, so if a deletion was a mistake, Sync again is how you put it back.
The connection itself lives in Settings, then Integrations, where you can also see when it last synced.
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