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Entries with payment

When you select a form entry with payment, you’ll see all the information about that transaction that you need.

Entry Information

Payment Summary

All of the transaction details will appear in your Payment Summary.

Processor

This tells you how the payment was processed – electronically via PayPal/Stripe, or manually (with cash).

Description

This is the name of the form that the entry was submitted to, and the number assigned to the entry (by chronological order).

Transaction Number

This is the unique transaction number that corresponds with your PayPal or Stripe account. You’ll need this if you ever make changes to your transactions within PayPal/Stripe instead of within Cognito Forms.

Also included in the Payment Summary is the payment amount, time it was processed, the card type and last 4 digits of the card, and the payment status.

Order Summary

The summary of the order will appear here, including the line items for their order, the subtotal, any additional fees and the total amount paid.

Beneath the Payment and Order summaries is the full entry the user submitted. This is where you’ll find any additional information you’ve collected from them (Name, contact info, special requests, etc.).

Payment Statuses

Unpaid

Typically any form with payment is required to have credit card information before submission. However, you can get an “Unpaid” entry in one of four ways:

  1. Creating a form that allows customers to pay you at a later date using conditional payment,
  2. Receiving a paid submission to a form without a connected PayPal/Stripe account,
  3. Manually adding a new entry through Entries, or
  4. Editing a Refunded entry to change the amount owed.

This is useful if you’d like to collect or edit payments by credit card or cash in person, but would still like to track and manage the transactions via your Cognito Forms account. The options to pay with cash or credit card can be found under the Order Summary of an “Unpaid” entry.

Paid

Any form submission with a successful payment transaction will appear as “Paid” in your Entries menu. Making a payment on an “Unpaid” entry will also convert the entry to “Paid”.

Declined

Declined payments will occur when there is either an issue with the user’s credit card information or an issue connecting to your PayPal/Stripe account. For more details on why the transaction was declined, you can look up the transaction in your PayPal/Stripe account.

Refunded

Payments can be refunded either in your Entries inside Cognito Forms or in your PayPal/Stripe account – any payment status changes will be updated in both systems automatically.

Editing Entries

Refunding charges

Payments can be refunded through Cognito Forms or through your PayPal/Stripe account. To refund through Cognito Forms, select the entry from your Entries menu and click “Refund” in the green box under “Payment Summary”.

Changing form data

When you select an entry and view its details, you can select “Edit” from the green footer menu to make changes to any field data submitted. Click “Save” when finished or “Cancel” to leave without making your changes permanent.

Changing the payment total

If you edit an entry so that it changes the total amount that your user owes after you’ve received payment, it will not change the Order Summary or the amount charged to their credit card. If you want to charge the user a different amount, you’ll need to refund the initial payment first. Then, you’ll be able to edit the “Unpaid” order and select “Pay with Credit” to re-enter their card information for the updated payment amount.

Manual payments

When an entry is marked as “Unpaid”, there are two options for payment – with cash or with credit. If you’re collecting money in person and would like to still track through Cognito Forms, you can select “Pay Cash” to manually mark the amount as paid.

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