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Payment reference numbers are unique identifiers associated with every financial transaction such as direct debit, bank transfer, card payment, and more. You can reconcile online payments easily using the information captured in Chargebee as all the payments are automatically associated with the invoices and the respective customers. However, reconciling offline transactions with their respective invoices require manual effort that is time consuming and error prone.
Payment reference numbers can help connect invoices with payments, which in turn helps you with easy reconciliation. You can configure payment reference number formats in your Chargebee site for certain countries in your Chargebee site. The payment reference numbers are generated and displayed for the corresponding countries in Chargebee invoices and e-invoices, using which you can reconcile your payments.
To add payment reference numbers to your Chargebee invoices, follow these steps:
Navigate to Settings > Configure Chargebee > Invoices, Credit Notes and Quotes > Invoices > Payment Reference Numbers and click Manage.
On the Manage Payment Reference Numbers page, click Add Country and select the country for which you want to add a payment reference number format.
On the Configure payment reference number for country pop-up, specify the following details:
Payment reference number format for the selected country is added successfully. Click the Ellipsis icon to Edit or Delete the format.
Click Add Country to add payment reference formats for more countries. Once you've added formats for all required countries, click Done > Apply Changes.
Click Manage under Payment Instructions to attach payment reference numbers to your payment instructions so they get displayed on the invoices.
You will be redirected to the Smart Payment Instructions page, where you can configure payment instructions for online/offline payments to be displayed on invoices for relevant customers based on the Invoice currency or Billing country.
While adding payment instructions for a Bank Transfer, enable the option to Attach payment reference number, select the payment reference number format from the drop-down and click Submit.
Once you've configured payment instructions for all required countries, click Done > Apply Changes.
The payment reference number gets displayed on the billing countries' invoices along with the payment instructions configured.
Click here to learn more about invoice customization in Chargebee.
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