The full record for a single payment commitment — view and edit the promise amount, date, status, and confirmation method, manage the linked transactions, review the activity timeline, and inspect the complete audit trail.
Overview
The Promise Details page opens when you click a Promise ID from the Promises to Pay list. It shows everything about one customer payment commitment in a three-tab layout: Overview (customer information, promise summary, notes, and linked transactions), Activity (a chronological timeline of calls, emails, and notes), and Audit Log (a tamper-proof history of every change ever made to this promise record). A collapsible left sidebar lists all promises so you can jump between records without returning to the list. In view mode the header shows an Edit button; clicking it unlocks all editable fields and exposes an Add Transaction button in the Transactions card.
Key Features
Feature | Description |
Collapsible Promises Sidebar | Lists all promises. Click any promise to navigate directly to its detail. Collapse using the arrow button; reopen via the teal PROMISES handle. |
Overview Tab — Customer Information Card | Customer account number and name, contact name, email (with teal Send Email button), and phone (with teal Log Call button). |
Overview Tab — Promise Summary Card | Promise Date, Promised Amount (calculated from linked transactions), Assigned User, Status badge, Confirmation Method badge, Case Number link, Created By, Created At, and Days Overdue badge. |
Overview Tab — Promise Notes Card | Current promise notes in view mode with a "View Full Activity History" button. Editable text area in edit mode. |
Overview Tab — Transactions Card | All invoices linked to this promise in a searchable, sortable, paginated table. Supports column configuration and Excel export. In edit mode: selectable rows with editable promised amounts and Add Transaction button. |
Promised Amount Validation | Validates that each promised amount does not exceed the transaction's outstanding balance, that signs match, and that the combined total does not exceed the combined outstanding. |
Activity Tab — Timeline | Chronological feed of all calls, emails, notes, and system events. Filter by Activity, Notes, or Communications. |
Activity Tab — Add New Note | Dedicated panel to post an internal note without entering edit mode. |
Audit Log Tab | Complete ordered history of every modification to this promise record. |
Edit Mode | Click Edit to enter edit mode. Promise Date, Assigned User, Status, Confirmation Method, Notes, and transaction promised amounts become editable. Click Save Changes to commit or Cancel to discard. |
Send Email and Log Call | Available in view mode from the teal action buttons in the Customer Information card. |
Export Transactions | Download icon in the Transactions card header: Export Current View or Export All Columns (Excel). |
Sections & Fields
Field | Description |
Page header | Shows customer name and Promise ID badge. Back button returns to the Promises to Pay list. |
Edit / Save Changes / Cancel buttons | In view mode: Edit button. In edit mode: Cancel and Save Changes buttons. |
Tabs — Overview / Activity / Audit Log | Overview is the default. Activity shows the communication and note timeline. Audit Log shows the change history. |
Customer Information — Customer | Account number in brackets followed by the customer name. Read-only. |
Customer Information — Contact Name | Primary contact name for this customer. Read-only. |
Customer Information — Email Address | Email with a teal Send Email button. Clicking the email address opens the default email client. |
Customer Information — Phone Number | Phone number with a teal Log Call button. Clicking the number opens the default phone dialler. |
Promise Summary — Promise Date | Date the customer committed to paying. Date picker in edit mode. |
Promise Summary — Promised Amount | Sum of all promised amounts across linked transactions. Always read-only here — edit in the Transactions card rows. |
Promise Summary — Assigned User | The credit controller responsible. Dropdown in edit mode. |
Promise Summary — Status | Active, Broken, Paid, Partially Paid, or Closed. Dropdown in edit mode. |
Promise Summary — Confirmation Method | Phone, Email, or Portal. Editable in edit mode. |
Promise Summary — Case Number | Clickable link to the linked collection case. |
Promise Summary — Days Overdue | Red badge shown only when the promise is past its due date. |
Transactions card — search | Filters the transaction table by reference number, description, currency, or status. |
Transactions card — Export button | Dropdown: Export Current View or Export All Columns. Downloads as Excel. |
Transactions card — Column Settings | Opens the column configuration dialog. |
Transactions card — Add Transaction button | Visible only in edit mode. Opens the Select Transactions modal. |
Transactions card — row checkbox | Visible only in edit mode. Uncheck to unlink a transaction. |
Transactions card — Promised Amount column | Editable in edit mode. Inline validation shows an error if the amount exceeds the transaction's outstanding balance. |
Transactions card — Total footer | Shows the sum of promised amounts across all linked transactions. Updates dynamically in edit mode. |
Activity tab — Filter by Type toggles | Three toggles: Activity (blue), Notes (purple), Communications (green). |
Activity tab — Add New Note panel | Visible on the Activity tab at all times. Type and post an internal note without entering edit mode. |
Audit Log tab — change entries | Each entry shows a colour-coded action icon, description, old → new values, user, and timestamp. |
User Guide
Getting Started
Open Promises to Pay from the Collections menu, then click any Promise ID to open its full detail page. The page loads on the Overview tab in view mode. Use the three tabs — Overview, Activity, Audit Log — to navigate between sections. The left sidebar lists all promises and lets you jump between records; collapse it with the arrow button to give the main content more space.
How do I edit the promise details?
Click the Edit button in the top-right header.
The Promise Date, Assigned User, Status, Confirmation Method, and Notes fields unlock.
The transaction rows in the Transactions card also become editable — you can update individual promised amounts or uncheck rows to unlink transactions.
Click Save Changes to commit all edits in one request.
Note: Click Cancel at any time to discard all pending changes and return to view mode.
How do I log a call from this page?
In view mode, click the teal phone button next to the phone number in the Customer Information card.
In the Log Call modal, complete the call outcome and any notes, then confirm the date.
Click Save. The call appears in the Activity Timeline immediately.
Tip: Log the call note as soon as you hang up — even a brief summary ensures colleagues can pick up the promise if you are unavailable later.
How do I send an email from this page?
In view mode, click the teal envelope button next to the email address in the Customer Information card.
In the Send Email modal, compose your message or select a template.
Click Send. The email is logged in the Activity Timeline as a Communication entry.
How do I add a transaction to the promise?
Click Edit to enter edit mode.
Click Add Transaction above the Transactions table.
Search for the invoice in the modal and select it.
The invoice appears in the table with a "pending" indicator.
Click Save Changes to link the transaction to the promise.
Note: Inline validation will show an error if the Promised Amount for any row exceeds the transaction's outstanding balance.
How do I add an internal note to the Activity timeline?
Switch to the Activity tab.
The Add New Note panel is always visible at the top of the timeline. Type your note in the text area.
Click Add Note. The note appears in the timeline immediately tagged as a Note.
Note: Notes added here are internal only and are never visible to the customer.
How do I review the full change history for a promise?
Switch to the Audit Log tab.
Each entry shows: a colour-coded action icon, description, old → new values, the user who made the change, and the exact timestamp.
Scroll down and click Load More to see older entries.
Tip: Use the Audit Log when a manager queries why a status was changed or which user took an action.
Pro Tips
Use the Add New Note panel on the Activity tab rather than entering full edit mode just to leave an observation — it is faster for a quick update after a call.
When a customer partially pays, enter edit mode, update the Status to Partially Paid, reduce the promised amount on the applicable transaction, and save. Then create a new promise for the remaining balance.
Check the Audit Log tab before making any changes to a promise that has been touched by another user — it shows exactly what was changed and when.
The sidebar lets you jump between promises without returning to the list — significantly faster when working through a batch of broken promises in a single session.
FAQ
Why is the Promised Amount field in the Summary card read-only? The Promised Amount is calculated from the sum of individual promised amounts across all linked transactions. To change it, enter edit mode and update the Promised Amount column on the specific transaction row(s) in the Transactions card.
What happens if I uncheck a transaction in edit mode? Unchecking a row marks it for removal from this promise but does not affect the underlying transaction. The transaction remains open and can be linked to a different promise. The removal is only committed when you click Save Changes.
Can I change the linked collection case after a promise is created? No. The case link is set at creation and cannot be changed. To create a promise on a different case, create a new promise directly from that case.
What does the Days Overdue badge in the Promise Summary mean? It shows how many days have passed since the Promise Date without a matching receipt being recorded. It only appears when the promise is past its due date and has not been marked Paid or Closed.
Are notes added on the Activity tab visible to the customer? No. All notes added via the Activity tab Add New Note panel are internal only and are never sent to the customer.