Payment Tracking ( Sub-Module)

- What is Payment Tracking?
 

Payment Tracking is the core financial intelligence engine of the Reports module.
It aggregates all incoming payments, regardless of source, method, or document type, and presents them in a searchable, filterable, auditable timeline.
 

This module is read-only by default, except for:
 

• Refund actions

• Status handling

• Deposit linking
   

- Architecture Overview (Visual Concept)
 

documents_payments
│
├─ contactus        → Customer identity
├─ user_detail      → Team member (who charged)
├─ documents        → Invoice / Receipt / GI-IR
├─ invoices_settings→ Company & invoice config
├─ deposit_bank     → Bank deposit status
│
▼
Payment Controller
(loadrecord_payment)
│
▼
HTML + Chart JSON
│
▼
Payment Tracking UI

 

Why Payment Tracking Exists (Business Purpose)
 

Payment Tracking exists to replace manual accounting uncertainty with:
 

✅ Full transparency
✅ Real-time visibility
✅ Accurate reconciliation
✅ Audit-ready records
✅ Automated reporting
 

It acts as the single source of truth for:
 

• Finance teams

• Management

• Auditors

• Customer support
  
  
  - Where Payment Tracking Sits in the System
  
  
  Customer
     │
     ▼
  Invoice / Order
     │
     ▼
  Payment Attempt
     │
     ├─► Success ──► Deposit ──► Accounting Reports
     │
     └─► Failure ──► Retry / Audit / Support
  
  
  Payment Tracking sits between operations and accounting, ensuring no financial action is ever invisible.
  
  
  - Payment Lifecycle – Visual Breakdown
   

  1️⃣ Creation Phase – Intent Becomes Action
   

  A payment record is created whenever:
   

• A customer pays via gateway (card, Bit, transfer, etc.)

• A cashier records cash or check

• A subscription renews automatically

• An external API submits a transaction

• At this moment, the system captures:
   

• Customer identity

• Payment amount & currency

• Payment method

• Related document(s)

• Processing team member

• Technical gateway response

• This guarantees traceability from the first second.
   

  ---

  
  2️⃣ Processing Phase – Reality Check
   

  Not all payments are immediately “real money”.

  During this phase, the system evaluates:
   

• Gateway approval vs settlement

• Check clearance

• Payments may exist in temporary states, allowing the system to:

• Retry safely

• Show failures transparently

• Prevent premature revenue reporting
  
   

• ---

  3️⃣ Finalization Phase – Accounting Truth
   

  Only when a payment is confirmed does it:
   

• Change status to Moved

• Appear in revenue calculations

• Become eligible for deposit & refund

• Flow into CashFlow and Obligo reports

• This protects accounting integrity.
   

  ---

  
  - Payment Status System (Why It’s Critical)
  
   

  ✅ Moved (Successful)
   

  Represents verified money.
   

• Included in financial reports

• Eligible for refund

• Can be deposited to bank

• Considered accounting-safe
   

• ❌ Did Not Pass (Failed)
   

  Represents attempted but unrealized money.
   

• Never deleted
   

• Failed payments are business evidence, not errors to hide.

   

  ---

  - Filtering Logic – Designed for Real Business Questions
   

  Every filter exists because someone in finance or support actually needs it.
   

  - Date Filters
   

  Accountants work by periods, not guesses.
  Filters operate on payment creation date, ensuring accurate cash-basis reporting.
   

  ---

  
  - Amount Range
   

  Used for:
   

• Fraud detection

• High-value audits

• Exception analysis

• ---

  - Customer, Email, Phone
   

  Support teams search by human memory, not IDs.
  This enables fast issue resolution.

  ---

  - Payment Method
   

  Each method has different:
   

• Fees

• Risks

• Settlement delays

• Separating them allows:

• Gateway performance evaluation

• Cost optimization

• Bank reconciliation planning
   

• ---

  - Multiple Payments & Mixed Methods (Real-World Accounting)
  
   

  One invoice can be paid using:
   

• Cash

• Credit card

• Transfer

• All together
   

• Instead of duplicating invoices, the system stores structured multi-receipt data, ensuring:
   

• VAT accuracy

• Correct refunds

• Legal compliance
   

• - Deposit Awareness – Bridging Software & Banks
   

  A successful payment ≠ money in the bank.
   

  Payment Tracking explicitly tracks:
   

• Payment success

• Deposit status

• Deposit date

• Bank linkage

• This enables:

• Accurate cash flow forecasts

• Deposit reconciliation

• Audit-ready reports
  
   

  - Security, Audit & Trust Layer
   

  Every payment:
   

• Is scoped to organization

• Is role-validated

• This ensures:

• Legal defensibility

• Auditor confidence

• Internal accountability

• Cannot be silently removed

• Is traceable to a user