- Checks Module
 

Controlled, Auditable, and Legally Traceable Check Payment Management
 

- Conceptual Overview (What the Checks Module Really Is)
 

The Checks module is a specialized financial control layer designed exclusively for managing check-based payments, which are fundamentally different from digital payments.
 

Unlike credit cards or bank transfers, checks are delayed, conditional, and legally sensitive.
They may:
 

• Be deposited days later

• Bounce due to technical or legal reasons

• Enter legal recovery workflows

• Require manual follow-up and documentation
   

Because of this, the Checks module exists as a dedicated operational system, not just another payment list.
 

- Why Checks Require Their Own Module
 

Checks introduce risk, delay, and legal exposure.
 

This module ensures:
 

• Every check has a life cycle

• Every status change is intentional

• Every rejection is explicitly documented

• Every image is stored and traceable

• Every check is owned by a responsible team member
   

Without this structure, checks would become financial blind spots.
 

- Life Cycle of a Check (High-Level Flow)


Check Received
   │
   ▼
In Treatment
   │
   ├─► Paid Up
   │
   ├─► In Agreement
   │
   └─► Legal / Attorney

 

Each stage reflects a real-world banking and legal state, not just an internal label.
 

- Status System (Operational Meaning, Not Just Colors)
 

Each check status represents a financial and legal condition:
 

• Paid Up (Green)
  
  The check cleared the bank. Money is confirmed. No further action required.
   

• In Treatment (Yellow)
  
  The check is deposited or under review. Outcome is not yet known.
   

• In the Care of an Attorney (Red)
  
  The check failed and entered legal recovery. This status freezes financial assumptions.

• In Agreement (Gray)
  
  A settlement exists. Payment may be structured, delayed, or partially agreed.
   

These statuses directly affect reports, obligo, and risk exposure.

❌ Rejection Reasons – Legal Accountability Layer

 

A rejected check is never “just failed”.

The system enforces 27 predefined banking-standard rejection reasons, ensuring:
 

• Uniform terminology

• Legal defensibility

• Bank compatibility

• Accurate recovery workflows
   

Each rejection reason is stored permanently and linked to:
 

• Status

• Notes

• Team member

• Customer record
   

This is essential for legal disputes, audits, and debt recovery.
 

- Extra Detail JSON – Why It Exists
 

Checks carry non-relational data:
 

• Holder name

• ID number

• Pay-to-order text

• Images

• Assigned team members
   

Instead of fragmenting the schema, all check-specific data is stored inside a structured JSON object, giving flexibility while preserving consistency.
 

This allows:
 

• Future expansion

• Multiple images

• Multi-member responsibility

• Zero schema migrations
   

- Team Member Assignment (Ownership & Responsibility)
 

Every check can be assigned to one or more team members.

This transforms checks from passive records into owned financial tasks.
 

Benefits:
 

• Clear responsibility

• Targeted visibility

• Reduced errors

• Faster resolution
   

Non-admin users see only checks assigned to them, while admins retain full oversight.
 

- Image Management (Proof & Evidence)
 

Each check can store multiple images, such as:
 

• Front / back of check

• Bank stamp

• Legal annotations
   

Images are:
 

• Stored securely

• Previewed inline

• Viewable in full resolution

• Permanently linked to the check record
   

This makes the module audit-ready at all demonstrates proof of payment or failure.
 

✏️ Editing Philosophy (Controlled, Not Freeform)
 

Check details can be edited, but never casually.
 

Edits update:
 

• Structured JSON fields

• Notes

• Status

• Rejection reasons
   

Every change is intentional and reflected immediately in:
 

• Reports

• Obligations

• Legal workflows
   

There is no “silent correction.”
 

- Export & Reporting Integrity
 

Exports include:
 

• Check holder details

• Status

• Rejection reasons

• Assigned members

• Notes

• Amounts & currency
   

Exports always:
 

• Respect filters

• Reflect live status

• Preserve legal context
   

This ensures exported data is safe for accountants, lawyers, and auditors.
 

- Security & Access Control
 

The Checks module enforces:
 

• Organization-level isolation

• Role-based visibility

• Assignment-based access

• Safe deletion with confirmation
   

No user can accidentally:
 

• View unauthorized checks

• Modify unrelated records

• Delete checks without intent