Manual Payment Proof (Upload & Review)

Purpose

When parents pay offline (Mobile Money agent, bank deposit, cash at office without immediate recording), they can upload proof on the pay page. Accountants approve or reject submissions before the invoice is marked paid.

H10A: Parent — Upload proof

• Parent opens invoice pay link (/pay/...) or finds invoice at /pay.
• Select tab Upload proof.
• Fill in:

- Payment date and time

- Transaction / reference ID

- Payment method (Orange, Airtel, bank, etc.)

- Amount paid

- Receipt photo (screenshot or photo of slip)

• Submit → status Pending review.

Tip: Encourage parents to include the full transaction SMS or agent receipt for faster approval.

H10B: Accountant — Review proofs

Menu: Finance → Fees & Collection → Payment Proofs

Step-by-step — Approve

• Open Payment Proofs.
• Review pending list — click submission to see receipt image and details.
• Verify amount and transaction ID match bank/Mobile Money statement.
• Click Approve → invoice marked paid (or partial payment applied).
• If invalid duplicate or wrong amount → Reject with reason.

Example

• Parent pays 150,000 CDF at Orange agent — TRX: OM-20250914-8821.
• Uploads proof on pay page with receipt photo.
• Accountant sees pending proof next morning.
• Matches statement → Approve → INV-2025-0089 Paid.

Depends on

Manual proof upload enabled in Payment Methods; storage:link run on server for receipt file uploads.

Help Center & Community Forum

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Live example: https://e-digitex.com/help