v0.6.0

Payments & Orders

Track and manage all payment transactions in your PteroCA system. This guide covers payment monitoring and order management from the admin perspective.

Accessing Payment Management

To view payments:

  1. Click Payments in the admin sidebar

  2. You'll see a list of all payment transactions

Required permission: access_payments or admin role

Payment List

Payment Information Displayed

Each payment entry shows:

  • Session ID - Unique payment identifier

  • User - Who made the payment

  • Amount - Payment amount

  • Currency - Payment currency (e.g., USD, EUR)

  • Balance Amount - Amount added to user's wallet

  • Gateway - Payment provider used

  • Voucher - Any voucher code applied

  • Status - Paid or Unpaid

  • Created At - When payment was initiated

  • Updated At - Last status update

Payment Statuses

Successful payment:

  • Payment completed

  • Funds received

  • Balance added to user wallet

  • Transaction complete

Timeline:

  1. User initiates topup

  2. Redirected to payment gateway

  3. Payment processed

  4. Callback received

  5. Status marked "Paid"

  6. Balance updated

Unpaid

Incomplete payment:

  • Payment pending

  • User cancelled

  • Payment failed

  • Gateway timeout

Possible reasons:

  • User closed payment window

  • Card declined

  • Insufficient funds

  • Technical error

  • Gateway timeout

What to do:

  • Usually no action needed

  • Old unpaid payments can be ignored

  • Contact user if they report issue

  • Session expires automatically

Filtering and Search

Search Payments

Search by:

  • Session ID

  • User email

  • Amount

Filter Payments

Filter options:

  • Status - Paid vs Unpaid

  • Gateway - Specific payment provider

  • Date range - Created or updated dates

  • User - Payments from specific user

Export Data

Export payment records:

  • CSV export (if available)

  • Financial reporting

  • Tax preparation

  • Accounting integration

Payment Details

Viewing Payment Details

Click on any payment to see full details:

Transaction Information:

  • Unique session identifier

  • Payment gateway name

  • Gateway session/transaction ID

  • Timestamps (created, updated)

Financial Details:

  • Amount charged (in payment currency)

  • Currency used for payment

  • Balance amount (in wallet currency)

  • Exchange rate (if currencies differ)

  • Voucher applied (if any)

  • Voucher bonus (if applicable)

User Information:

  • Customer who made payment

  • Link to user profile

  • User's current balance

  • Payment history

Payment Gateway Information

Supported Gateways

Your installation may support:

  • Stripe - Credit/debit cards

  • PayPal - PayPal balance and cards

  • Coinbase - Cryptocurrency

  • Mollie - European payment methods

  • Custom gateways - Via plugins

Gateway-Specific Details

Different gateways provide different information:

Stripe:

  • Stripe charge ID

  • Card brand (Visa, Mastercard)

  • Last 4 digits

  • Customer ID

PayPal:

  • PayPal transaction ID

  • Payer email

  • Payment status

Cryptocurrency:

  • Transaction hash

  • Wallet addresses

  • Confirmation count

Revenue Tracking

Financial Metrics

Key metrics to monitor:

  • Total revenue (all time)

  • Revenue by period (day, week, month)

  • Revenue by gateway

  • Average transaction size

  • Payment success rate

Reports

Generate reports for:

  • Monthly revenue

  • Gateway performance

  • User payment patterns

  • Voucher effectiveness

  • Refund rates

Handling Payment Issues

Failed Payments

If user reports payment failed:

  1. Search for payment by session ID or user

  2. Check payment status

  3. Review gateway response

  4. Investigate error message

Common failures:

  • Card declined - User's bank issue

  • Insufficient funds - Balance too low

  • Invalid card - Expired or incorrect details

  • Gateway timeout - Try again

  • Fraud detection - Contact gateway

Solutions:

  • Ask user to try different card

  • Contact payment gateway support

  • Manual payment processing (if allowed)

  • Check gateway status page

Missing Balance

If user paid but balance not added:

  1. Find payment in payment list

  2. Check status (should be "Paid")

  3. Verify balance amount

  4. Check user's current balance

  5. Review system logs

Possible causes:

  • Payment still processing (wait 5-10 minutes)

  • Status not updated (refresh)

  • Callback failed (check logs)

  • Technical error

Solutions:

  • Wait for payment to complete

  • Manually mark as paid (if authorized)

  • Add balance manually to user

  • Contact technical support

Duplicate Charges

If user was charged twice:

  1. Search for both payments

  2. Verify both are marked "Paid"

  3. Check user's balance (should reflect both)

  4. Review gateway records

Actions:

  1. Confirm duplicate charge with gateway

  2. Process refund if confirmed

  3. Adjust user balance if needed

  4. Document incident

Refunds and Adjustments

Processing Refunds

Refund policy:

  • Follow your provider's refund terms

  • Check payment gateway refund capabilities

  • Consider service usage before refunding

How to refund:

Option 1: Gateway refund

  1. Access payment gateway dashboard

  2. Find transaction by ID

  3. Process refund through gateway

  4. Adjust user balance in PteroCA manually

Option 2: Balance adjustment

  1. Deduct amount from user balance

  2. Document reason in notes

  3. Communicate with user

Refund Process

PteroCA may not have built-in refund processing. Refunds often must be processed through payment gateway directly, then balance adjusted manually.

Manual Balance Adjustments

If you need to credit/debit user:

  1. Go to User Management

  2. Edit user

  3. Adjust balance field

  4. Document reason

  5. Save changes

See Managing Users for details.

Payment Security

Security Measures

Built-in protections:

  • HTTPS/SSL encryption

  • Payment gateway handles card data

  • PCI DSS compliance (through gateways)

  • Transaction logging

  • Email verification requirements

What's NOT stored:

  • Credit card numbers

  • CVV codes

  • Full card details

What IS logged:

  • Payment amounts

  • Gateway used

  • Timestamps

  • Success/failure status

  • User association

Fraud Detection

Watch for suspicious patterns:

  • Multiple failed payments

  • Unusual amounts

  • Rapid successive purchases

  • Mismatched user/payment details

  • Chargebacks

If fraud suspected:

  1. Block user account

  2. Review payment history

  3. Contact payment gateway

  4. Document evidence

  5. Follow legal procedures

Best Practices

Monitoring

Daily:

  • Check recent payments

  • Review failed payments

  • Monitor unusual activity

Weekly:

  • Reconcile with gateway reports

  • Track revenue trends

  • Identify patterns

Monthly:

  • Generate financial reports

  • Review refund requests

  • Audit payment records

  • Export for accounting

Record Keeping

Maintain records for:

  • Tax reporting

  • Accounting

  • Dispute resolution

  • Audit requirements

Keep:

  • Payment receipts

  • Gateway statements

  • Refund documentation

  • User communications

Communication

Be transparent:

  • Clearly state payment policies

  • Explain any fees

  • Provide receipt/confirmation

  • Respond to payment inquiries promptly

Troubleshooting

Payments Not Showing

If payments don't appear in list:

  • Refresh page

  • Check date range filters

  • Clear applied filters

  • Verify payment gateway integration

Gateway Not Working

If gateway unavailable:

  1. Check gateway status page

  2. Verify API credentials

  3. Test gateway connection

  4. Review system logs

  5. Contact gateway support

Balance Discrepancies

If user balance doesn't match payments:

  1. Calculate expected balance from payment history

  2. Check for manual adjustments

  3. Review server purchases (deductions)

  4. Check renewals and subscriptions

  5. Audit system logs for balance changes

Related Guides

Need Help?

For payment-related questions:

PreviousVouchersNextLogs & Monitoring

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