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Transactions Management

View, manage, and process all payment transactions including automated payments, manual payments, and payment logs.

Access Path

Admin Panel → Transactions (/admin/transactions)

All Transactions

The All Transactions view provides a comprehensive list of every payment processed through the platform, regardless of payment gateway or status.

Screenshot: All transactions list showing payment history with status, amount, gateway, and user columns admin/transactions/all-transactions-list.png

All Transactions - Complete payment history with filtering and search

Transaction Table Columns

Column Description Sortable
Transaction ID Unique identifier for the transaction (TRX-XXXXXX) Yes
User User who made the payment with avatar and name Yes
Amount Payment amount in the transaction currency Yes
Gateway Payment gateway used (Stripe, PayPal, Manual, etc.) Yes
Plan Subscription plan purchased Yes
Status Transaction status (Completed, Pending, Failed, Refunded) Yes
Date Transaction date and time Yes
Actions View details, refund, or export options No

Transaction Statuses

Status Badge Description
Completed Completed Payment successfully processed and subscription activated
Pending Pending Awaiting payment confirmation or manual approval
Processing Processing Payment is being processed by the gateway
Failed Failed Payment was declined or encountered an error
Refunded Refunded Payment was refunded to the user
Cancelled Cancelled Transaction was cancelled before completion

Transaction Details

Click on any transaction to view complete details including payment gateway response, user information, and timestamps.

Detail View Sections

  • Transaction Info - ID, amount, currency, status, and dates
  • User Details - Name, email, and subscription history
  • Payment Gateway - Gateway name, transaction reference, and response data
  • Subscription - Plan purchased, billing cycle, and expiration date
  • Gateway Response - Raw JSON response from the payment gateway
Screenshot: Transaction detail view showing all payment information, user data, and gateway response admin/transactions/transaction-detail-view.png

Complete transaction details with gateway response data

Transaction Data Fields

Field Type Description
id Integer Auto-incrementing primary key
transaction_id String Unique transaction reference (TRX-XXXXXX)
user_id Integer Foreign key to users table
subscription_plan_id Integer Foreign key to subscription plans table
amount Decimal Transaction amount
currency String ISO currency code (USD, EUR, etc.)
payment_gateway String Gateway identifier (stripe, paypal, manual, etc.)
gateway_transaction_id String Reference ID from payment gateway
status Enum pending, processing, completed, failed, refunded, cancelled
billing_cycle String monthly or yearly
gateway_response JSON Full response data from payment gateway
ip_address String User's IP address at time of transaction
created_at Timestamp Transaction creation time
completed_at Timestamp Transaction completion time

Payment Log

The Payment Log provides a detailed audit trail of all payment gateway interactions, webhook events, and system actions related to payments.

Access Path

Admin Panel → Transactions → Payment Log (/admin/payment-logs)

Screenshot: Payment log showing webhook events, API calls, and gateway interactions admin/transactions/payment-log-list.png

Payment Log - Detailed audit trail of all payment events

Log Event Types

Event Type Description
payment.initiated User started a payment process
payment.completed Payment successfully completed
payment.failed Payment failed with error details
webhook.received Webhook received from payment gateway
webhook.processed Webhook successfully processed
webhook.failed Webhook processing failed
refund.initiated Refund request initiated
refund.completed Refund successfully processed
subscription.activated User subscription activated after payment
subscription.renewed Subscription automatically renewed

Manual Payments

Manual payments require admin approval before the subscription is activated. This includes bank transfers, mobile money, and custom payment methods.

Access Path

Admin Panel → Transactions → Manual Payments (/admin/manual-payments)

Screenshot: Manual payments queue showing pending payments awaiting approval admin/transactions/manual-payments-list.png

Manual Payments - Queue of payments awaiting admin approval

Manual Payment Workflow

User Submits Payment

User selects a manual payment method (e.g., Bank Transfer), views payment instructions, and submits proof of payment (receipt, transaction ID, or screenshot).

Payment Enters Queue

The payment appears in the Manual Payments queue with status "Pending". Admin receives a notification about the new pending payment.

Admin Reviews Payment

Admin views the payment details, user's proof of payment, and verifies the transaction in their bank/payment system.

Approve or Reject

Admin approves (activates subscription) or rejects (provides reason) the payment. User receives an email notification of the decision.

Screenshot: Manual payment review screen with user proof of payment and approve/reject buttons admin/transactions/manual-payment-review.png

Review manual payment with proof of payment and action buttons

Manual Payment Fields

Field Description
User Info Name, email, and registration date of the user
Plan Requested Subscription plan and billing cycle (monthly/yearly)
Amount Expected payment amount and currency
Payment Method Manual gateway used (Bank Transfer, Mobile Money, etc.)
Transaction Reference User-provided reference number or transaction ID
Proof of Payment Uploaded receipt or screenshot (click to view full size)
User Notes Any notes or comments from the user
Submitted At Date and time the payment was submitted

Approving a Payment

When approving a manual payment:

  1. Click the Approve button on the payment
  2. Optionally add an admin note (visible only to admins)
  3. Confirm the action
  4. The system will:
    • Mark the transaction as "Completed"
    • Activate the user's subscription
    • Send approval email to the user
    • Log the action in the payment log
Screenshot: Approve payment confirmation modal with optional admin note field admin/transactions/approve-payment-modal.png

Approve payment confirmation dialog

Rejecting a Payment

When rejecting a manual payment:

  1. Click the Reject button on the payment
  2. Provide a rejection reason (required, sent to user)
  3. Optionally add an admin note (internal only)
  4. Confirm the action
  5. The system will:
    • Mark the transaction as "Rejected"
    • Send rejection email with reason to user
    • Log the action in the payment log
Screenshot: Reject payment modal with required reason field and optional admin note admin/transactions/reject-payment-modal.png

Reject payment dialog with reason field

Important

Always verify payment proof against your actual bank/payment records before approving. The proof image can be edited by users.